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Do not paste company information into a free AI account until you know which account type you are using and have changed its data-use controls. Personal free accounts generally use consumer privacy settings; work and school accounts may be governed by an administrator, a tenant policy, and a separate commercial contract. Before entering a work prompt, disable the service’s model-improvement or training setting where available, use a temporary or incognito chat for an isolated question, disconnect unnecessary apps, and follow your employer’s approved-data policy.
These steps reduce exposure but do not turn a consumer account into a confidential, regulated-data environment. Unless your organization has explicitly approved the exact service, account, and configuration, keep proprietary information, personal data, regulated records, credentials, unreleased plans, and sensitive customer material out of free AI tools.
Start with the account and the data classification
The first privacy setting is the identity behind the sign-in. A personal account and a work or school account can have different defaults, retention rules, administrator controls, and contracts even when the chat screen looks similar.
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- Personal account: You normally control consumer settings such as model improvement, training on conversation activity, or saved activity.
- Work or school account: An administrator or organization-wide agreement may control retention and model use. A user may be unable to change the setting or see how long chats are kept.
- Separate commercial product or API: Commercial terms are not automatically inherited by a free consumer account. Confirm the product name and contract your organization approved.
Classify the prompt before opening a chat
Use your employer’s data policy first. If no policy exists, treat the following as unsuitable for an unapproved consumer service:
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Change these controls before your first work prompt
- Confirm whether the account is personal or managed by your employer or school.
- Open the service’s privacy, data-control, activity, or model-improvement settings before starting the conversation.
- Turn off the training or model-improvement option when the service provides one, and note any exceptions such as feedback or safety retention.
- Use temporary, incognito, or equivalent mode for a one-off question when available.
- Review connected apps, extensions, cloud drives, and upload permissions. Disconnect anything you do not need.
- Check whether uploaded files, images, feedback, and chat history follow different rules from ordinary prompts.
- Ask IT which tenant, plan, retention period, and approved data classes apply to a work account.
Changing a toggle is not the same as deleting old data. Training use, operational processing, retention, human review, and connected-app access are separate questions.
ChatGPT: turn off “Improve the model for everyone” on a free personal account
Exact setting path
- Open ChatGPT.
- Choose Settings.
- Open Data controls.
- Turn off Improve the model for everyone.
OpenAI says Free, Plus, and Pro users can opt out through this control. Make the change before entering work information rather than relying on a later deletion.
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If you submit a thumbs-up or thumbs-down rating, OpenAI may use the entire conversation associated with that feedback even after you have opted out. Do not rate a conversation that contains company material unless your organization’s policy permits that use.
Workspaces are different
OpenAI says Business, Enterprise, and Edu workspaces have a different default: prompts, responses, and files are not used to improve models unless the organization has a separate agreement allowing it. That statement applies to those workspace products, not automatically to a personal free account. Verify that you are actually in the managed workspace before relying on its default.
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Claude: review Model Improvement and use Incognito for a one-off question
Review the consumer privacy choice
In a free consumer Claude account, open the privacy settings and review the Model Improvement choice. If the setting is enabled, turn it off before using work-related prompts, subject to your employer’s policy.
What Incognito does
For an isolated sensitive question, use Incognito. Anthropic’s consumer guidance states: “Your Incognito chats are not used to improve Claude, even if you have enabled Model Improvement in your Privacy Settings.” Incognito is a narrower control for that chat; it is not an approval for confidential or regulated material.
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Do not infer commercial protections
Commercial Claude for Work and API terms are separate from consumer products. A free account does not automatically receive those commercial protections. Confirm the exact product and contract with your administrator before using organizational data.
Microsoft Copilot: separate personal and work or school accounts
Consumer Copilot setting
- Sign in with the personal Microsoft account you intend to use.
- Open the profile menu.
- Choose Settings.
- Open Privacy.
- Review or disable Training on conversation activity.
The control applies to consumer Copilot. The label and availability can differ when you are signed in with an organizational account, so check the account indicator before pasting anything.
Work or school Copilot
Microsoft documents that Copilot Chat signed in with a work or school account automatically provides enterprise data protection. That protection is tied to the organization account and its tenant, not to the consumer Copilot experience. Ask IT which account and tenant you are using, what data classes are allowed, and how retention is administered.
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Gemini with a personal Google account: manage Keep Activity
Turn off future activity saving and training use
- Open Gemini Apps Activity.
- Turn Keep Activity off.
- Review the confirmation and the activity controls shown for your account.
Google says turning Keep Activity off means future chats are not saved in activity or used to train Google’s AI models. It is a reduction in future use, not a promise of zero retention.
Retention that remains after opt-out
When Keep Activity is off, future chats are still saved for 72 hours for response delivery, feedback processing, and safety. This operational window remains even though the chats are not saved to your activity history for model training.
Auto-delete choices
With activity enabled, the default auto-delete period is 18 months. Google lists choices of 3 months, 36 months, or indefinite retention. Choose the shortest period that fits your legitimate need; auto-delete is a retention setting, not a guarantee that every copy or review record disappears immediately.
