Made for Swiss self-employed & SMEs
Every Swiss practice that uses AI — a notary's office, a fiduciary, a doctor's surgery, a small firm — slowly builds a list of tools: a dictation assistant here, a summariser there, a chatbot for drafting letters. One day someone asks a simple question: "What exactly do we use AI for here, and where does the data go?" If you cannot answer that in thirty seconds, you need a one-page AI policy.
This is not bureaucracy for its own sake. It is the calm way to know, at a glance, which tools are allowed, for which tasks, and with which data — and to show that to a client, an employee or an auditor without a scramble.
Why one page is enough
A policy that no one reads is worse than no policy. The goal is not a thick manual; it is a single page that anyone in the practice can understand in two minutes. It answers four questions:
- Which tools? The named services you actually use — the dictation app, the translation assistant, the email drafter.
- For what? The tasks where AI is welcome, and the ones where it is not.
- With which data? What may be pasted in, and what must stay out — client names, patient data, figures.
- Who decides? The human checks every AI draft before it goes out. No exception.
A calm routine to write it
You do not need a lawyer or a consultant to draft the first version. You need one quiet hour and a simple prompt. Give the AI your real situation and let it propose a structure, then you shorten it until it fits on one page.
Step 1 — List what you actually use
Sit down and write out every AI tool anyone in the practice touches in a normal week. Be honest and complete: the dictation software on the phone, the summariser in the meeting app, the chatbot someone uses for letters. This list is the backbone of the policy.
Step 2 — Let the AI draft the page
Hand the AI your list and a few sentences about your data, and ask it to draft the page in plain language:
We are a small Swiss practice (a notary / a fiduciary / a medical office). We use the following AI tools: [list them]. We work with personal and sometimes sensitive data (client files, health data, figures). Please draft a one-page internal AI policy in plain language that covers: (1) which tools are approved, (2) which tasks AI may be used for, (3) which data may never be entered, (4) that every AI draft must be reviewed by a human before it is sent, and (5) a short note on our obligations under the Swiss Data Protection Act. Keep it to one page, in clear sentences, without legal jargon.
Step 3 — Shorten, sign and pin it up
Read the draft once, cut anything vague, and check that the four questions are answered. Then date it, share it with the team, and pin a copy where people actually see it. Review it once a year, or whenever you add a new tool.
A second prompt: the client-ready sentence
Clients are starting to ask how their data is handled. You do not need a long answer — one honest sentence is enough. Ask the AI to turn your policy into it:
From our one-page AI policy, write one calm sentence for clients explaining that we use AI to help with drafting and organisation, that sensitive data is never entered into public tools, and that a person always reviews the final result.
What the page does for you
- Clarity for the team. Everyone knows what is allowed, so no one improvises with client data.
- Trust with clients. You answer the data question in one calm sentence instead of hesitating.
- Calm in an audit. You can show, in writing, that AI use is deliberate and documented.
What it is not
A one-page policy is not a substitute for the law, and it is not a guarantee. It is a record of intent and a shared rule. For anything involving sensitive patient data, professional secrecy, or large contracts, the careful step remains: use local or zero-retention tools, and keep the human decision in front.
The outcome
One quiet hour, one page, and the question "what do we use AI for here?" finally has a calm, written answer. You pin it up, forget about it for a year, and get back to the work you are actually good at.
