You can use AI at work more safely by starting with your employer’s approved-tool policy, keeping confidential and personal data out of prompts unless the exact use is authorized, and checking how the service handles storage, logging, and access. A promise that prompts are not used for model training does not, by itself, mean they are never stored or visible to workplace administrators.
Start with your employer’s AI policy
Before entering work information into an AI service, check your organization’s current AI policy or ask the designated IT, security, privacy, or legal contact. Confirm the specific service and account, the data categories it may handle, and whether your intended task is allowed. Microsoft’s employee guidance is direct: “Use only company-authorized AI services.” See Microsoft’s safety tips for using AI at work.
Approval is specific, not a blanket endorsement of every AI product or use. A tool may be approved for drafting generic text but not for customer records, source code, contracts, personnel information, or other restricted material. If the policy or approval is unclear, do not submit the information until you have confirmation.
Keep confidential and personal information out of prompts
Unless your organization has explicitly approved the exact service and purpose, do not enter confidential company information or personal details about employees, customers, or vendors. Microsoft advises employees to avoid disclosing “sensitive or confidential company details, including personal information about employees or vendors” to AI services.
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For a task that can be completed without sensitive details, minimize what you provide. Remove names, account numbers, customer identifiers, confidential figures, source code, contract wording, credentials, and other identifying or restricted material. This is a practical precaution, not a guarantee that a prompt has been anonymized enough for every company policy or legal requirement. Do not paste passwords, access tokens, or other credentials into an AI tool.
Use the right account and understand its data terms
A personal account and a managed workplace account can have different controls and terms. Sign in with the account your employer approved; do not assume that using the same product name gives personal and work accounts equivalent protection.
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- Microsoft Copilot Chat: Microsoft says work or school sign-in provides enterprise data protection. The applicable handling can depend on the subscription and the data path, so consult the current Microsoft Copilot Chat data-protection guidance and your organization’s configuration.
- ChatGPT: OpenAI says data in ChatGPT Business workspaces is excluded from model training by default. For personal accounts, data controls depend on the user’s settings. See ChatGPT Business privacy and data-sharing information and ChatGPT data controls.
These vendor descriptions explain stated product controls; they do not establish that your employer permits a particular use or that the arrangement meets all of your organization’s contractual or regulatory obligations.
“Not used for training” does not mean private or unlogged
A training exclusion answers only whether content is used to improve models under the described terms. It does not, by itself, answer whether the interaction is stored, how long it is retained, whether workplace administrators can audit it, or whether connected tools and agents receive the information.
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For example, Microsoft says Copilot Chat logs prompts, search queries, and responses that IT administrators may access through search and audit tools. Microsoft also describes different handling for prompts and web queries, and notes that controls may vary by subscription. Review its Copilot Chat data-protection explanation and enterprise data-protection documentation for the relevant work or school context.
OpenAI says Temporary Chats may be retained for up to 30 days for safety. Temporary status is not a general authorization to submit company secrets; check the current ChatGPT data-controls information and follow your employer’s policy.
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Check permissions before connecting AI to company content
An assistant connected to company documents can surface information according to the access permissions available to it. Before enabling a connector, agent, or similar feature, review who can access the underlying files and correct any oversharing. Microsoft warns that poorly governed or overshared content can raise risk; its security guidance for Microsoft Copilot explains the importance of permissions and governance. Do not assume an AI assistant will repair existing access-control problems.
Also consider whether a prompt can trigger a web search, extension, or third-party action that sends information beyond the main service. Microsoft documents distinct handling for web queries in its enterprise data-protection guidance. Check your organization’s configuration and the feature’s terms before using connected capabilities with work material.
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A practical check before you submit a prompt
- Confirm approval: Check the current company AI policy or contact the appropriate IT, security, privacy, or legal owner. Verify the tool, account, data category, and task are permitted.
- Reduce the input: Include only what the task needs. Remove confidential details and personal identifiers when possible; do not treat anonymization as automatic approval.
- Verify the account: Use the employer-approved account and review the terms and settings that apply to it, not those of a different account type.
- Review the data path: Check storage and retention, administrator access and audit logging, connected documents, web search, agents, and third-party actions relevant to the feature.
- Review the output: Check accuracy, sources, privacy, and suitability before relying on or sharing AI-generated material. Microsoft likewise advises double-checking generated results because AI can make mistakes; see its workplace AI safety guidance.
What organizations should compare when approving tools
For an organization evaluating workplace AI, compare the actual account and contract type, model-improvement terms, storage and deletion, retention, administrator access and audit logging, access-control and data-loss-prevention integration, web search and third-party actions, geographic and regulatory commitments, and the company’s approved data classifications and use cases. A feature available on one plan or account may not apply to another. Vendor documentation describes product controls; organizational approval still determines which information employees may use.
NIST’s AI Risk Management Framework page identifies the Generative AI Profile as released on July 26, 2024; that is a publication date, not a statistic about workplace data disclosures. No numerical employee-disclosure rate is established by the sources cited here. See the NIST AI Risk Management Framework.
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