AI Transparency Disclosure Templates

Collection of 6 customer-facing disclosure templates: website AI disclosure page, chatbot/virtual assistant notices (short and detailed), AI-generated email footers, in-app feature tooltips and modals, automated decision explanations, and Terms of Service AI clause. Includes implementation checklist

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Key Insights

Transparency is a cornerstone of responsible AI—and increasingly, a legal requirement. The EU AI Act mandates disclosure when AI makes decisions affecting people. US state laws require notification for automated employment and credit decisions. GDPR gives individuals rights regarding automated decision-making. Beyond compliance, transparency builds customer trust.

This template collection provides ready-to-use disclosure language for every customer touchpoint where AI is involved. Six templates cover website disclosures, chatbot introductions, email footers, in-app features, automated decisions, and terms of service—each customizable for your specific AI implementations.

Overview

How do you tell customers you're using AI? Too technical and you confuse them. Too vague and you fail compliance. Too alarming and you erode trust. Getting disclosure language right requires balancing legal requirements, customer understanding, and brand voice.

This template collection provides professionally-drafted disclosure language for every customer touchpoint. Each template is customizable through bracketed placeholders, letting you adapt the language to your specific AI implementations while maintaining appropriate tone and compliance coverage.

What's Inside

Template 1: Website AI Disclosure

For: Footer links, dedicated pages, FAQ sections
Covers: Where you use AI, human oversight commitment, customer rights
Tone: Transparent, reassuring, informative

Template 2: Chatbot/Virtual Assistant Disclosure

Version A: Short in-chat notice (one line)
Version B: Detailed welcome screen disclosure
Covers: AI identification, capabilities, human escalation option, recording notice

Template 3: AI-Generated Email Disclosure

Version A: Minimal footer (one line)
Version B: Detailed footer with context
Covers: AI drafting assistance, human review confirmation, contact options

Template 4: In-App AI Feature Disclosure

Tooltip/short notice for feature discovery
Feature modal with detailed explanation
Covers: How it works, what data is used, user control options

Template 5: Automated Decision Disclosure

For: Applications, eligibility, AI-influenced decisions
Covers: Decision process explanation, key factors, human review rights, appeal process
Required for: Many US state laws, GDPR Article 22

Template 6: Terms of Service AI Clause

For: User agreements, Terms of Service updates
Covers: AI-powered features, limitations, data use, human oversight, updates notification

Implementation Checklist:

Identify all customer touchpoints with AI
Select appropriate templates
Customize with specific details
Legal review
Implement customer inquiry response process
Train customer-facing staff
Update Privacy Policy
Set review cycle

Who This Is For

Legal/Compliance Teams implementing disclosure requirements
Product Teams adding AI feature disclosures
Marketing/Communications maintaining brand voice in disclosures
Customer Experience preparing for AI-related inquiries
Privacy Officers ensuring transparency compliance

Why This Resource

Writing disclosure language from scratch requires balancing legal precision with customer clarity—and getting legal review for each variation. These templates provide a starting point with appropriate coverage, ready for customization and legal review at your organization.

The implementation checklist ensures you don't miss touchpoints where disclosure is needed.

FAQ

Q: Do these templates satisfy EU AI Act requirements?

A: The templates cover transparency requirements, but EU AI Act compliance depends on your specific AI systems and risk classifications. These provide disclosure language; your legal team should confirm adequacy for your situation.

Q: How much customization is needed?

A: Bracketed sections require your specific information (company name, AI features, contact details). You may also adjust tone to match brand voice. Core structure and coverage are ready to use.

Q: What about customers who don't want AI involved?

A: Template 1 includes opt-out language where available. Template 5 covers human review rights. Consider whether your AI applications can offer human-only alternatives.