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If exposing a piece of information could harm someone or violate your organization’s rules, do not enter it into an unapproved AI chatbot. Reduce risk by sharing only what is necessary, removing identifying details, checking the exact account and its privacy terms, and reviewing what uploads, connected apps, and workplace administrators can access. No consumer privacy setting should be treated as a guarantee of confidentiality.
How do I protect sensitive data when using AI chatbots?
Use the chatbot only with information you are allowed to disclose, and give it the minimum context needed to answer. Before sending a prompt or file, check the service, account type, settings, connected sources, and any organizational rules that apply. These details can change what is used to improve models, what is retained, and who may be able to review or access the information.
- Remove names, email addresses, account numbers, customer identifiers, credentials, and other details that are not needed.
- Replace real people, organizations, and records with invented examples where possible.
- Share only the necessary excerpt or file pages; remove sensitive pages and unnecessary metadata from uploads.
- Confirm whether you are using a personal account or an organization-managed work or school account.
- Read the current terms for model improvement, storage, deletion, human review, administrator access, and any connected services.
- Disconnect apps and sources the chatbot does not need, and follow your workplace’s approved-tool and data-classification rules.
Removing identifiers is a practical safeguard, not a guarantee of anonymity. A combination of details, distinctive wording, or surrounding context may still identify a person or reveal confidential information.
What counts as sensitive data in a chatbot conversation?
Think beyond the text typed into the prompt. A disclosure can include the conversation, attached files, images, browser context, connected-app data, web searches triggered by the chatbot, and information inferred from those materials. Treat anything the service receives or generates from your inputs as part of the disclosure unless its current documentation says otherwise.
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- Personal and regulated information: health records, financial details, government identifiers, contact information, and information about children or other vulnerable people.
- Access secrets: passwords, API keys, recovery codes, private keys, and authentication tokens. Do not paste these even if the chatbot is asked to debug or explain them.
- Business information: customer records, internal documents, unreleased plans, contracts, source code, security findings, and information protected by a confidentiality agreement.
- Context from other sources: content in email, cloud storage, calendars, browser pages, or other apps that a connected assistant can retrieve or summarize.
For example, rather than pasting a real customer complaint with a name, account number, and order history, remove those details and ask about a synthetic version that preserves only the issue you need help solving.
Do consumer and work accounts handle data differently?
Often, yes. A provider’s consumer service and its business or work-account products may have different defaults, contractual protections, administrative controls, and retention rules. The service name alone does not tell you which terms apply: verify the account you are signed into and the product being used.
| Service and account | Model-improvement use described by the provider | Other handling to consider |
|---|---|---|
| ChatGPT individual services | OpenAI says content may be used to train models unless the user opts out. New conversations after opting out are not used for training. | Training opt-out does not mean all processing or retention stops. Temporary Chat has separate behavior; see the controls section. OpenAI’s data-use policy. |
| ChatGPT business products, including Team, Enterprise, and API | OpenAI says inputs and outputs are not used for training by default unless users explicitly opt in to data sharing. | OpenAI reports encryption in transit and at rest and SOC 2 Type 2 and ISO certifications for specified services. These are provider-reported controls, not proof that every plan or workflow is suitable for every data type. OpenAI security and privacy. |
| Gemini Apps | Google says activity settings affect whether data is used to improve Google AI. With Keep Activity on, certain connected-app data may also be used to improve services, including model training. | Google says chats may still be processed to respond and protect its services, users, and the public, even with Keep Activity off or temporary chats. Some data may be reviewed by human reviewers. Gemini Apps Privacy Hub. |
| Microsoft Copilot Chat with a work or school account | Microsoft says covered prompts and responses are not used to train foundation models. | Prompts, triggered Bing searches, and responses may be logged and available to an IT administrator; Bing has separate data-handling practices. Microsoft work/school Copilot Chat data protection. |
| Covered Microsoft 365 Copilot business experiences | Microsoft says covered prompts, responses, and Microsoft Graph data are not used to train foundation models. | Enterprise data protections include encryption, tenant isolation, access permissions, sensitivity labels, retention, and audit; details depend on subscription. Web queries and agents can involve separate data flows and terms. Microsoft enterprise data protection. |
This is a summary of the providers’ cited documentation, not a ranking of privacy or a substitute for checking the terms that apply to your account, region, subscription, and workflow. Microsoft’s consumer Copilot privacy FAQ notes that an updated app for web, desktop, and mobile was available August 18, 2026, and that older-app FAQ information does not apply to the updated app or web experience. Check the current Copilot privacy FAQ rather than assuming older app descriptions still apply.
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What do training controls, chat history, and temporary chats actually do?
These controls address different things. A setting that limits model improvement is not automatically a deletion request, a shorter retention period, a ban on safety processing, or a promise that no person or administrator can access the data.
