AI assistants such as ChatGPT and Microsoft Copilot can save a lot of time. But anything you type into them leaves your computer, so it’s worth pausing to think about what you share. Here’s a plain-English guide to using AI tools safely.
Free tools and business tools are not the same
Free, personal versions of AI tools may use what you type to improve their models, depending on your settings. Business versions, used through your organisation’s account, usually come with stronger protections and agreements about how your data is handled. If your organisation provides an approved tool, use that rather than a personal account. If you’re not sure, ask before you paste.
Keep these out of AI tools
- Personal data about customers, staff or learners, such as names, contact details, health information or performance notes.
- Confidential business information, such as unpublished financial results, contracts or pricing.
- Client documents, unless your agreement with the client allows it.
- Passwords, access codes or system details.
Under UK GDPR, your organisation is responsible for how personal data is used, and that includes putting it into an AI tool. The Information Commissioner’s Office has detailed guidance if you want to go further.
Safer ways to get the same help
- Anonymise first. Replace names with roles (“Customer A”, “the line manager”) and remove identifying details.
- Describe, don’t paste. Explain the structure of a spreadsheet rather than uploading the real data.
- Use dummy data when you want help building a formula or a report.
Always check the output
AI tools can sound confident and still be wrong. They sometimes invent facts, figures or references. Treat every answer as a first draft: check numbers, verify anything factual, and make sure the final version is something you’re happy to put your name to.
A quick checklist before you hit enter
- Am I using an approved tool under my work account?
- Have I removed personal and confidential details?
- Would I be comfortable if a client saw what I’ve typed?
- Will I check the answer before I use it?
If you can answer yes to all four, you’re using AI the right way.
Data protection and responsible use are a core part of my AI in the Workplace course, alongside practical skills your team can use straight away.