Quick answer
Never enter employees' or clients' personal data, financial data, trade secrets, source code, unpublished strategies, or confidential documents into public AI tools. Before use, check the tool's privacy policy, use anonymization, and rely on approved corporate tools. Train employees and establish clear rules.
How to recognize the problem
- Employees enter clients' names, addresses, and national ID numbers into ChatGPT or similar tools.
- Confidential contracts and financial reports are sent to AI tools for summarization.
- Source code or databases are shared with an AI assistant without prior review.
- Unpublished business strategies and marketing plans are processed in public AI tools.
- There is no clear policy on what data employees may enter into AI tools.
Most common causes
Lack of risk awareness
Employees are often unaware that AI tools may store entered data and use it for model training. Without training, accidental information leaks easily occur.
Unclear internal rules
The company has no defined policy on which AI tools are approved and what data may be entered. Employees then act at their own discretion.
Using public tools for business data
Free versions of AI tools often lack privacy guarantees and may use entered data for model training or share it with third parties. This makes them unsuitable for confidential information.
Lack of technical controls
Without access control and DLP solutions, employees can send sensitive data to external services. The IT department often has no insight into which tools are being used.
Step-by-step fix
- 1
Identify sensitive data
Make a list of data categories that must not be entered into public AI tools: personal data (names, addresses, national ID numbers, passport numbers, health data), financial data (account numbers, card numbers, amounts), trade secrets (contracts, price lists, strategies), source code, databases, and confidential documents. Enter this data only into approved business tools if the company policy explicitly allows it. This will be the basis for the rules.
- 2
Check the AI tool's privacy policy
Before using any AI tool, read its privacy policy and terms of use. Pay attention to whether entered data is stored, whether it is used for model training, and whether it is shared with third parties. Tools that do not offer clear guarantees should not be used for business data.
- 3
Use approved tools with a business account
The company should approve specific AI tools and provide business accounts with advanced protections (e.g., disabled use of data for training). Employees should use only these tools, not personal accounts on public services.
- 4
Anonymize data before entry
If you need to use AI for analysis or summarization, remove or replace all identifying data. For example, replace names with labels (Client A, Employee 1) and omit account numbers. This reduces the risk of leaks.
- 5
Train employees
Organize a short training session explaining what may and may not be entered into AI tools. Emphasize the consequences of data leaks and show examples of good practice. Repeat the training regularly.
- 6
Establish an internal policy
Write a document that clearly defines the rules for using AI tools: which tools are approved, what data should never be entered, how to report an incident, and who is responsible. Make sure all employees are familiar with the policy.
- 7
Implement technical protection measures
Consider introducing a Data Loss Prevention (DLP) solution that can block the sending of sensitive data to AI services. Restrict access to unapproved tools and monitor traffic.
- 8
Regularly check compliance
Periodically check whether employees are following the rules. You can use surveys or technical controls. Update the policy when new tools or threats emerge.
Advanced tip: how to use AI safely in your company
If you want to take advantage of AI tools without risk, consider the following steps:
- Use enterprise solutions that guarantee data will not be used for model training and will be isolated.
- Set up a private instance of the AI model within the company (e.g., a local server) where data does not leave your infrastructure.
- Define incident procedures: if a leak occurs, immediately notify IT and legal, change passwords, and document the case.
- Involve the legal department in drafting the privacy policy and aligning with laws (e.g., the Personal Data Protection Act).
- Monitor new threats and regularly update employee training.
Remember: AI tools are powerful, but the responsibility for data is yours.
How to prevent it
- Never enter clients' or employees' personal data into public AI tools.
- Use only approved AI tools with a business account.
- Anonymize data before entering it into an AI tool.
- Regularly train employees on privacy rules.
When to call a professional
If you are unsure which AI tools are safe for your business data or how to align AI use with privacy laws, contact IT experts or the legal department. They can help you establish safe practices and avoid costly incidents.
AI automation · AI agents that process documents, emails and dataFAQ
Can I use ChatGPT to summarize a confidential contract?
No, unless you use a business version of the tool that contractually guarantees that data will not be used for training and will be adequately protected. Otherwise, you risk leaking confidential information.
What if I accidentally entered sensitive data into an AI tool?
Immediately notify the IT department and legal. Change passwords if accounts were involved and monitor for any misuse. Document the incident.
How do I know which AI tools are safe for the company?
Check the privacy policy and terms of use. Approved tools should offer clear guarantees that data is not used for training and is not shared with third parties. Consult the IT department before adoption.