AI tools have become part of everyday work. We use them to brainstorm ideas, write quick emails, pull together marketing content, and summarize long reports in seconds. They save time, and they make our day a lot easier.
But here’s the part most people don’t think about:
What your staff types into public AI tools can be stored, learned from, and reused by those systems.
And one simple mistake, even something done with good intentions can put your company at risk.
Why This Matters
Public AI tools like ChatGPT, Gemini, and others often use the data you give them to improve their models. That means an employee could accidentally paste:
- Client PII
- Internal discussions
- Proprietary processes
- Source code
- Strategy documents
..straight into a system that doesn’t belong to your company. And once that information is out, you can’t pull it back. This kind of mistake can lead to financial penalties, loss of trust, and long-term damage to your reputation. It’s not always a cyberattack sometimes it’s just human error.
A good example:
In 2023, Samsung employees accidentally shared confidential semiconductor code and private meeting details into ChatGPT. They weren’t trying to leak data they were trying to work faster. But the company had to issue a full ban on generative AI after that incident.
How to Protect Your Business From Accidental AI Leaks
Here are some straightforward steps you can put in place to keep your information safe while still getting the benefits of AI.
1. Create a Clear AI Usage Policy
Give your team simple rules: what can be typed into AI tools, and what can’t. Spell out examples social security numbers, financial records, legal discussions, internal project details, and anything client-related should never be shared.
2. Use Business or Enterprise AI Accounts
Free versions of AI tools often use your data to train their systems. Business tiers like ChatGPT Team/Enterprise, Microsoft Copilot for Microsoft 365, and Google Workspace ensure your data isn’t used for model training. These licenses aren’t just “upgrades” they’re security.
3. Add Data Loss Prevention (DLP)
DLP tools like Cloudflare DLP or Microsoft Purview can scan what employees are typing or uploading and block anything sensitive. It’s an extra layer of protection that stops mistakes before they happen.
4. Train Employees Regularly
Most leaks happen because people try to save time. Offer short, hands-on training sessions that use real scenarios. Show your team how to de-identify information before using AI.
5. Monitor AI Usage
If you’re using business accounts, you’ll have an admin dashboard. Take time to review how your team is using AI not to call anyone out, but to find gaps in training and tighten up your policies.
6. Build a Security-Minded Culture
The goal isn’t to scare people. It’s to create a team that feels comfortable asking questions and double-checking before sending data anywhere. Good habits prevent mistakes.
The Bottom Line
AI isn’t going anywhere and honestly, it makes work easier. But using it safely has to be part of your business practices.
With a few simple guardrails, you can protect sensitive information, avoid accidental leaks, and still give your team the freedom to use AI to be more efficient.
If you’re ready to make AI safer across your organization, now is the time to put the right structure in place.
If you want to make sure your team is using AI safely and not putting your data at risk, we can help you set the right policies and protections in place. Reach out anytime and we’ll walk you through the best steps for your business.