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Avoid entering information that identifies you or someone else, reveals a private case, or exposes protected or confidential records. That includes Social Security numbers, account and financial details, health or education information, case numbers, and sensitive government or workplace material. Ask general questions in general terms; for personal help with a benefit, tax, health, or other case, use the agency’s official secure contact channel. Before typing, read the chatbot’s own privacy notice: government services do not all retain or handle conversations the same way.
What not to enter
Use a simple test: if the information could identify a person, expose a private record, or cause harm if disclosed, leave it out unless the agency explicitly authorizes that exact use through an appropriate protected system. A chatbot’s government affiliation does not automatically mean every message is confidential or that the system is approved for sensitive records.
Personal identifiers and account details
- Social Security numbers, driver’s license or other government ID numbers, and full dates of birth.
- Bank, payment, benefit, tax, or other account numbers; passwords, PINs, and authentication codes.
- Full names combined with home addresses, phone numbers, email addresses, or other details that make someone identifiable.
- Case, claim, application, or customer identifiers that could connect a question to a specific person or file.
Think beyond a single number. A name paired with an address, a specific application date, a small community, and an unusual circumstance may identify someone even if you omit their SSN. The same applies to details about a family member, client, coworker, or another person whose information you are handling. Avoid pasting a whole form or email just because it contains only one detail you think is sensitive; it may include several identifiers or private facts together.
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Protected or regulated records
- Medical histories, diagnoses, prescriptions, insurance details, or other health records.
- Student records, grades, disability accommodations, or other education information.
- Tax records, criminal-justice information, and records protected by law or agency policy.
- Documents or excerpts that include private information about another person.
Oregon’s notice names HIPAA, FERPA, CJIS, and FTI information and says its chatbot is not designed for Level 3 or Level 4 information. These terms point to categories of information and safeguards that may matter in particular settings; they are not a complete checklist of every sensitive record, nor do they set a universal legal boundary for every agency. Do not assume that because a record is not on a notice’s example list, it is appropriate to paste into a chatbot. When the agency has not explicitly authorized the exact use in an appropriate protected system, keep the record out.
Even a short excerpt can reveal more than it seems to. For example, asking a bot to interpret a benefit letter, medical note, school record, tax notice, or court document may expose names, account or case identifiers, dates, and sensitive circumstances. Instead, ask where to find the official instructions or describe the issue in broad, non-identifying terms.
Confidential government or workplace material
Government employees should also keep sensitive official material out of public AI tools unless their agency has specifically approved the tool and use. CMS guidance identifies confidential plans, pre-decisional government intentions, sensitive agency data, draft policies, procurement and vendor material, and proprietary business information as examples not to submit. Indiana guidance similarly identifies customer and employee records, intellectual property, financial data, and legally protected information.
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Why a government chatbot is not automatically private
“Government” does not by itself tell you whether a chatbot stores a conversation, how long it keeps it, whether analytics are collected, or whether a message could be subject to public-records rules. Read the specific service notice rather than assuming that a chat is confidential, temporary, or excluded from review. The agencies in the available examples publish different details, so there is no single retention period or privacy arrangement to apply across all government chatbots.
For example, Oregon Department of Human Services’ 2026 disclosure card says prompts, responses, and session or turn identifiers are retained for one year and that some information may be a public record under Oregon law. It also says prompts and responses are not used to train or update the AI models. The card cautions: “Because this information is kept, do not enter personal, private or sensitive information unless you need it to ask your question.” These are Oregon service-specific statements, not a general promise or rule for other agencies.
Michigan’s chatbot page describes a different arrangement: it says context is maintained for up to 30 minutes total or 10 minutes of inactivity, and separately notes that conversation analytics may be collected. A context window is not necessarily the same thing as a complete retention policy, so consult the page’s full notice for the service you are using. The two examples are not a basis for guessing how long a third chatbot keeps messages.
Likewise, do not assume that every government chatbot uses chats to train a model, or that none do. Oregon’s notice specifically says its prompts and responses are not used to train or update its models. That is a statement about the Oregon service. Look for the chatbot’s own explanation of model use, data sent to the model, analytics, retention, and any public-records implications.
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How to ask a question without exposing private details
- Remove identifiers. Omit names, addresses, account numbers, case IDs, and unique combinations of personal details. Check the full text you are about to submit, not just the first line; identifiers may appear in a quoted message, a file excerpt, or a copied form.
- Make the question general. Ask, “What documents are commonly needed to apply for housing assistance?” rather than describing a named person’s application and circumstances. A general question can often get general guidance without linking the answer to a real case.
