Like it or lump it, AI have become a big part of how many teams’ work. They draft your emails, tidy up your presentation slides, and help turn a rough idea into something that sounds like you know exactly what you’re talking about.
But while these tools may be amazing for productivity, it’s also easy to forget one thing: these tools aren’t always private. That means what you put in can end up somewhere you didn’t intend. So how do you know when it’s safe to use them and when to take a step back?
(Don’t have much time to read this blog? You can check out our hand summary and FAQ at the bottom!)
What are low risk tasks I can use AI for?
Marketing and communications content
Writing blogs, newsletters, or social media posts? AI can be super-duper helpful for these jobs! AI tools are great at sorting out tone, tightening up sentences, or just turning a vague idea into a headline that makes sense. Just don’t include client names, financials, or any “for internal eyes only” details.
Brainstorming ideas
If you’re stuck naming an event, planning a campaign, or thinking of a slogan, AI is the “colleague” who’s full of ideas. Some genius, some kind of questionable, but always enthusiastic! If you’re just bouncing around concepts without sharing sensitive data, this is a safe (and often entertaining) use of AI tools.
Simplifying public information
Got a long bit of guidance from a regulator or industry body? You can absolutely use AI to turn that into something people might actually read. Stick to what’s already public and avoid adding internal commentary or confidential insights.
Polishing internal documents
There’s no shame in asking for help making a training guide sound less like it was written by a robot from 2003. You can use AI to rephrase, clean up formatting, or simplify slides. As long as you’re not including client or employee data, you’re in the clear.
Routine internal communication
If you need a tidy meeting invite, a birthday announcement, or a quick event summary, AI is perfect. As long as there’s no internal secrets you get to sound more articulate with half the effort – win win!
Coding assistance (within reason)
If you’re asking for help fixing a generic code snippet or learning a new programming concept, that’s fine. If you’re about to paste your company’s proprietary software into a public chatbot… well, definitely don’t do that.
What tasks shouldn’t I use AI for?
Client or financial data
Uploading client spreadsheets, tax returns, or investment portfolios into a public AI tool is an instant no. Once you hit send, that data leaves your secure environment.
HR and employee information
Performance reviews, disciplinary notes, salary details; these all need to be kept well away from AI tools. These are private by definition, and sharing them outside secure systems isn’t just risky, it’s often illegal.
Contracts and legal documents
Sure, that contract looks dense, and yes, AI could probably “summarise it” nicely. But those agreements include names, terms, and confidential details. Sharing them outside your network can break privilege and compliance rules in one fell swoop.
Security and access data
Hopefully we don’t need to say this but things like passwords, firewall setups and access logs should never, ever touch a public tool. You wouldn’t tweet your Wi-Fi password so treat your company’s digital defences the same way.
Proprietary or strategic information
Things like business plans, M&A discussions, or forecasts (basically, anything a competitor would love to see) shouldn’t be shared so keep them away from AI tools.
Personal identifiers
This one is also common sense, but things like names, addresses, account numbers, and National Insurance details are all off-limits. If it identifies a person, it’s private and shouldn’t be shared.
Grey areas: Safe if controlled
Some uses aren’t black and white. They’re fine if you’re using secure, enterprise tools like Microsoft Copilot (where data stays within your organisation), but not if you’re pasting the same content into a public chatbot.
Meeting summaries
If you’re summarising Teams meetings inside Microsoft Copilot, then that’s all good as it stays within your company tenant. Copy-pasting that transcript into a public AI tool? Not so good. You’ve just moved internal data outside your control.
Drafting client emails
Using AI to polish an email to a client is fine, just don’t paste in all the personal details or account history. Keep it general: tone, clarity, structure, yes; full client context, absolutely not.
Analysing data sets
AI can help with data analysis if the data is fully anonymised. But uploading real client or employee data into a public tool is a compliance nightmare waiting to happen.
If you take one thing away from this blog, make it this…
Here’s the rule of thumb that makes all this easy to remember:
If you wouldn’t email it to a stranger outside the business, don’t paste it into a public AI tool.
That’s it, no long policy document needed, just basic digital common sense.
Thoughts
We don’t want you to leave this blog absolutely terrified of AI. It’s a brilliant shortcut for the boring and repetitive bits, you just need to make sure that you’re using it safely. And hey, now you’ve read this blog, you know exactly how to do that!
TL;DR
AI tools can be really useful for giving things like productivity, creativity, and communication a helping hand at work, but they must be used carefully.
You should always avoid using AI for sensitive materials such as client data, HR records, contracts, or anything proprietary. A simple rule: if you wouldn’t send it to someone outside your organisation, don’t share it with a public AI tool. With great power comes great responsibility and all that.
FAQ: Using AI tools safely at work
Can I use ChatGPT or other public AI tools to write emails?
Yes, within limits. It’s fine to use AI to adjust tone, structure, or clarity but never include personal client details, financial information, or anything confidential.
Is it safe to use AI for coding help?
Yes, for general questions or learning. AI can assist with coding examples or best practices. However, do not paste in proprietary code, algorithms, or system architecture.
What’s the risk of uploading client spreadsheets into AI tools?
Uploading client or financial data to public AI tools could expose sensitive information outside your organisation. Once shared, you lose control over how that data is stored or used.
Are enterprise AI tools like Microsoft Copilot safer than public ones?
Yes, they are. This is because enterprise tools are designed to keep data within your organisation’s secure environment. They’re safer for internal tasks such as meeting summaries or internal content, provided proper data protections are in place.
Can AI help with legal contracts?
No, legal contracts often include private terms and confidential information. Even asking AI for a simple summary could compromise privacy or legal privilege.
What’s a safe way to use AI for marketing content?
Use AI to help with idea generation, sentence flow, or creating public-facing materials like headlines or draft posts. Do not include real client details, unpublished material, or internal data.
How can I tell if something is too sensitive for AI?
Follow this golden rule: if you wouldn’t email it to someone outside the organisation, don’t enter it into a public AI tool. You should treat public AI systems as external unless you’re using an approved enterprise version.
Is anonymising data enough for AI analysis?
If data is fully anonymised and individuals cannot be identified directly or indirectly, it may be suitable for use. But if any re-identification risk exists, avoid public AI tools.
Can AI summarise meeting notes?
Yes, but only with secure tools. Enterprise systems like Microsoft Copilot can safely handle meeting summaries because data stays within your organisation. Just don’t paste transcripts into public tools.
Are birthdays or internal event reminders safe to draft with AI?
Yes, these are good examples of safe use! As long as you don’t include private or personal details, AI can help create clear and professional messages quickly.
Need some extra help with keeping your business cybersecure? Book a free, no obligation chat with Mark to talk about how we could work together!