Using AI at Work? Keep Your Business Data Safe

AI tools such as ChatGPT, Microsoft Copilot and Google Gemini are quickly becoming part of everyday business. They can help draft emails, summarise documents, analyse information and save valuable time.

But as AI use grows, so does the importance of understanding what information is being shared and where it is going.

The Risk Isn’t AI. It’s How We Use It.

One of the biggest risks comes from staff copying confidential or sensitive information into AI tools without understanding how that information may be handled.

Common examples include:

  • Uploading documents or spreadsheets containing client or personal information
  • Entering Tax File Numbers (TFNs), financial information, contracts or other confidential data
  • Using personal AI accounts for work purposes without approval
  • Assuming information generated by AI is accurate without checking it

The level of protection also depends on the AI service and account being used. Business and enterprise AI services generally provide more appropriate controls for workplace use than consumer services.

For example, Microsoft Copilot and Microsoft Copilot Chat provide enterprise data protection for eligible organisational users. Microsoft states that prompts, responses and organisational data accessed through Microsoft Graph aren’t used to train its foundation models.

Five Simple Rules for Safer AI Use

1. Use approved AI tools – Make it clear which AI services staff can use for business purposes and which accounts they should use.

2. Think before you upload – Don’t enter passwords, banking information, TFNs or sensitive client information into an AI service unless your business has confirmed the service is appropriate for that information.

3. Use your business account – Where your organisation provides an approved business AI service, use your work account rather than a personal or free account.

4. Check the answer – AI can produce convincing information that is incomplete or simply wrong. Treat it as an assistant, not the final authority.

5. Have an AI policy – A simple AI policy can set clear expectations about approved tools, confidential information, checking AI-generated content and staff responsibilities.

The Bottom Line

AI can be an excellent productivity tool, and for most businesses, avoiding it altogether isn’t realistic.

The better approach is to use AI deliberately and securely. With the right tools, a few sensible rules and staff awareness, businesses can take advantage of AI without unnecessarily putting client or business information at risk.

IT Tip: If your business already uses Microsoft 365, talk to your IT provider about the Copilot options available within your Microsoft 365 environment and the data protection controls that apply. Microsoft Copilot can also work within existing Microsoft 365 permissions and security controls, which is important when introducing AI into a business environment.

Contact the team at Provide Technology today to discuss safer and more productive use of AI in your business.