Real estate teams often adopt AI one person and one task at a time. Without a written operating rule, employees are left to decide which tools are acceptable, what client information can be used, and when a person must review the result.
A useful policy does not need to predict every AI use. It should name the tools the team permits, the information that stays out, the review expected before client-facing use, and the person responsible for keeping the rule current.
Write down the decisions employees should not have to guess.
Keep the first version short enough to read during onboarding and specific enough to use during daily work.
Approved tools
List the AI tools the team permits and who can approve an additional tool.
Restricted information
Name the client, transaction, payment, credential, and confidential information that should not be entered into an unapproved tool.
Human review
Require a person to review AI-assisted client messages, listing content, summaries, and other consequential work before use.
Meeting and note tools
State when transcription or note-taking tools may be used and what notice or permission may be required.
Ownership and acknowledgment
Assign a policy owner and record when agents and staff acknowledge the current version.
Mistake response
Give employees a calm, direct way to report that information may have been entered into the wrong tool.
A five-step first version.
- 01
Inventory current AI use
Ask which tools people already use and for which tasks. Start from actual behavior.
- 02
Set the data boundary
Name information that should not enter an unapproved AI system.
- 03
Set the review rule
Define which outputs require a person to review them before use.
- 04
Publish and acknowledge
Keep the policy accessible and record acknowledgment from the people it covers.
- 05
Review on a cadence
Revisit the policy when tools, vendors, state requirements, or team practices change.
This guide summarizes general risk-management and real-estate industry considerations. It is educational and does not determine legal duties, privacy requirements, fair-housing obligations, or whether a specific AI tool is appropriate for your organization. Review important decisions with qualified professionals.
- 01
National Association of REALTORS®: Artificial Intelligence in Real Estate. Real-estate context for AI, data privacy, fair housing, and copyrighted content.
- 02
National Institute of Standards and Technology: AI Risk Management Framework. A voluntary framework for governing and documenting AI risk.
- 03
NIST AI Resource Center: AI RMF Core. Operational outcomes covering governance, roles, privacy risk, and human oversight.
Published July 13, 2026. Last reviewed July 13, 2026.