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Having an AI policy for your staff drafted by a specialized SME lawyer typically costs between €400 and €1,500, depending on the size of your organization, the sensitivity of your data, and whether there is a works council. You will receive regulations tailored to your workplace: covering permitted and prohibited AI use, data and GDPR rules, monitoring, and enforcement under employment law, ready for inclusion in the employee handbook. Below are the costs, the process, and when outsourcing pays off.
The short answer
- Costs: €400 – €1,500 with an SME lawyer, depending on complexity.
- Lead time: usually one to three weeks.
- What you get: a tailor-made, enforceable policy for the employee handbook.
- Process: intake, concept, feedback, final version, and implementation.
- Pays off for: sensitive data, a Works Council, or the desire to be able to impose sanctions.
Having an AI policy for staff drawn up: what does it cost?
The price depends primarily on the amount of customization required. A short, standard policy for a small team is at the lower end; a comprehensive policy with specific data and control rules, alignment with the Works Council, and integration with existing policy documents is higher.
- Basic policy (small team, one tool): € 400 – € 700.
- Extensive policy (sensitive data, multiple departments): € 700 – € 1.200.
- Policy with Works Council alignment and enforcement framework: € 1.000 – € 1.500.
Some providers work with a fixed price per document; this offers clarity in advance and is usually more convenient for SME entrepreneurs than an hourly rate.
What is included in the price?
With a good provider, you get more than a text file:
- An intake interview to map out your tools, risks, and working methods.
- A custom-written policy with permitted/prohibited use and data rules.
- An enforcement and control section that holds up legally.
- A short guide for inclusion in the employee handbook and notification.
- Often one feedback round included.
The process step by step
- Intake: which AI tools does your team use, which data is sensitive, is there a Works Council?
- Concept: the legal expert drafts a policy tailored to your situation.
- Feedback: you read along and adjust the emphasis (for example, stricter data rules).
- Final version: including enforcement and control section.
- Implementation: inclusion in the employee handbook, reference in the employment contract, confirmation of acknowledgment.
Do it yourself or have it drafted?
Doing it yourself is perfectly fine if your situation is simple. Outsourcing pays off as soon as legal precision is required:
- Myself: small team, one approved tool, little sensitive data, no OR.
- Have drafted: customer or personnel data involved, multiple departments, a Works Council, or the desire to be able to sanction violations.
Example: A growing agency with thirty employees and a large amount of client data commissioned a policy, including a control and enforcement framework. The cost was around €1,100, with a turnaround time of two weeks. When an employee wanted to paste client data into a free tool shortly thereafter, there was a clear, recognizable standard to fall back on.
What to look for when choosing a provider?
- Experience with employment law and GDPR — the policy covers both.
- A fixed price, so you know exactly what to expect beforehand.
- Focus on enforceability, not just on nice sentences.
- Advice on the Works Council route, if applicable to you.
Honest recommendation
If you have a small team, one approved tool, and hardly any sensitive data, you do not need to have an AI policy drafted: with a good example and a clear checklist, you can figure it out yourself and do not need a lawyer. Do, however, properly anchor it in the employee handbook.
Have the policy drafted as soon as personal data or confidential information is involved, you have a Works Council, or you want to be able to enforce violations. The €400 – €1,500 pays for itself if just one data breach or one disputed sanction is prevented. Also read what an AI policy for employees is and exactly what it should contain. Want to get started right away? View the AI policy for employees.
Frequently Asked Questions
Typically €400 – €1,500 for a specialized SME lawyer. A basic policy for a small team costs around €400 – €700; a comprehensive policy including data, control, and enforcement rules, and Works Council coordination runs up to €1,500.
Usually one to three weeks, depending on complexity and feedback rounds. The process consists of intake, draft, feedback, final version, and implementation in the employee handbook.
An intake interview, a custom-written policy with permitted and prohibited uses and data rules, a legally sound enforcement and monitoring section, a short implementation guide, and usually one feedback round.
Yes, in a simple situation: a small team, one approved tool, little sensitive data, and no Works Council. In that case, use a good example and anchor the policy in the employee handbook. For sensitive data or enforcement requests, it pays to have one drafted.
As soon as legal precision is required—concerning customer or personnel data, multiple departments, a works council, or the desire to sanction violations—the data, control, and enforcement sections must be precise.
Based on experience with both employment law and GDPR, a fixed price upfront, attention to enforceability, and advice on the Works Council route if applicable. A policy that is not enforceable offers little protection.
AI tools change rapidly, so periodic updating is advisable. You can adjust the policy using a unilateral amendment clause (Article 7:613 of the Dutch Civil Code). Some providers offer a maintenance agreement; otherwise, an annual review suffices.
