Public AI tools are incredibly useful. Teams use them every day to brainstorm ideas, draft emails, write marketing copy, and summarize long reports in seconds. When used correctly, they save time and boost productivity.
But there’s a real risk many businesses overlook.
Most public AI tools learn from user input. That means anything typed into tools like ChatGPT or Gemini could be stored and used for training. One careless prompt can expose customer data, internal plans, or proprietary code.
If your business handles personally identifiable information (PII), client data, or sensitive internal material, you need guardrails in place. Preventing AI-related data leaks is far easier than fixing them after the fact.
AI misuse is not just a technical issue. It’s a financial and reputational risk.
A single data leak can lead to:
Regulatory fines
Loss of customer trust
Legal exposure
Competitive damage
Long-term brand harm
In 2023, Samsung learned this the hard way. Employees pasted confidential semiconductor code and internal meeting data into ChatGPT to speed up their work. That information was then retained by the public AI model.
This was not a cyberattack.
It was human error and missing guardrails.
Samsung responded by banning generative AI tools across the company. Most businesses don’t want to take that step—but they do need controls.
You don’t need to stop using AI. You need to use it safely. These six steps help you protect your data while still gaining value from AI tools.
Start with clarity.
Your AI policy should clearly state:
Which AI tools are approved
What data is considered confidential
What data must never be entered into public AI tools
This includes:
Social Security numbers
Financial records
Client PII
Internal strategies
Product roadmaps
Source code
Review this policy during onboarding and reinforce it with regular refreshers. Clear rules remove guesswork and reduce mistakes.
Free AI tools often use customer data to improve their models. That is a risk most businesses cannot afford.
Business tiers like:
ChatGPT Team or Enterprise
Microsoft Copilot for Microsoft 365
Google Workspace AI
include clear data protection terms. These agreements state that your data is not used to train public models.
You’re not just paying for features. You’re paying for privacy, compliance, and legal protection.
People make mistakes. Technology should catch them.
Modern Data Loss Prevention (DLP) tools can scan AI prompts and uploads before they reach public platforms. Solutions like Microsoft Purview and Cloudflare DLP analyze content in real time.
These tools can:
Block sensitive data automatically
Redact PII or financial details
Detect risky patterns like card numbers or client names
Log and alert on policy violations
This creates a safety net that stops data leaks before they happen.
Policies alone are not enough.
Employees need hands-on training that shows:
How to write safe prompts
How to remove identifying details
How to use AI without sharing sensitive data
Interactive training works best. Use real scenarios from daily work. When employees understand how to use AI safely, compliance improves naturally.
You can’t protect what you can’t see.
Business AI platforms provide usage logs and admin dashboards. Review them regularly to:
Spot unusual activity
Identify risky patterns
Catch policy violations early
Audits are not about punishment. They help you improve training, tighten controls, and close gaps before they become incidents.
Security works best when everyone is involved.
Leaders should model good AI behavior and encourage questions. Employees should feel safe asking whether something is appropriate to share.
When security becomes part of daily work, your team becomes your strongest defense.
AI is no longer optional. It’s a core business tool.
That makes safe AI use a business requirement, not just an IT concern. With clear policies, proper tools, and regular training, you can reduce risk without slowing your teams down.
The six strategies above give you a strong foundation to use AI responsibly and protect your most valuable data.
If you’re ready to formalize your AI security approach, contact us today. We’ll help you build practical guardrails that keep your business safe while letting your teams work smarter.