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Random freezes, missing sound and display glitches usually trace back to one bad driver. Find and replace yours safely.Free scan · under a minuteBefore entering confidential information into an AI tool, identify the exact product, plan, account, and route you use, then check the documents and settings that govern that specific service. A statement such as “not used for training” answers only one question: it does not establish how long data is retained, whether people can review it, or whether it is used for safety, support, or other purposes.
Use the steps below to decide what data is appropriate to submit and what needs written approval. This is a practical review method, not legal advice; applicable terms and laws vary by service, jurisdiction, and data type.
1. Identify the exact service and account
Do not review “the AI vendor” in general. Terms can differ between consumer chat, a business workspace, an enterprise contract, a direct API, and a cloud marketplace or reseller route. Record the details that determine which rules apply:
- Product name, plan or tier, and account owner.
- Region, deployment route, and any marketplace or reseller involved.
- Connected tools, integrations, and features that can access or transmit content.
- Relevant account settings, including training, history, retention, and admin controls.
Collect the current terms of service, privacy notice, business or commercial agreement, data processing addendum (DPA), order form, service-specific terms, security documentation, retention settings, and applicable AI or acceptable-use policies. Look for clauses that incorporate other documents by reference, precedence rules for conflicting terms, amendment procedures, and additional marketplace terms. The Federal Trade Commission (FTC) notes that a provider’s commitments can apply wherever they were made, including website terms, promotional materials, or a marketplace; omissions about collection and use can matter as much as explicit promises. FTC guidance, January 2024.
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2. Map what data is used and why
Review each kind of information separately. A prompt, uploaded file, generated answer, feedback submission, connected-service content, and account metadata may have different rules. For each category, identify every stated purpose and whether use is on by default, opt-in, opt-out, reversible, or subject to exceptions.
| Data or activity | Questions to answer |
|---|---|
| Prompts, uploads, and outputs | Are they used to provide the service, monitor abuse, conduct safety review, improve products, train models, analyze usage, meet legal obligations, or provide support? |
| Feedback | Does submitting a rating or comment authorize separate use or retention, and does that differ from ordinary chats? |
| Connectors and integrations | What content can the AI tool retrieve, and do the connected service’s permissions or terms also apply? |
| Account and usage metadata | What information is collected about the account, feature use, device, or activity, and for which purposes? |
Keep model training distinct from other uses. “Not used to train models” does not mean “not retained,” “not reviewed,” or “not used for another purpose.” Also ask what happens when a conversation is deleted: does deletion stop future training, remove stored copies, or both? Check whether an opt-out applies prospectively only and whether safety, legal, or other exceptions remain.
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Vendor policies illustrate why the product and date matter. Anthropic’s August 28, 2025 consumer policy update applied to Free, Pro, and Max, and excluded services under its Commercial Terms, including Claude for Work and API routes. It said consumer data could be used to improve models when the user enabled the setting, with five-year retention when training was allowed and a 30-day period when it was not. Anthropic’s consumer terms update. Anthropic’s Privacy Center article dated March 16, 2026, separately says chats may also be used when flagged for safety review and describes retention of feedback for up to five years. Anthropic Privacy Center. These details apply to the named offerings and dates, not to AI services generally.
3. Check retention and deletion by data type
Look for separate retention rules for prompts, files, outputs, feedback, abuse-monitoring records, logs, backups, and fine-tuning workflows. Find out what a deletion control actually covers, whether it applies to all endpoints and features, and how long deleted data may remain in backups. Note exceptions for legal compliance, safety, security, or harm prevention; ask for the account’s actual configuration and any approved exception in writing.
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OpenAI’s enterprise privacy disclosure says workspace administrators control retention for listed business workspaces and describes deletion within 30 days for specified deleted conversations, subject to stated legal or other exceptions. In a separate API context, it says inputs and outputs may be retained for up to 30 days for service provision and abuse identification, with zero data retention available for eligible use cases. OpenAI enterprise privacy disclosure, accessed October 7, 2026. These are distinct product contexts, not a universal retention period.
OpenAI’s API documentation says Zero Data Retention and Modified Abuse Monitoring require prior approval and additional requirements, and describes endpoint behavior affected by Zero Data Retention. OpenAI API data controls documentation. Check the current eligible endpoints and use case against the actual account, documentation, and contract rather than assuming a control is automatic or applies to every feature.
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4. Examine confidentiality, access, and security terms
Find the provider’s confidentiality commitment and the limits on permitted use. Then identify who may access content and under what conditions, including support personnel, safety reviewers, contractors, subprocessors, affiliates, and legal authorities. Do not treat a general security statement as an answer to who can see prompts or files.
Review the contract and supporting documents for security measures, audit reports, incident notification, data location and transfers, deletion assistance, and obligations when service ends. If the provider may use de-identified or aggregated data, check how those terms are defined and whether they restrict re-identification or onward use. Also look for unilateral changes: can the provider change terms, and can the customer export data or terminate after a material change?
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OpenAI’s Services Agreement incorporates its DPA when personal data is processed and refers to security measures and audit reports, making both the agreement and service-specific terms relevant to the review. OpenAI Services Agreement. OpenAI’s enterprise privacy disclosure also describes access limitations for business data and security measures. These are provider statements; confirm the terms and controls that apply to your plan and account. OpenAI enterprise privacy disclosure.
5. Treat regulated and third-party data as an approval gate
A generic business plan does not by itself establish that a service is suitable for health, financial, student, legal, export-controlled, or client-confidential information. Check the applicable law, professional duties, customer contract, and any required provider addendum. If the data belongs to a client or another organization, confirm that disclosure to the service is authorized and that the provider’s use, retention, and access terms do not conflict with that obligation.
For example, OpenAI’s Services Agreement says customers may not process protected health information unless they have signed the Healthcare Addendum, and warns that not all OpenAI services are designed for PHI. OpenAI Services Agreement, section 5.4. That provision does not decide what is permitted for other products, data types, or jurisdictions. If the applicable documents do not clearly authorize the intended use, pause and ask your legal, privacy, or security team before submitting the data.
6. Record the decision and its limits
Keep a short approval record so the decision can be checked again when settings, contracts, or product terms change. Include:
- The product, plan, account owner, region, and deployment route reviewed.
- The documents and settings checked, with the date checked.
- Relevant clauses, permitted data categories, prohibited categories, and any exceptions.
- The owner responsible for rechecking terms and settings.
If a promise is ambiguous or conflicts with another document, mark the issue unresolved and request written clarification or route it to legal, privacy, or security review. The FTC says there is “no AI exemption from the laws on the books” and that what a company fails to disclose may be as significant as what it promises. FTC guidance, January 2024.
Quick Recap
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