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For individual ChatGPT services, OpenAI says users can opt out through the privacy portal or ChatGPT Data Controls; new conversations after opting out will not be used to train its models. This claim concerns training use, not every form of processing or storage. For Gemini, Google says Keep Activity and activity-management settings affect use for improving Google AI, but chats may still be processed to answer the user and protect Google, its users, and the public. Check each service’s current wording before relying on a toggle.
Temporary Chat
OpenAI says Temporary Chat does not appear in chat history, use or create memories, or train models. Those specific effects do not establish that a conversation is never processed or retained under other service rules. Google likewise says temporary chats may still be processed to respond and protect its services, users, and the public.
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History deletion and retention
Removing a conversation from the visible history and preventing model training are separate actions. The cited provider materials do not establish that turning off a history or activity setting makes all associated data disappear immediately from every system. Review the service’s current deletion and retention terms for what is deleted, when deletion occurs, and whether exceptions apply; do not infer those details from a training setting.
Safety processing and human review
Google says some Gemini data may be reviewed by human reviewers and advises users not to enter confidential information they would not want a reviewer to see or Google to use to improve services. Its documentation also distinguishes service processing needed to respond and protect users from activity settings for improvement. Do not treat an improvement opt-out as a promise that no safety processing or review can occur.
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Are uploads and connected apps also disclosures?
Yes. An attachment or integration can expose more than the prompt itself. Google’s Gemini documentation describes prompts and shared content that may include files, videos, screens, photos, imported chats, and browser-page content. Its Connected Apps guidance says that when Keep Activity is on, data from connected apps—including summaries, excerpts, and inferences from relevant material—may be used to improve Google services, including model training. In some cases, Google notes, a summary may itself be the email or file.
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That does not mean Gemini necessarily trains on an entire connected inbox. The documented categories include summaries, excerpts, generated media, and inferences, and the exact material depends on the interaction. Before connecting an app, review its permissions and the chatbot’s terms; disconnect it if access is not necessary. Apply the same caution to browser context, web search, agents, and third-party extensions.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What should employees check before using an AI chatbot?
Use the tool and data category approved by your organization, not simply the first chatbot available. A work account may provide protections unavailable to a consumer account, but it can also create administrator logs and audit records. Microsoft says covered Copilot business products can inherit organizational access controls, sensitivity labels, retention, and audit settings, with details dependent on subscription. A separate web search, agent, connected app, or third-party service may send data outside that protected boundary.
- Check your organization’s approved AI tools and data-classification policy before sharing internal or regulated information.
- Confirm which account and subscription you are using, and whether the particular feature is covered by the organization’s terms.
- Check who can access prompts, outputs, logs, and audit records, including IT administrators.
- Review each agent, connected app, web-search feature, and other external service as a separate data flow.
- For higher-risk use, ask your security, privacy, or legal team to confirm that the workflow is approved.
Organizations may use administrative measures such as access policies, sensitivity labels, retention settings, audit, and data-loss-prevention or AI-governance controls. Those measures should support the organization’s policy; they do not make every disclosure appropriate.
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The Office of the Privacy Commissioner of Canada reported on May 6, 2026, that a joint investigation into OpenAI’s initial development and deployment of ChatGPT identified concerns including overcollection, consent and transparency, inaccuracies involving personal information, and access, correction, deletion, and accountability. The Canadian Commissioner found the complaint well-founded and conditionally resolved under PIPEDA; the four regulators’ conclusions varied under their respective laws. This is a dated, jurisdiction-specific finding, not a conclusion about every chatbot or every current service. The Commissioner’s statement was: “Appropriate safeguards are the cornerstone of responsible innovation.” Office of the Privacy Commissioner of Canada, May 6, 2026.
How should I prepare a prompt or file?
- Decide whether the tool is approved. If disclosure could harm someone or break a policy, stop unless the exact service and workflow are approved for that information.
- Reduce the content. Ask whether the chatbot needs the whole document, record, or codebase. Share only the relevant passage or a synthetic example.
- Remove unnecessary identifiers and secrets. Redact names, contact details, IDs, credentials, customer data, and sensitive information in surrounding text. Review file metadata and remove unnecessary pages.
- Verify the account and controls. Check whether the session is personal or work-managed, and review current training, activity, retention, deletion, and review terms.
- Inspect data flows. Check uploaded files, connected apps, browser context, web searches, and agents; disable access that is not needed.
- Reassess before follow-up prompts. Do not assume a safer first prompt makes it appropriate to add identifiable or confidential details later.
Provider controls and product behavior change. Google’s Gemini Apps Privacy Hub was updated September 24, 2026, and Microsoft’s Copilot FAQ carries the app-version caveat above. Recheck the provider’s current documentation and your organization’s policy before sharing sensitive data or relying on a particular control.
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