How to Protect Your Business While Using AI

What happens to the information you share with an AI tool?

It’s an important question that can easily be overlooked. Because without proper safeguards, employees may unknowingly expose confidential business information, customer records, or financial data.

AI’s convenience shouldn’t come at the expense of your company’s security.

Fortunately, with the right policies and a little employee education, your business can take advantage of AI while keeping sensitive data protected.

Why AI Data Security Matters

AI wasn’t originally designed with data security in mind. While every platform handles information differently, the data you submit doesn’t always disappear after using AI.

Depending on the service you’re using, information may be:

• Stored for a period of time
• Reviewed to improve service quality
• Used to train future AI models
• Accessible to administrators within your organization

That’s why it’s important to understand exactly how an AI provider handles your information before employees begin using it for work.

As a general rule, you should always avoid entering confidential company information into an AI platform unless you know how that data is stored, processed, and protected.

Common AI Security Risks for Businesses

AI can speed up your day-to-day productivity, but it also introduces new cybersecurity challenges if left unmanaged.

Data Exposure

Employees may accidentally paste sensitive information into an AI chatbot without realizing that the platform could retain it. Customer information, financial records, proprietary business strategies, and internal documentation should all be treated with caution.

Shadow AI

Shadow AI happens when employees use AI applications without approval from IT or management. While their intentions are usually harmless, unauthorized tools create blind spots for your organization.

A well-known example involved Samsung, where employees accidentally shared confidential information with ChatGPT. Following the incident, the company restricted the use of public AI tools and invested in developing its own internal solution.

Insider Threats

AI can make it easier for malicious or careless employees to collect, summarize, or distribute sensitive information. Proper access controls and monitoring help reduce this risk.

Data Poisoning

Some AI systems learn from submitted information. Attackers can intentionally provide misleading or manipulated data in an attempt to influence how the AI responds.

AI and the Law

New AI data security regulations are being created to keep pace with the rise of AI. While still far from comprehensive, these are some key frameworks and regulations that help protect data in the age of AI.

Compliance Violations

Businesses that collect personal information may have legal obligations regarding how that data is stored and processed. Sharing regulated information with an AI tool that lacks appropriate safeguards could create compliance issues.

Understanding AI Privacy Regulations

While AI regulations are still being developed, there are several existing frameworks that influence how businesses should handle data.

GDPR

The General Data Protection Regulation (GDPR) governs the collection and processing of personal information belonging to individuals in the European Union.

Organizations covered by GDPR must be transparent about how data is used, collect only what’s necessary, and obtain appropriate consent. Even companies based in the United States may need to comply if they serve customers in Europe.

California Consumer Privacy Act (CCPA)

The CCPA gives California residents greater control over their personal information. Consumers can request to see what information businesses collect, ask for certain data to be deleted, and limit how their information is shared.

Many businesses outside California are still subject to the law if they conduct business with California residents.

NIST AI Risk Management Framework

Developed by the National Institute of Standards and Technology (NIST), the AI Risk Management Framework helps companies use implement AI responsibly.

Although it’s voluntary, many organizations use it as a benchmark for evaluating AI security, privacy, governance, and risk management.

What to Ask Before Choosing an AI Platform

Before introducing a new platform to your organization, ask these important questions:

Does the business version protect company data?

Many free AI tools use submitted information to improve their models. Business or enterprise subscriptions often provide stronger privacy protections and prevent customer data from being used for training.

Can model training be disabled?

Some providers allow organizations to opt out of contributing prompts and conversations toward future model improvements.

Is the AI in question properly secured?

Look for certifications such as SOC 2 Type II, along with information about encryption, compliance programs, and data handling policies. A trustworthy AI vendor should be transparent about how they protect customer information.

Best Practices for Using AI Securely at Work

Here are some best practices to stay secured while using AI.

Create an AI Usage Policy

A formal policy establishes what employees can and cannot do with AI. It should identify approved tools, explain which types of information are prohibited from being shared, and define acceptable business uses.

Limit Access

Not every employee needs access to every AI platform. Grant permissions based on job responsibilities and regularly review who has access to business AI tools.

Train Employees

Employees should understand what information is considered confidential and recognize situations where AI should not be used.

Use Business AI Solutions

Whenever possible, choose enterprise-grade AI platforms that provide administrative controls, stronger privacy protections, and security features designed for organizations.

Remove Sensitive Information

If AI assistance is needed, replace identifying details with placeholders. For example, use “Client A” instead of a customer’s actual name, or remove account numbers and financial information before submitting text.

Keep Software Updated

AI platforms receive regular security updates and bug fixes. Keeping applications current helps protect against newly discovered vulnerabilities.

Keeping AI Safe

With AI adoption on the rise, learning how to use it responsibly is key to keeping your business secure. That’s where [t20-company-name] comes in.

Whether it’s educating your employees, implementing a clear usage policy, or helping you choose the right AI tools, [t20-company-name] will help you adopt AI safely and confidently.

If that’s you’d be interested in, let’s talk!