AI USE POLICY TEMPLATE FOR COACHES
From https://coachway.io/templates/ai-use-policy/ (free, reviewed September 2026). Fill in the [FIELDS]. General information, not legal advice.

AI USE POLICY FOR [YOUR BUSINESS NAME]
1. What I use AI for: drafting my own admin, content ideas, and first drafts of some messages that I then rewrite.
2. What I never use AI for: deciding your plan, your price, or how I reply when you are struggling. Those are mine.
3. What never enters an AI tool: your name, contact details, photos, injuries, conditions, medication, payment details, or anything that identifies you.
4. Anonymisation rule: if I ask an AI tool about a coaching situation, it gets an age band, a goal and the question, never the person.
5. Tools and settings in force: I use [TOOLS, e.g. ChatGPT, Claude]. Training on my chats is switched off, I delete saved memories that mention a client, and anything close to client detail runs in an unsaved chat.
6. Where your data lives: your check-ins, progress data and messages are stored in [PLATFORM] under its data processing agreement, not in an AI tool.
7. Human review: nothing drafted by a tool reaches you without me reading, editing and signing it.
8. Disclosure: I tell you this once, here, and I will answer any question about it at any time.
9. Images and voice: I never publish a synthetic image or video of a client, a fake transformation, or a synthetic version of my own voice or face.
10. Retention: I keep your data for as long as you are a client and for [PERIOD, e.g. 12 months] afterwards, then delete it, unless the law requires longer.
11. How to ask: message me at [CONTACT] at any time to ask what tools I use, to see what I hold about you, or to have it deleted.
12. Reviewed [DATE]. I will tell you if this policy changes.

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AI DISCLAIMER FOR A WEBSITE OR WELCOME PACKET
[YOUR BUSINESS NAME] uses AI tools to draft some admin, content and message drafts, which [YOUR NAME] reads and edits before anything reaches you. No client names, photos, health details or payment details are entered into those tools. Your coaching data lives in [PLATFORM]. Full AI use policy: [LINK].

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DISCLOSURE LINE FOR THE COACHING AGREEMENT
I use AI writing tools to draft some of my own admin, content and message drafts. I do not enter your name, contact details, photos or health information into those tools. Your check-ins, progress data and messages are stored in [PLATFORM] under its data processing agreement, and you can ask me at any time what tools I use.

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AI-ASSISTED LABEL FOR CONTENT
AI-assisted: drafted with an AI tool, reviewed and edited by [YOUR NAME].

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PROMPT: ADAPT THE POLICY TO MY SETUP
Here is my AI use policy for my coaching business: [PASTE THE 12 CLAUSES]. Adapt it to my actual setup: I use [TOOLS], my clients are in [COUNTRY OR COUNTRIES], my platform is [PLATFORM], and I keep client data for [PERIOD] after coaching ends. Rules: keep the twelve clauses and their order; keep every sentence under 30 words; write in my voice using this sample: [PASTE ONE OF YOUR OWN MESSAGES]; do not add any legal claim, statute or article number that is not in my text; if my jurisdiction has a rule you think applies, list it separately under "check with your regulator" and mark it "(unsure)" rather than writing it into the policy. Output the policy only, then the check list.