Template T-04.3: Personal AI use policy
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

Solo version first, team version after. Fill in, sign, date, and save under "Compliance / AI policy v1." Review on the date you write in item 7.

Solo version

Name: ______________________  License #: __________  Brokerage: ______________________

1. What I use AI for. Drafting and reformatting marketing copy, emails, texts, and client updates from facts I supply; summarizing documents for my own preparation; role-playing conversations; explaining forms and rules in plain English. Tools I use: [list].

2. What I never paste. Social Security and other government ID numbers; bank, loan, and account details; a client's financial position or pre-approval amount; offer terms, buyer limits, and seller bottom lines before close; lockbox and alarm codes; information about minors; anything under a nondisclosure agreement; medical or disability information; immigration status; any document I would not forward to a stranger. (T-04.4.)

3. What always gets a scrub. Every piece the public will see goes through the Fair Housing scrub (P-04.1), and I read every flag and decide each one. Then the pre-publish checklist (T-04.1), signed.

4. Where my disclosure line goes. My line, exactly as my broker requires: "[license disclosure line]". It appears on every first-contact piece: flyers, mailers, website, social posts, email signature, and the first text to a new contact, in type no smaller than the smallest type on the piece.

5. What I never let the AI decide. Whether a fact is material. Whether an image edit is allowed. Price. Legal, tax, or inspection questions. Whether something ships. Anything that goes out under my license is read and approved by me first.

6. Bots and recordings. Any automated assistant that talks to the public under my name says it is automated in its first message. Any call or meeting I record is announced at the start and recorded only with everyone's yes. I ask my broker in writing before deploying a chatbot, voice agent, or texting automation.

7. Review. I reread this page and my tool settings on __________ (date, no more than six months out) and after any rule change my MLS or brokerage announces.

Signed: ______________________  Date: __________

Team version (one paragraph, posted where the team works)

Our team uses AI to draft, summarize, and rehearse, from facts we verify ourselves. We never paste the items on the "Data I never paste" card. Every public piece gets a Fair Housing scrub that a licensee reads and decides on, then the pre-publish checklist, signed by the licensee whose name is on it. Our disclosure line is "[license disclosure line]" and it appears on every first-contact piece. The AI never decides materiality, price, legality, image edits, or whether something ships. Bots announce themselves. Recordings are announced and consented. New automations go to [broker or team lead] in writing before they go live. This page is reviewed every [interval] by [name].

Team lead: ______________________  Date: __________
