What should I never put into AI?
This is one of the most sensible questions you can ask before you start using AI at work. Most AI guidance skips it entirely — either because it assumes you already know, or because it’s worried about putting people off.
Here’s a clear, practical answer.
The short version
Don’t put into AI anything you wouldn’t be comfortable seeing on the front page of a newspaper, shared with your IT department, or read out at a disciplinary hearing.
That covers most situations. But the specifics matter.
What to avoid
Client and customer data
Do not paste real names, addresses, account numbers, case details, or any identifiable information about clients or customers into consumer AI tools — ChatGPT free version, Claude free version, or similar.
These tools may use inputs to improve their models, depending on your settings and their terms of service. Even where they don’t, pasting client data into an external tool is a potential breach of your organisation’s data policies and, in some jurisdictions, data protection law.
Describe the situation in general terms instead. “A client is unhappy because a project was delayed and they feel they weren’t kept informed” is as useful as pasting the actual email — and safe.
Confidential business information
Unreleased financial results, acquisition plans, strategic decisions not yet made public, staff performance information, salary data.
The test: would your employer be comfortable knowing you’d shared this externally? If not, don’t.
Personal health information
Your own or others’. This applies both to professional contexts — medical records, patient data — and to personal use. AI tools can be useful for health research but treat them as you would any external website.
Passwords and security credentials
This should not need saying, but occasionally does. Never paste passwords, API keys, security tokens, or login credentials into AI tools.
Legal documents with privileged content
Communications between lawyers and clients, draft contracts under negotiation, court documents. Seek specific legal advice about your jurisdiction and circumstances.
What is fine
Descriptions of situations without identifying details. Draft copy you’ve written yourself. Questions about concepts, processes, and general knowledge. Public information. Your own ideas that you want help structuring or expressing.
The majority of practical professional AI use falls well within safe territory.
Enterprise tools are different
If your company uses Microsoft Copilot through a business subscription, or an enterprise version of ChatGPT or Claude, the data handling rules are different — typically more protective. Check with your IT team about what your company’s configuration allows.
“The rules here are essentially the same as they’ve always been for external services — don’t share what you wouldn’t share with any other outside provider.
Most professional AI use doesn’t come anywhere near these lines. But knowing where they are means you can use AI freely within them, without the low-level anxiety that stops a lot of people from getting started.”
— Anna
Frequently asked questions
Can ChatGPT share what I type with other users?
No. Conversations are private to your account. ChatGPT does not share individual conversations between users.
Does AI store everything I type?
Consumer AI tools may retain conversation data to improve their models — check the privacy settings in your account and opt out of data training if you prefer. Enterprise tools typically have stronger data protection by default.
What if I accidentally shared something I shouldn’t?
Delete the conversation from your history if possible. For genuinely sensitive information, report it to your IT or data protection team so they’re aware and can advise on next steps.
Is it safe to use AI on a work laptop?
That depends on your employer’s policies. Many organisations have guidance on approved AI tools — check with your IT team before using personal AI accounts on company devices.
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