AI tools are becoming more and more common in the workplace. Employees are using AI to help write emails, summarise documents, analyse information and generate ideas. However, copying business information into public AI tools can pose a serious risk to security, data privacy and intellectual property.
Employees may not realise that the information they enter into a chatbot could be stored, processed and used in ways they never considered. Before using AI for your work, it's important to understand what happens to the information you provide and whether your business has the appropriate safeguards in place.
What Information Could Be Put at Risk?
AI tools are useful when working with text and generating copy, but employees should be careful about the information they paste into their chatbot.
Sensitive information to be weary about when using AI:
- Customer names, addresses and contact details
- Financial information and payment details
- Contracts and legal documents
- Employee information
- Passwords and login details
- Product designs and technical documents
- Business plans and pricing information
- Commercially sensitive and confidential material
Even if the information is entered with good intentions, sharing it with an external AI platform could expose your business to risks that may not be immediately obvious.
Why Is Copying Information Into Public AI Tools Dangerous?
Public AI tools are operated by third-party providers; Depending on the platform, account type and settings, information entered into a chatbot may be retained for a period of time, reviewed for service improvements, or processed in an unknown location.
The exact setup varies between providers, so businesses shouldn't assume that every AI tool handles information in the same way. It's important to consider the possibility of risks around:
- Unauthorised access to confidential information
- Personal data being processed without an appropriate legal basis
- Sensitive information being retained longer than expected
- Data being transferred outside the UK
- Confidential information being included in future outputs
- Intellectual property being exposed or misused
Passwords and login details should never be entered into AI. Doing so could potentially expose access to your systems, customer information and internal accounts. Think of it like putting a photo on the internet; Once it's out there, it's very difficult to get back.
Intellectual Property Concerns
AI can also create a number of intellectual property risks. Employees may unknowingly upload original designs, code, documents or other material that belongs to the business or their customers.
Once confidential material has been shared with an external provider, it's very difficult to establish exactly where that information has gone or how it's been processed.
Reports of major tech businesses restricting the use of certain AI models because of data security and intellectual property concerns highlight these risks and shows they aren't just limited to small businesses. Organisations of all sizes need to consider how AI is being used and what information employees are sharing.
How Businesses Can Use AI Safely
Businesses don't necessarily need to ban AI tools completely, instead, they should consider introducing clear rules, making sure employees understand the risks. This could include:
- An AI usage policy
- Explaining what information should never be entered into public AI tools
- Use of approved business-grade AI services where appropriate
- Reviewing data protection and privacy settings
- Restricting access to sensitive information
- Providing regular staff training
- Using multi-factor authentication for business accounts
- Monitoring how AI tools are being used
- Reviewing contracts and supplier terms
- Making sure employees know how to report a potential data breach
Businesses should also encourage employees to remove names, account numbers and other identifying information before using AI for general tasks. Where possible, use fictional or anonymised examples instead of real customer and business data.
How Edmondson's Can Help
AI can provide valuable benefits, but it needs to be introduced carefully. Without clear guidance, employees could accidentally share confidential information.
At Edmondson's, we help businesses review their IT security, improving access controls and developing practical policies for safer AI use. From Microsoft 365 security and staff guidance to wider data protection measures, we can help your business make better use of your tech and reduce any unnecessary risk.
