Your staff are already using AI.
Let's make it safe.
The Apex AI Charter gives your business an approved, documented AI policy in two weeks, rolled out to your team. If you answer to a regulator or professional code, such as tax agents, lawyers or patent attorneys, it's written to their guidance.
Now booking founding clients for early 2027Why businesses are acting now
We don't sell fear. These are the plain facts.
- Regulators have put it in writing. For regulated firms, the rules are already here. The Tax Practitioners Board's guidance on AI, TPB(GS) 55/2026 (22 July 2026), makes clear the Code of Professional Conduct applies whenever AI is used on client work. The Legal Practice Board of WA has issued a joint statement on AI for lawyers.
- AI is already in use. In an Employment Hero survey in 2026, 34% of Australian workers said they use AI tools at work without their employer knowing.
- Clients and insurers are asking. A written policy lets you answer with confidence, and shows what rules staff were given if something goes wrong.
The Charter, and two optional extras
| Service | Price | What you get |
|---|---|---|
| Apex AI Charter | From $950, fixed | Anonymous staff AI-use survey · 60-minute discovery call · AI use policy mapped to your regulator · approved-tools list · a data traffic-light guide (what information can go where) · AI register · one-page staff guide · 45-minute staff briefing · client-disclosure wording flagged for your lawyer |
| Safe Tools Setup optional | From $500 | Move staff from personal AI accounts to business plans, set the data controls, update the register |
| Charter Care optional | From $150 a month | Quarterly review, updates when your regulator publishes new guidance, vetting any new tool your team wants, an annual staff refresher |
Two weeks, start to finish
Survey and discovery
Your team completes a 10-minute anonymous survey, and we hold a 60-minute discovery call with you.
Draft and review
We draft the policy, register and staff guide for your tools and regulator. You review and suggest changes.
Brief and deliver
A 45-minute online briefing for your staff, then the final Charter. Every document is yours to keep.
Plain rules your staff will actually follow
The data traffic-light guide is often the page staff use most: one table that answers "can I put this into an AI tool?"
| Information | Business AI plan | Personal AI account |
|---|---|---|
| Client names, contact details, financials | Approved tools only | Never |
| De-identified draft letters | Yes | Ask first |
| Your templates and price lists | Yes | Never |
| Public regulator guidance | Yes | Yes |
| x | x | x |
Illustrative sample. Every Charter is written for your own tools, and your regulator if you have one.
Common questions
Is this legal advice?
No. The Charter is governance and operations. Anything that needs legal wording, such as how you tell clients about AI use, is flagged for your lawyer.
There's a free government AI policy template. Why pay?
There is, and the Charter uses its structure. What a template can't do is fit your tools, your regulator and your staff, then brief your team. That's the part that protects you.
We don't really use AI.
The anonymous staff survey at the start of every Charter will tell you for sure. Most businesses find staff are already using it quietly.
Can't we just ban it?
Bans tend to push AI use out of sight. An approved tool with clear rules is easier to control, and staff actually follow it.
Our IT provider handles security. Isn't that enough?
It complements it. Your IT provider secures your systems; the Charter sets the rules for how people use AI with client information.
Is this about the Privacy Act?
Not mainly. Many small businesses are exempt from most of the Privacy Act. What applies regardless of size is your duty of confidentiality to clients and, if you have one, your professional code. That's what the Charter is built around.
What usually comes next
Make your team's AI use approved, documented and defensible
Fixed price, two weeks, about two hours of your team's time.
Book a 15-minute intro call