Data Privacy and AI: What to Never Paste Into a Chatbot

Typing a question into an AI assistant feels private, but the information may be stored, reviewed or, on some plans, used to improve models. Your business needs clear rules about what is safe to share.

Never paste these into public AI tools

• Passwords, API keys, access tokens and security codes.
• Customer personal data: names with contact details, addresses, ID numbers or payment information.
• Confidential contracts, financial records and unreleased plans.
• Private medical, legal or HR information.
• Proprietary source code or trade secrets, unless your provider’s terms clearly protect them.

Safer habits

• Anonymise: replace names and identifying details with placeholders.
• Use business plans: many providers offer plans with stronger privacy controls and no training on your data. Read the terms.
• Adjust settings: turn off chat history or data sharing where available.
• Limit connections: give AI tools access only to the files and mailboxes they need.

Write a simple policy

List approved tools, forbidden data types and who to ask if unsure. Train staff with real examples, and review the policy regularly, because tools and laws change quickly.

Consider the law

Depending on where your customers are, data protection rules may apply to how you process their information, including through AI services. Seek professional advice if you handle sensitive data.

A few minutes of caution keeps the benefits of AI without the headaches.