- Share only the minimum context. If a general question needs context, use broad descriptions such as “a resident applying for a state benefit” instead of exact dates, locations, or details that identify a case. Leave out information that is not necessary to understand the question.
- Do not paste records for explanation. Summarize the non-sensitive issue in your own words, or ask where to find the official instructions. Avoid uploading or copying a letter, record, or screenshot that may contain identifying details, even if your goal is only to ask what a sentence means.
- Move personal matters to the right channel. For case-specific help, contact the agency through its official secure service channel. Oregon lists phone support, in-person offices, and certified community partners as alternatives; CMS guidance says sensitive official information should be shared through secure channels with authorized personnel.
If a chatbot’s answer suggests that it needs a case number or other personal information to help, pause and check the notice and the agency’s secure contact options. Do not infer from a prompt inside a chat that the public-facing tool is approved to receive protected details. If the notice is unclear, ask the agency through an official contact route before sharing the information.
What to check in the chatbot’s notice
Look for these details before entering anything beyond a broad, non-identifying question:
- Retention: Are prompts and answers stored, and for how long? Check whether the notice discusses session identifiers as well as the words you type.
- Public records: Does the agency say that messages, or some information in them, may be subject to public-records laws? The answer can depend on the agency and jurisdiction.
- Data handling: What is sent to the AI model, and what information is collected for analytics or service operations? A statement about model input may not cover all service logging or analytics.
- Model training: Does the notice explain whether prompts or answers are used to train or update models? Do not transfer another agency’s policy to this chatbot.
- Alternatives: Does the agency list a secure contact route for personal or case-specific questions?
Notices can differ even between government services. Oregon’s disclosure gives a one-year retention period and says its prompts and answers are not used to train or update models; Michigan describes its own session-context window and analytics. Compare the actual terms for the chatbot in front of you rather than relying on what another state or agency says. If the notice does not answer a question that matters to you, keep sensitive information out and use an official contact channel.
Use answers cautiously, too
Privacy is not the only reason to avoid relying on a chatbot for an individual case. Michigan warns that chatbot responses may not reflect the latest policies or content and recommends verifying them through Michigan.gov links. For deadlines, eligibility, required documents, or decisions affecting your case, confirm the answer with the agency’s current official information or an authorized representative. A chatbot may help you find general information, but its response should not be treated as an official determination about your specific application.
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If you already entered sensitive information
Do not submit more details to clarify or correct the message. Check the chatbot’s notice for a contact route and any explanation of deletion or privacy requests; a published retention period does not necessarily mean users can delete a particular conversation. If the notice does not explain what to do, contact the agency using its official channel and ask what steps are appropriate without repeating sensitive details in another public chat.
If you exposed a password, authentication code, or financial account detail, contact the relevant bank, account provider, or agency through its official channel and follow its instructions. If the information concerns a government case, use the agency’s secure contact method to ask what steps are appropriate. Avoid assuming that the message was deleted or that a chatbot’s short context window means the entire conversation was erased.
The safest rule
Keep identifiers, private records, case-specific details, and confidential material out of a public-facing government chatbot. Use it for general questions, read its own disclosure before use, and switch to the agency’s official secure channel when an answer requires your personal information.
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Frequently Asked Questions
Can I enter a case number if I need help with my application?
Avoid entering a case, claim, or application identifier into a public-facing chatbot unless the agency explicitly authorizes that exact use through an appropriate protected system. For case-specific help, use the agency’s official secure service channel.
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Are conversations with government AI chatbots public records?
It depends on the service and applicable law. Oregon’s disclosure says some information may be a public record under Oregon law, but that does not establish how other agencies handle chats. Check the chatbot’s own notice.
Do government chatbots use conversations to train AI models?
Practices vary. Oregon’s notice says its prompts and responses are not used to train or update its models; do not assume that statement applies to another chatbot. Look for the service’s own data-use notice.
What if I already shared private information?
Do not add more details in the chat. Review the service notice for contact or deletion information and contact the agency through an official channel to ask what steps are appropriate. For exposed passwords or financial details, contact the relevant provider through its official channel.
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Can government employees paste draft policies or agency records into a public AI tool?
CMS and Indiana workplace guidance identify examples such as confidential plans, draft policies, procurement material, customer or employee records, intellectual property, and financial data as information to keep out of public AI tools. Employees should follow their agency’s own approved-tool and information-handling policies.
The Bottom Line
Before you type, leave out anything that identifies a person, exposes a private case or protected record, or reveals confidential government or workplace information. Chatbot data practices differ, so read the service’s notice; use the agency’s official secure channel for personal, case-specific help.
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