Get the free AI Policy Kit

Everything a nonprofit or charity needs to write its AI rules, get them approved and keep them working. Plain language, ready to edit.
Inside: the policy in Starter and Systems versions, a one-page staff card, an AI register, a board brief, wording for emails, grants and the people you serve, a vendor question sheet, a privacy check form, an incident card, a training sign-off, and a session guide with eleven scenario cards. Word, Excel and PDF. Free to use and change.
Free AI Policy Kit for Nonprofit Leaders: 14 ready-to-use tools to set your team's AI rules in plain words.
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How to open the ZIP: on Windows, right-click it and choose Extract All. On a Mac, double-click it. If it won't open, use the Google Drive button instead.
Open “00 Start Here” first. It walks you through your first steps.
Want a hand putting it in place? The next step is a free assessment. No cost, no obligation.
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What’s in the kit

Free · Plain language · Word, Excel and PDF

AI can hold the pen. Only a person signs. Every piece of the kit comes back to that one idea. It's free, it's in plain language, and it's built for nonprofits and charities of every size.

What’s inside

Start Here. Your path through your first steps, the first month and every six months.
The policy, two versions. Starter for teams that use AI to write and plan. Systems for teams where AI also works inside forms, records and reports.
Staff Card. The rules on one page: a traffic light for information, a five-second check, and who to ask.
AI Register. A spreadsheet of every AI tool and automation, who owns it, and how to switch it off.
Board Brief. Two pages, three quarterly questions, and a ready motion to approve your policy.
Wording Pack. What to say in emails, on your website, in grants, and to the people you serve.
Vendor Question Sheet. Ten questions any AI company should answer in writing.
Privacy Check Form. For any automation that reads personal information.
Incident Card. What to do, and what to say, when something goes wrong.
Training and sign-off. A training checklist and a staff acknowledgement.
Worries Poster. The fears people bring to AI, and the rule that answers each one.
Session Guide and Scenario Cards. Run a team session with eleven real situations from nonprofit work.

The worries it answers

People have real fears about AI. The kit names them out loud, then answers each one with a rule.

“Private information will leak.” Personal information never goes into AI chat tools.
“AI will make things up.” A person checks every fact before anything leaves.
“AI will judge people unfairly.” AI never decides who gets help, money or a job.
“AI will replace our staff.” AI takes on paperwork. People keep the work with people.
“Nobody will be responsible.” A named person answers for it, and people are told quickly.

Your first steps

Before. Your AI lead fills in the easy blanks: your organization's name and the AI lead. Then drafts the list of tools you use.
The session. 3 to 6 people, including someone from the front line. Start with the Worries Poster, work through three scenario cards, then finish the policy together.
After. Send the policy and the Board Brief to your board. Hand out the Staff Card.

Who it’s for

Executive directors. Who want clear rules without hiring a consultant.
Board members. Who need to approve AI use and ask the right questions.
Operations and program leads. Who are already using AI, or being asked to.
Funders and networks. Who want to help grantees and members get this right.

Why we built it

Three in four nonprofit staff and leaders now use AI at work every week, but only 39% of nonprofit leaders say they have written guidance on using it safely. (NTEN and Bridgespan, 2026, a survey of 917 people in the US and around the world.)

We built the kit on Canadian privacy law, where we started. The staff rules, the AI register and the board brief work anywhere, but check the legal notes against the laws that apply to you. We wrote our own AI policy first, and we publish it at nimarahq.com/ai-use-policy.

Questions

Is this legal advice? No. It’s a plain-language starting point. Check which privacy laws apply to you.
Is it really free? Yes. Use it, change it, share it with your team.
Can we change it? Please do. It’s your policy. Delete what doesn’t fit.
Does it work in the US or the UK? Yes. The rules for staff, the register and the board brief work anywhere. The legal notes point to Canadian law, so swap in the US state law or UK GDPR rules that apply to you.
What’s the catch? None. If you’d like help running the session or setting up your first automation safely, you can start with a free assessment. There’s no obligation.

Write your AI rules this week.

Free and in plain language. Your team, your rules, with a person in charge of every decision that matters.

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Practical, responsible AI for nonprofits and charities. Rules written first, people in charge.

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Nimara Technology Inc., a Canadian company working remotely with nonprofits and charities in the United States, the United Kingdom and Canada. Nimara is human-led: we use assistive AI, never autonomous AI, and a named person approves anything that goes out. Content on this site is general information, not legal, financial or tax advice, and no client relationship exists until we both sign an agreement. We don't guarantee funding, compliance or audit outcomes. Screens and examples show sample data. Product names and logos belong to their owners and don't imply endorsement.