AI privacy basics for business users

Treat an AI service as an external data processor unless your organization has assessed and configured it otherwise.

Key takeaways

• Share only the minimum information required for the task.
• Assess the exact provider, product and account configuration.
• Give staff clear prohibited-data and escalation rules.

Minimise first

Remove names, account details, credentials and unnecessary commercial information before submitting material.

Know the service

Check current terms, retention, model-training controls, regional processing and administrative settings for the exact plan being used.

Define prohibited data

Give staff a short, usable policy that explains what may never be entered and who can approve an exception.

Classify information before use

Separate public, internal, confidential, personal and regulated information. The allowed tool and approval level should follow the sensitivity of the input.

Pseudonymisation reduces exposure but does not automatically make information anonymous. Keep the re-identification risk in mind.

Plan for incidents and deletion

Document who can investigate an accidental disclosure, how provider records are handled and when access should be revoked. Include AI services in normal vendor and staff-offboarding processes.

Action checklist

1. List the information required for the task.
2. Remove identifiers and unrelated details.
3. Confirm the approved account and retention settings.
4. Check whether a person has authority to share the material.
5. Record the reviewer and deletion requirement.

A sensible next step

Create a one-page staff rule covering approved services, prohibited inputs and the person to contact when uncertain. Continue with the practical AI recipes, compare the reviewed AI tools or use the AI Finder to narrow your next decision.