AI policy tool

Charity AI policy readiness checker

Use this before buying ChatGPT seats, applying for OpenAI for Nonprofits, approving Copilot or Gemini, or letting staff use embedded AI features. It checks organisation-level policy readiness rather than one individual prompt or use case.

Checks8Policy, data, procurement, ownership, training, and review controls.

OpenAI caveatPreservedBusiness and Enterprise discounts are separate from API usage and BAA requirements.

OutputAction listMissing controls become procurement and rollout actions.

Data entryLocal onlySelections run in the browser and are not submitted.

1. Choose rollout route

Planned AI route Highest planned data sensitivity

2. Tick controls already in place

Approved AI tools and plan routes are namedList which teams may use ChatGPT Business, ChatGPT Enterprise, API, Copilot, Gemini, or embedded AI tools, and which routes are not approved.Allowed and prohibited data classes are written downSeparate public, internal, donor, volunteer, staff, trustee, beneficiary, safeguarding, health, legal, payroll, and casework data before rollout.Human review is required for public or material outputsName who reviews grant drafts, public content, donor reports, beneficiary-facing material, analysis, and trustee papers before use.Procurement, API, BAA, and renewal caveats are documentedRecord that OpenAI nonprofit discounts cover ChatGPT Business and Enterprise, not API usage, and that ChatGPT Business does not offer BAAs.Workspace ownership, billing, and offboarding are assignedName owners for validation, billing, invitations, role changes, offboarding, access review, support, and renewal.Staff training covers prompt safety and source checkingTrain staff to avoid sensitive data, ask for missing evidence, check facts, preserve source notes, and avoid unsupported claims.Incident and correction routes are clearDocument what staff do if private data is entered, output is unsafe, a public claim is wrong, or a tool setting changes.Pilot metrics and review date are setStart with a bounded pilot, record useful workflows and harms, and schedule a policy review before expanding seats.

How to use the result

Use the missing controls as the agenda for trustee, senior leadership, data protection, or procurement approval before expanding AI access.
Run the AI data-risk checker for each high-risk workflow after the organisation policy is ready.
Use the ChatGPT Business vs Enterprise checker when API access, BAA needs, sensitive data, or large rollout requirements appear.
Keep the AI policy template and source-checked provider pages attached to the rollout decision.

Related source-checked AI and access benefits

OpenAI checklist

AI productivity and automation

OpenAI for Nonprofits

Validated nonprofits can access ChatGPT Business Standard seats for USD 8 per month billed annually or USD 10 billed monthly. Premium seats are excluded; larger deployments can ask sales about Enterprise nonprofit terms.

Nonprofit terms and Business seat requirements checked on 12 October 20262026-10-12

Microsoft 365, Azure, Dynamics, security

Microsoft for Nonprofits

Microsoft publishes nonprofit grants and discounts including Microsoft 365 Business Basic free for up to 300 users, annual Azure credits, and discounted business applications.

Official nonprofit offers page rechecked2026-08-12

Microsoft 365, Teams, email, security

Microsoft 365 nonprofit discount

Microsoft's official nonprofit pricing page lists Microsoft 365 Business Basic as a grant free for up to 300 users, Business Standard at USD 3.00 per user monthly, and Business Premium at USD 5.50 per user monthly when paid yearly.

Official Microsoft 365 nonprofit pricing rechecked2026-08-12

Workspace, advertising, maps, video

Google for Nonprofits

Workspace for Nonprofits, Google Ad Grants, YouTube Nonprofit Program, and Google Earth/Maps access.

Official program page verified2026-06-21

Email, documents, meetings, shared storage

Google Workspace for Nonprofits

Google's official Workspace nonprofit page lists Google Workspace for Nonprofits at USD 0 per user per month and discounted Business and Enterprise nonprofit offers.

Official Google Workspace for Nonprofits page verified2026-06-22

Cloud credits, data, AI, infrastructure

Microsoft Azure nonprofit grant

Microsoft's official Azure nonprofit page says eligible nonprofits can leverage USD 2,000 in donated Azure services credits per year.

Official Microsoft Azure nonprofit page verified2026-06-22

Low-code apps, workflow automation, service delivery

Microsoft Power Apps nonprofit grant

Microsoft's official Dynamics 365 and Power Platform nonprofit page says eligible nonprofits get Power Apps free for up to 10 users.

Official Microsoft Dynamics 365 and Power Platform nonprofit page verified2026-06-22

Cloud grants, AI, migration, data, technical support

AWS Imagine Grant Program

AWS's official Imagine Grant page describes grant categories that can include unrestricted financial support, AWS Promotional Credit, implementation support or guidance, AWS training and support, and AWS marketing promotion for eligible nonprofit projects.

Official AWS Imagine Grant page verified; 2026 application cycle is closed and award amounts remain at AWS discretion2026-06-22

Knowledge base and lightweight operations

Notion for nonprofits

Notion advertises 50% off its Plus plan for eligible nonprofits.

Official page verified2026-06-21

Work management, CRM, grants, AI

monday.com for nonprofits

monday.com advertises 10 free seats for nonprofit organisations, discounted additional seats, and discounted AI capabilities.

Official nonprofit page verified2026-06-21

Design, PDF, e-signatures, creative content

Adobe for Nonprofits

Adobe's official nonprofit page lists special pricing for eligible nonprofits, including Acrobat Pro, Adobe Express, and Creative Cloud routes.

Official Adobe nonprofit page verified2026-06-21

Design and communications

Canva for Nonprofits

Design platform for nonprofit brand, campaign, social, and fundraising materials.

Official page reachable but protected in automated checks2026-06-21

Password manager and access security

1Password for Non-Profits

1Password offers special pricing and support routes for nonprofit teams that need to protect passwords, passkeys, account logins, files, notes, and contacts.

Official nonprofit page verified; exact support and discount level depend on application review2026-06-22

Identity, access, cybersecurity

Okta for Nonprofits

Okta for Good offers eligible nonprofits 50 free Workforce Identity licences, 50% off additional licences and selected advanced solutions, and 50% off Auth0 plans.

Official Okta for Good nonprofit page rechecked; free products, licence quantities, discounts, validation route, and exclusions verified2026-08-12