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You can use AI tools more safely by sending the minimum information needed for the task, removing identifying details, checking the service’s training and retention controls, and restricting connected apps and agents. No setting makes an AI service anonymous or guarantees immediate deletion.
Privacy depends on the specific product, account type, workspace configuration, contract and local law. The steps below apply broadly, with separate examples for ChatGPT and organization-managed Microsoft Copilot.
Start with the minimum data that can solve the task
Before pasting anything, define the result you need. Then remove every detail that does not materially improve the answer. The UK Information Commissioner’s Office (ICO) describes this as limiting personal data to what is necessary for the stated purpose; keeping information merely because it might be useful later is not enough.
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If you need help rewriting a paragraph, send the paragraph, not the entire customer file. For troubleshooting, provide the relevant error message and environment details rather than a full log containing usernames, email addresses or internal hostnames. A short, fictionalized example is often sufficient for drafting, classification or brainstorming.
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Remove direct identifiers
- Names, email addresses, telephone numbers and postal addresses
- Account, customer, employee, patient, order and ticket numbers
- Government identifiers, dates of birth and exact locations
- Passwords, authentication codes, API tokens, private keys and recovery codes
- Payment-card details, bank information and other financial credentials
Replace a person with a neutral label such as Customer A and a company with Supplier B. Keep a separate mapping only in an approved system, never in the same prompt. Pseudonymization lowers exposure but does not make the information anonymous: the ICO says pseudonymized personal data remains personal data under data-protection law.
Watch for combinations that identify someone
Removing a name is not enough if an unusual job title, rare medical condition, exact date and small town appear together. Delete or generalize unique combinations, such as changing “the only cardiologist in a 2,000-person village who treated a child on 14 March” to “a clinician treated a pediatric patient recently.” Preserve only the precision the task requires.
A pre-paste privacy check
- State the task. Write what the tool must produce: a summary, translation, code explanation or set of options.
- Identify the minimum context. List the facts that affect the output and discard the rest.
- Classify the material. Decide whether it contains personal, confidential, regulated, security-sensitive or commercially restricted information.
- De-identify it. Remove direct identifiers and generalize combinations that could reveal a person.
- Confirm authority. If another person’s information is involved, check that you are allowed to share it and whether notice is required.
- Choose an approved tool and mode. Check the product, account, workspace and settings rather than relying on the service name alone.
- Plan the output. Decide where the answer may be stored, who can see it and whether you need to delete the conversation or downloaded files afterward.
Do not enter passwords, one-time codes, payment details, private keys, health records, confidential client material or regulated data unless your organization has explicitly approved that exact tool and workflow.
Check what the service does with prompts and files
Read the current privacy, data-control and product documentation for the exact account you use. Look for separate statements about model improvement, chat history, memory or personalization, uploaded files, connected applications, human review, deletion and legal retention. A single “privacy” switch rarely controls all of these paths.
Model improvement is different from storage
An opt-out from using new conversations to improve models does not necessarily erase saved chats, files, backups or records retained for safety or legal reasons. Conversely, a conversation that remains in history may not be used for model improvement if the service says it is excluded. Treat training use and retention as separate questions.
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History, memory and personalization are separate controls
History determines whether you can reopen a conversation. Memory or personalization can carry facts into later interactions. A service may disable one while leaving another enabled. Check each control, and remove stored memories or profile information separately when the interface provides that option.
Deletion language needs careful reading
“Delete” may mean removal from the visible account while copies remain temporarily in backups, security logs or legal holds. “Not used for training” describes a use restriction, not necessarily immediate deletion. Record the provider’s stated time period and scope before relying on it.
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ChatGPT’s current Data Controls documentation says you can turn off Improve the model for everyone. New conversations made after that change are not used to train OpenAI models, while saved chats can remain in your history. The setting therefore addresses model-improvement use; it is not a promise that the conversation disappears.
How to change the model-improvement setting
- Open ChatGPT and select your account menu.
- Open Settings, then Data Controls.
- Turn off Improve the model for everyone.
- Recheck the setting after switching between personal and workspace accounts, because controls can depend on the account or workspace configuration.
