AI & Automation
What business or client information is safe to put into AI tools?
The short answer
Use public, non-sensitive information whenever possible. Make sure you have permission to use it. Before entering anything else, ask two questions. Is this tool approved for the data? What harm could occur if the prompt, file, or answer became public?
Sort information into three buckets
Usually lower risk: Public website copy, your own basic templates, made-up examples, product descriptions with personal details removed, and information already approved for publication.
Needs a careful review: This includes internal plans, unpublished prices, customer feedback, meeting notes, contracts, employee details, computer code, and client work. Remove names and other details that could identify a person. Share only the small part you need. Use an approved business account and settings.
Do not enter into an unapproved tool: Never paste passwords, API keys, full card numbers, identity papers, private health data, legal messages, trade secrets, security details, or anything a client told you not to share.
Check the tool, not only the prompt
Check who can see the data. Find out whether the company uses prompts for training and how long it keeps them. Review deletion, security, connected apps, admin controls, and the contract. Settings differ by product and plan.
OpenAI's current consumer Data Controls let users turn off model-improvement use for new chats. ChatGPT Business says workspace data is not used for training by default (OpenAI Data Controls, ChatGPT Business privacy). Check the rules for your own tool and plan.
Minimize before you paste
Replace names with roles and remove contact details. Share only the clauses or rows needed for the task. Use made-up examples when real data is not needed. Keep a list of approved tools and the types of data each one may receive.
NIST recommends watching AI use for privacy risks. That includes the risk of exposing personal or sensitive data (NIST Generative AI Profile).
Privacy, client secrecy, contract, and industry rules vary. Check the rules that apply where you work. Get help from a qualified privacy, security, or legal professional when the data is sensitive. When in doubt, do the task without the data.
Sources and further reading
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Helpful WAHMN tool
Use the AI Business Task Mapper to separate safe AI-assisted tasks from work involving private, sensitive, or high-risk information.
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Related WAHMN resource
If you want a broader, practical system for using AI in a small business while keeping human judgment in charge, AI Advantage takes the work further. See AI Advantage.