Why privacy matters
Customers trust you with their names, addresses, payment details, and sometimes health or financial information. When employees paste that information into AI tools without thinking, it may be stored or processed in ways your customers never expected. Even if nothing bad happens, it can break promises you've made and laws you're required to follow.
Never paste these into public AI tools
- Credit card numbers and bank details
- Social Security or government ID numbers
- Passwords and login information
- Health or medical information
- Private customer files and contracts
- Employee records
Use generic examples instead
Most AI tasks don't need real customer data. Instead of pasting a real complaint with names and addresses, describe the situation generically: "A customer is upset that our technician arrived two hours late." AI can still help you write an excellent reply.
Check your tool's settings
Many AI tools offer business plans or settings that limit how your data is used. Review the privacy terms and choose options that fit your obligations. If you're in a regulated industry, ask a professional which tools are appropriate.
Write it down
Create a one-page AI privacy policy for your team. Include approved tools, what information is off-limits, and who to ask when unsure. Short, clear rules are more likely to be followed than long documents.
Train your team
Walk through the rules with every employee who uses AI. Give examples of acceptable and unacceptable use so the rules feel practical.
Review regularly
AI tools and laws change. Revisit your rules at least once a year and update them as needed.
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