Interface labels and eligibility can change. Verify the current help documentation and the account currently selected before sending sensitive material.
What Temporary Chat changes
OpenAI’s current Temporary Chat FAQ says a temporary conversation is not used to improve its models while it remains temporary, does not appear in history and does not create or update memories. OpenAI may retain a copy for up to 30 days for safety purposes. If you save the temporary conversation, it becomes a regular chat. Temporary mode is therefore a history and retention feature with a stated safety exception, not proof that the content is never processed.
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- Start a new conversation and select the Temporary option shown by your current interface.
- Before sending, check that the conversation is actually marked temporary rather than an ordinary chat.
- Review personalization, connected tools and file uploads; temporary status does not automatically remove those separate data paths.
- Do not save the conversation if you intend to keep it temporary.
Connected GPT actions and third parties
When a custom GPT action, plugin-like integration or connected application handles your prompt or file, that recipient may receive data under its own privacy policy. Read the action’s description and permissions, and send only the fields required for the action. Do not attach an entire drive, mailbox or database “just in case.” A model-setting change inside ChatGPT cannot override the recipient’s independent retention or sharing practices.
Connected apps, agents and uploads create additional access paths
Consider every integration a separate recipient. The same review applies to document connectors, calendars, mailboxes, cloud drives, browser agents, automation workflows and tools that can take actions on your behalf.
Use least privilege
- Grant read access only when the task requires reading.
- Grant write, send, delete or purchase permissions only when an approved workflow requires that action.
- Choose a specific folder, project or mailbox instead of an entire account.
- Revoke access after a one-time task and remove unused connections.
- Review whether the agent can follow links, call other tools or expose results to another user.
ICO guidance on agentic AI says access should be justified by the system’s purpose, not granted merely because information might be useful later. Permission prompts and system-level permissions can reduce accidental disclosure, but they must be configured and monitored.
Inspect files before uploading
Remove hidden comments, tracked changes, embedded images, spreadsheet tabs, document properties and revision history. Check that screenshots do not show browser tabs, notifications, customer names or authentication details. If only one page is needed, export that page instead of uploading the original file.
Personal accounts and organization-managed workspaces are different
A consumer account and an organization-managed workspace may expose different controls, administrators and contractual protections. The table describes the distinctions established for the examples below; it is not a universal ranking of AI services.
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| Privacy question | Personal consumer account | Organization-managed workspace |
|---|---|---|
| Model-improvement use | Depends on the service and account setting. In ChatGPT, turning off Improve the model for everyone excludes new conversations from OpenAI model training. | Depends on the specific offer and subscription. Microsoft says organizational Copilot and Copilot Chat under its described Enterprise Data Protection offering do not use prompts, responses or Microsoft Graph data to train foundation models. |
| Who controls settings | The individual account holder controls the settings available to that account. | Administrators can configure policies, identity permissions, retention, auditing and connected services, subject to the subscription and tenant setup. |
| History and retention | Provider settings determine history, memory, deletion and safety retention. | Organizational retention policies and the underlying service terms govern how prompts, responses and files are retained. |
| Access and audit | Usually limited to the account’s own controls and any sharing the user enables. | Microsoft’s described organizational controls can inherit identity permissions, sensitivity labels, retention policies and audit settings. |
| Connected applications | Each connected app or action may receive data under its own terms. | Administrators can restrict or approve connectors, but the exact permissions still depend on the configured service and application. |
| Governing terms | Consumer privacy terms and product settings apply. | The organization’s contract, Data Protection Addendum, Product Terms and administrator configuration apply to the specified offer. |
Do not generalize Microsoft’s organizational statements to consumer products or to every AI service. Before using work data, confirm the exact product name, subscription, tenant settings, retention schedule, audit capability and approved connectors with your privacy or security owner.
Workplace workflow for sensitive information
- Use the approved inventory. Confirm that the tool and account appear on your organization’s approved-AI list.
- Check the data classification. Follow rules for personal, confidential, export-controlled, health, financial and client information.
- Ask the control owner. If the record is sensitive or the workflow is new, obtain a decision from privacy, security, legal or the system owner before uploading it.
- Verify permissions. Ensure the AI identity can access only the files, labels, sites or mailboxes needed for the task.
