Essential guidelines for using AI tools safely in the workplace. Print this out and keep it handy.
The Golden Rule: If you wouldn't post it on a public billboard, don't put it in a free AI tool. Unless you are on an Enterprise plan, assume your data is being used for training.
| AI Tool | Action Path | Toggle Off |
|---|---|---|
| ChatGPT | Settings > Data Controls | "Improve the model for everyone" |
| Gemini | Profile > Activity | "Gemini Apps Activity" |
| Claude | Settings > Privacy | "Help improve Claude" |
Contact your manager or IT department before using the AI tool. When in doubt, it is always better to ask first than to risk exposing sensitive information.
Ask yourself: Would I be comfortable if this appeared in a news article? If not, redact sensitive details first.
ChatGPT offers temporary chat mode. Use it when dealing with anything sensitive to prevent history storage.
Enterprise plans typically don't use your data for training. Verify your organisation's agreement before sharing sensitive data.
Review your AI tool settings monthly. Providers update their policies and defaults frequently.
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