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How do I use AI safely at work?
Short answer
Keep personal and confidential data out of personal AI accounts, switch off model training, check every answer before you use it, and write your rules down. For anything involving customers or staff, use a business plan whose provider says it won't train on your data. Under UK GDPR, your business is responsible for what you share.
Eight rules for a small business
- Use business accounts for business data. ChatGPT Business, Microsoft 365 Copilot with a work account and Claude Team don't train on your data by default, according to their providers.
- Switch off training on personal accounts. ChatGPT: Data controls. Copilot: Privacy. Gemini: Keep activity. Claude: Privacy. Perplexity: AI Data Retention.
- Don't paste in what you can't take back. Customer names and addresses, bank details, health information, passwords, staff records.
- Check the output. AI makes things up. See what is an AI hallucination?
- Keep a human in charge of decisions about people, money and safety.
- Be open with customers where it matters. See do I have to tell customers I use AI?
- Watch for fake links and scams. AI makes convincing phishing emails easier to write. Check payment changes by phone.
- Write it down in a one-page AI policy.
Where to change the settings
| Tool | Setting | Our answer |
|---|---|---|
| ChatGPT | Settings, Data controls | Does ChatGPT use my data for training? |
| Microsoft Copilot | Profile, Privacy | Are Copilot chats private? |
| Gemini | Gemini Apps activity | Does Gemini use my data? |
| Claude | Settings, Privacy | Does Claude use my data? |
What the regulator is doing
The ICO said on 8 October 2026 that ten large AI developers had made, or committed to, data protection changes, and it opened a call for evidence on AI agents, closing 20 November 2026. Expect more guidance, including a statutory code of practice on AI and automated decision-making.
Related questions
Are AI chatbots safe?
They're safe to use for drafting and research if you keep sensitive data out and check the answers.
Is free AI safe?
Free plans usually have the weakest data protection defaults. Change the settings above, or pay for a business plan if you handle customer data.
Sources
- ICO: changes secured from leading AI developers, 8 October 2026
- ICO: guidance on AI and data protection
- OpenAI: enterprise privacy
- Anthropic: Claude pricing (model training row)
Checked 17 October 2026. Rules and prices change, so check the source before you rely on it. This is general information, not legal, tax or financial advice.
More on data, privacy and gdpr
- Are AI detection tools accurate?
- Are AI tools secure for business?
- Are ChatGPT chats private? Can OpenAI read them?
- Are Microsoft Copilot chats private?
- Can AI agents be trusted?
- Can I put customer data into ChatGPT?
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