AI & Technology
6 Ways to Prevent Leaking Private Data Through Public AI Tools
Many free and consumer AI tools can use what employees type to train their models unless that setting is turned off. A single prompt could expose client PII, internal strategies, or proprietary code. Here are six practical ways to keep private data out of public AI tools.
Public AI tools are fantastic for general tasks such as brainstorming ideas and working with non-sensitive customer data. They help us draft quick emails, write marketing copy, and even summarize complex reports in seconds. However, these digital assistants pose serious risks to businesses handling customer Personally Identifiable Information (PII).
Many free and consumer AI tools can use the data you provide to train and improve their models unless the user turns that setting off. That means a prompt entered into a personal ChatGPT or Gemini account could end up in a provider's training data, and in any case it leaves your control. A single mistake by an employee could expose client information, internal strategies, or proprietary code and processes.
The Real Cost of a Data Leak
The cost of a data leak from careless AI use far outweighs the cost of preventative measures. A single mistake could expose internal strategies, proprietary code, or sensitive client information, leading to devastating financial losses from regulatory fines, loss of competitive advantage, and long-term damage to your company's reputation.
Consider Samsung in 2023. Engineers in the company's semiconductor business reportedly pasted confidential source code into ChatGPT, and one reportedly submitted an internal meeting recording so it could be turned into notes. Once that data was sent, it sat on an outside provider's servers, beyond Samsung's control. This wasn't a sophisticated cyberattack. It was human error resulting from a lack of clear policy. In May 2023, as CNBC reported, Samsung temporarily banned generative AI tools on company-owned devices and internal networks until it could put safeguards in place.
6 Prevention Strategies
1. Establish a Clear AI Security Policy
Your first line of defense is a formal policy that clearly outlines how public AI tools should be used. Define what counts as confidential information and specify which data should never be entered into a public AI model: social security numbers, financial records, merger discussions, or product roadmaps. Educate your team on this policy during onboarding and reinforce it with quarterly refresher sessions.
2. Mandate the Use of Dedicated Business Accounts
Moving employees to business tiers, such as ChatGPT Business (formerly ChatGPT Team) or Enterprise, Gemini in Google Workspace, or Microsoft 365 Copilot and Copilot Chat signed in with a work account, is essential. The commercial terms for these services state that business data is not used to train the provider's models by default. By contrast, free and Plus versions of ChatGPT can use conversations for model training unless the user turns that setting off. Read the current terms for any tool you approve, because they change.
3. Implement Data Loss Prevention Solutions with AI Prompt Protection
Implement data loss prevention (DLP) solutions that stop data leakage at the source. Tools like Cloudflare DLP and Microsoft Purview offer advanced browser-level context analysis, scanning prompts and file uploads in real time before they ever reach the AI platform. Configured well, these solutions can warn users or block prompts that contain data flagged as sensitive, such as account numbers or patient details, before it leaves the browser.
4. Conduct Continuous Employee Training
Even the most airtight AI use policy is useless if it just sits in a shared folder. Conduct interactive workshops where employees practice crafting safe and effective prompts using real-world scenarios from their daily tasks. This hands-on training teaches them to de-identify sensitive data before analysis, turning staff into active participants in data security while still leveraging AI for efficiency.
5. Conduct Regular Audits of AI Tool Usage and Logs
Business-grade tiers provide admin dashboards. Make it a habit to review these weekly or monthly. Watch for unusual activity or patterns that could signal potential policy violations before they become a problem. Reviewing logs can also help you discover which departments need extra guidance or where loopholes exist in your technology stack.
6. Cultivate a Culture of Security Mindfulness
Business leaders must lead by example, promoting secure AI practices and encouraging employees to ask questions without fear of reprimand. This cultural shift turns security into everyone's responsibility, creating collective vigilance that outperforms any single tool.
Make AI Safety a Core Business Practice
For many businesses, AI is quickly becoming part of everyday work. That makes doing it safely and responsibly a priority. Take the next step toward secure AI adoption: contact Cyber One Solutions to formalize your approach and safeguard your business.