- Set retention and audit expectations. Find out where prompts, responses, uploads and generated files are stored and how access is logged.
- Review the result. Prevent sensitive details from being copied into a broader channel, ticket, document or external email.
- Remove temporary material. Delete working files and revoke connectors according to the organization’s retention policy.
Microsoft’s documentation describes protections for its specified organizational Copilot offers, including inherited permissions, sensitivity labels, retention and auditing. Those protections depend on the underlying subscription and administrative setup; they do not replace your organization’s approval process.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Privacy and legal principles to apply
The ICO’s guidance is written for UK data-protection contexts, not as universal legal advice. Its practical principles are useful elsewhere, but check the law that applies to your organization and the people affected.
Purpose limitation and necessity
Define why the data is being processed and collect only what that purpose needs. A request to summarize a contract may need selected clauses and defined terms, not every party’s contact information. Document the reason for including sensitive context so another reviewer can challenge unnecessary collection.
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Transparency to the people involved
When you process someone else’s information, consider whether you have authority to share it and whether they must be informed. In relevant UK GDPR situations, ICO transparency guidance covers the purposes of processing, retention periods and who data is shared with. An AI provider or connected action can be an additional recipient that must be considered.
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Retention and review
Set a deletion or review date for prompts, uploads and generated files. Remove irrelevant information and avoid indefinite storage. Keep records required by law or policy, but do not retain working copies simply because storage is cheap.
What to do if you sent sensitive information by mistake
- Stop further disclosure. Do not continue the conversation or connect additional tools.
- Record the facts. Note the account, service, time, information included, recipients and any downloads or actions.
- Use available deletion controls. Delete the conversation, uploaded files, shared links and connected permissions according to the provider’s documented process.
- Notify the right owner. For work data, contact your privacy, security or incident-response team immediately; do not handle a possible breach informally.
- Rotate exposed secrets. Revoke and replace passwords, tokens, keys or codes that appeared in the prompt.
- Assess notification duties. Your organization’s legal or privacy team should determine whether contractual, regulatory or individual notices are required.
- Prevent recurrence. Update the approved-tool list, redaction checklist, connector permissions or user training that failed.
Deleting a chat cannot undo a message already sent to a connected recipient, a downloaded file or an action an agent already performed. Those paths require their own investigation and remediation.
A practical decision framework
Low-risk, non-personal content
Public text, generic code, fictional examples and broad brainstorming usually need ordinary account controls. Still avoid credentials and inspect files for hidden metadata.
Personal data with a clear, limited purpose
Redact direct identifiers, generalize rare details, use the minimum excerpt and verify model-improvement, history, memory and retention settings before sending. Prefer an approved organizational workspace when the task is work-related.
Confidential, regulated or security-critical data
Do not upload it to a consumer tool. Use only a workflow explicitly approved for that classification, with a documented contract, access controls, retention schedule, audit trail and incident process. If those conditions are not confirmed, perform the task without the sensitive data or use a non-AI method.
Common mistakes that create avoidable exposure
- Assuming an opt-out equals deletion. Training exclusion, history removal and provider deletion are different claims.
- Treating temporary mode as zero retention. ChatGPT’s temporary chats may be retained for up to 30 days for safety.
- Uploading the original instead of an excerpt. Documents often contain hidden comments, metadata and unrelated records.
- Leaving broad connectors enabled. An agent that can search an entire mailbox or drive can expose far more than one task needs.
- Relying on pseudonyms alone. Rare combinations can re-identify a person, and pseudonymized data remains regulated personal data in relevant law.
- Assuming workplace protections transfer to personal accounts. Organizational terms and administrator controls apply only to the specified offer and configuration.
- Ignoring the output. A harmless prompt can produce a response that repeats personal information and then gets pasted into a public or widely shared system.
How to keep the process current
Service labels, eligibility, retention statements and legal guidance change. Recheck the provider’s live documentation when you change account type, enable a connector, move from a personal account to a workspace or begin handling a new data category. Keep a dated internal record of approved tools, allowed data classes, administrator settings and deletion procedures so users do not have to infer policy from a toggle.
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