Service-provider review
Google says data reviewed by service providers can be retained for up to three years. Keep that possibility in mind when deciding whether a prompt is appropriate for a personal account.
Gemini with a work or school account: the administrator may control everything
Google’s activity-management guidance says work or school Gemini activity settings are controlled by the Google Workspace administrator. You may not be able to change retention settings or see how long chats are retained.
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Before using Gemini for work, ask the administrator:
- Which Gemini product and Workspace tenant you are using.
- Whether chats, files, and feedback can be used for service improvement or model training.
- How long prompts and outputs are retained and who can access them.
- Which data classifications are approved.
If the answer is unclear, do not move proprietary or regulated information into the chat.
What these settings do not remove
Answer processing still occurs
Turning off training or model improvement does not stop the service from processing a prompt to generate an answer, detect abuse, maintain security, or provide the feature. Google specifically warns: “Please don’t enter confidential information that you wouldn’t want a reviewer to see or Google to use to improve our services, including machine-learning technologies.” That warning remains relevant even when Keep Activity is off.
Retention and training are different controls
A chat can be excluded from model improvement and still be retained temporarily for operation, safety, abuse prevention, feedback handling, or administrator-defined policy. Deleting history does not necessarily remove copies already reviewed or retained for those purposes.
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Human review and feedback
Feedback can widen the scope of what is retained or reviewed. The ChatGPT thumbs-up and thumbs-down exception is explicit: the complete associated conversation may be used even after opting out. Avoid feedback on a work conversation unless the use is approved.
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Files and screenshots broaden the payload
An uploaded spreadsheet, image, PDF, code archive, or screenshot can contain more information than the sentence you typed. Inspect files for hidden sheets, metadata, comments, names, tokens, and visible browser tabs before uploading. A screenshot of an error may expose an email address, customer identifier, URL, or secret in the background.
Connected apps create another data route
Google says connected-app activity can be used to improve services, including training generative AI models, when Keep Activity is on. Disconnecting an app does not delete data already present in Gemini Apps Activity. Remove unnecessary integrations and separately review or delete existing activity where the product allows it.
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Before typing
- Use an approved account, not a personal account chosen for convenience.
- Check the service’s current privacy control and the date you last reviewed it.
- Strip identifiers, secrets, and unnecessary business context.
- Decide whether the task can be answered with invented or public sample data.
While working
- Keep a sensitive question in temporary or incognito mode when available.
- Do not paste an entire document when a short, redacted excerpt answers the question.
- Do not connect a drive, mailbox, calendar, code repository, or other app unless it is required and approved.
- Do not submit ratings or feedback on a conversation containing restricted information.
After the session
- Remove the chat or uploaded file using the service’s available controls, recognizing that deletion may not erase safety or review copies.
- Disconnect integrations you no longer need.
- Report an accidental disclosure promptly through your organization’s incident process.
- Record the account, product, setting, and data class used so IT can assess the exposure.
Privacy-control comparison
| Service and account | Training or improvement control | Temporary option | Retention or review caveat | Who controls work use |
|---|---|---|---|---|
| ChatGPT free personal | Settings → Data controls → Improve the model for everyone; Free, Plus, and Pro users can opt out | Use a temporary or equivalent isolated chat when offered by the account | Thumbs-up or thumbs-down feedback may expose the entire associated conversation even after opt-out | The individual controls the consumer setting; an employer policy still governs whether use is allowed |
| Claude free consumer | Review the Privacy/Model Improvement choice | Incognito chats are not used to improve Claude, even when Model Improvement is enabled | Commercial terms do not automatically apply to the free consumer product | The individual controls the consumer choice; commercial Claude for Work and API terms are separate |
| Microsoft Copilot consumer | Profile menu → Settings → Privacy → Training on conversation activity; review or disable it | Use an isolated chat only if the product presents one | Personal and work or school accounts are different products for privacy purposes | The consumer account holder controls the consumer setting |
| Microsoft Copilot work or school | Account and tenant policy determine the experience | Ask IT about the approved temporary-chat option | Copilot Chat signed in with a work or school account automatically provides enterprise data protection | The organization and its tenant administrator |
| Gemini personal | Gemini Apps Activity → Keep Activity off | Keep Activity off reduces future activity saving and training use | Chats may remain for 72 hours for response, feedback, and safety; default auto-delete is 18 months, with 3-month, 36-month, or indefinite choices; service-provider-reviewed data may remain up to three years | The personal account holder controls activity settings, subject to the service’s processing |
| Gemini work or school | Activity settings are controlled by the Google Workspace administrator | Ask the administrator which temporary controls exist | A user may not be able to change retention settings or see the retention period | The Workspace administrator and organization policy |
When not to use a free AI account
Do not proceed when the prompt contains information your employer would not want a reviewer, service provider, administrator, or model-improvement system to see. That includes credentials, private keys, regulated records, unreleased financial results, customer exports, legal advice, security incidents, and proprietary source code. Use an organization-approved environment with documented terms, or complete the task without uploading the material.
The practical rule is simple: change the setting first, minimize the data second, and verify organizational approval before the prompt leaves your controlled systems.
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