AI at Work: Our Practical Toolkit - Part 3

AI tools can be powerful, but they're not magic boxes. What you put in matters - especially when it comes to sensitive information.

If you're using tools like ChatGPT, Claude, or NotebookLM, it's worth getting clear on what's private, what's not, and what's safe to share.

Here's a practical starting point.

1. Don't Put Private Or Personal Data Into Public AI Tools

That includes:

Names, email addresses, phone numbers
Anything that could identify a person (even indirectly)
Confidential company documents or client info
Health, legal, or financial details

Most public AI tools (like ChatGPT or Claude) don't store your data forever, but they may temporarily hold it for processing - and in some cases, to improve their models unless settings are changed.

If in doubt, leave it out.

2. Understand What Tool You're Using (And Who Sees The Data)

Not all tools are equal. Some are designed for enterprise use, with better privacy protections. Others are designed for consumers.

Check:

Who runs the tool (OpenAI, Anthropic, Google, etc)
Whether your org has a business or enterprise agreement
Whether chat history is saved, and if so, where

If you're using a free version of an AI tool, assume that your input is not fully private.

3. Use Anonymised Or Public Examples When Testing

If you want to try out a prompt or process:

Use placeholder names
Swap client details for public equivalents
Keep examples general, unless you're in a secure environment

This lets you test without risking exposure.

4. Check Internal Policy (Or Help Create One)

If your organisation doesn't yet have an AI usage or privacy policy, push for one.

Key questions it should cover:

Which tools are approved for use?
What types of data are allowed or banned?
What review process is in place for AI-generated content?

You can use our AI Usage Policy Template as a starting point.

5. Treat Generated Content Like Any Other Draft

Even if no private data went in, the output still needs review. It might:

Contain inaccuracies
Pull in irrelevant or risky examples
Sound more confident than it should

Don't share anything externally without a proper check.

Checklist: Safe Use Of AI And Personal Data

Am I using a tool approved by my organisation?
Is this input something I'd be comfortable emailing to a stranger?
Did I remove any private, personal, or client-specific information?
Do I know how this tool handles data?
Have I reviewed the output for risks or mistakes?

AI tools can help us work faster and smarter - but only if we stay responsible with what we share.

Data Privacy Considerations for AI

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