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Before using AI for work, check your employer’s current AI-use, confidentiality, information-security, privacy, and monitoring policies. Confirm which tools and uses are approved, what information may be entered, whether AI assistance must be disclosed or documented, and who can answer questions. A work account or work device does not, by itself, mean prompts are private.
The rules depend on your employer’s policy, the tool’s current terms and settings, your location, and the information or decision involved. The guidance below is general: UK Information Commissioner’s Office (ICO) material concerns the UK framework, US Federal Trade Commission (FTC) material is practical business guidance, and Future of Privacy Forum (FPF) material is advisory—not a universal legal rule.
What to check before using AI at work
Start with the current acceptable-use or AI policy, then read any linked confidentiality, data-handling, security, privacy, and monitoring notices. Policies may be spread across an employee handbook, security portal, or internal help center, so check that you have the current version.
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- Approved tools and purposes: Identify the services your employer permits and the work tasks they may be used for. Approval for one task does not necessarily extend to another.
- Permitted information: Look for categories that may not be entered, or that require extra safeguards or approval.
- Disclosure and records: Check whether AI assistance must be logged, disclosed in work product, or documented in a particular way.
- Review responsibilities: Find out who must verify output before it is used or shared.
- Questions and incidents: Note the contact or process for proposing a new use and reporting an accidental submission of restricted information.
FPF advisory guidance recommends that organizations define approved and prohibited use cases, provide a process for submitting new uses, and update employee handbooks and related policies. That is a governance recommendation, not a universal legal requirement.
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What information should you keep out of workplace AI?
Do not enter personal, customer, employee, confidential, or restricted information unless your employer’s policy and the approved tool’s terms permit that specific use. Pay particular attention to credentials, trade secrets, privileged material, and information that could identify a customer or coworker. The exact categories and permissions are set by your employer’s rules; the available guidance does not establish a blanket AI-specific ban for every workplace.
When a use is allowed, share only what is necessary. For example, if you need help rewriting a notice, remove names, account details, and other identifying information unless those details are essential and the policy allows them. FTC business guidance recommends limiting access to sensitive personal information to employees with a need to know. The ICO’s data-minimisation guidance likewise emphasizes collecting no more information than needed in the monitoring context.
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Can I use ChatGPT or another AI tool at work?
Use an AI service for work only when your employer has approved the service and the purpose. Check the policy rather than assuming that a familiar public tool, a work login, or an account paid for by the organization is approved for every task. No particular provider, employer configuration, retention period, or privacy setting is established here.
If more than one tool is allowed, compare them using your employer’s documentation and each service’s current terms. Relevant questions include:
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- Which work purposes and input categories are approved?
- Who can access prompts and outputs, and what administrative logs are kept?
- How long are inputs retained, and what deletion terms apply?
- May inputs be used to improve or train the service?
- What contract and data-processing terms apply, and are there location requirements?
- Does the work require disclosure, human review, or additional approval?
Do not infer that an enterprise, paid, or workplace account is automatically private. The actual terms and settings matter, and they can change.
Can my employer see what I put into AI?
Possibly, but access depends on the service, account configuration, employer systems, and applicable policy. A work account does not establish that prompts are private. Check the organization’s instructions for the named service and ask who can access prompts, outputs, or usage logs before entering workplace information.
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For UK workplaces, ICO guidance says employers should explain the nature, purpose, and extent of worker monitoring, how collected information is used, and what safeguards apply. It also says monitoring should be limited to what is necessary for its stated purpose. The ICO states, “You should not monitor workers ‘just in case’,” and warns that documenting excessive monitoring does not make it lawful. Its worker-monitoring page says the guidance is under review following the UK Data (Use and Access) Act, so check current ICO guidance and obtain jurisdiction-specific advice for a particular situation.
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Monitoring rules depend on where you work, what is monitored, why it is monitored, and how the information is used. The UK ICO says employers should document the purpose of monitoring and explain it in a clear, accessible policy, including the information collected and safeguards. A written policy alone does not justify excessive monitoring or make it lawful.
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The ICO also says that repurposing monitoring data may require a new lawful basis and an assessment of necessity and proportionality. In the UK context, it identifies biometric processing and keystroke monitoring as examples of high-risk worker processing requiring a data protection impact assessment (DPIA) before processing. If a high risk cannot be reduced, the ICO says the employer must consult it before proceeding. These are UK-specific statements, not rules that apply identically everywhere.
When a third-party system is used to monitor workers, the ICO says the employer remains responsible for deciding how and why monitoring occurs; buying software does not establish compliance. The ICO also points to contracts and DPIA consideration, with additional consideration when AI or automated decision-making processes worker data.
In the United States, FTC business guidance recommends mapping what personal information a business holds and who can access it, limiting sensitive information to those with a need to know, training employees about security and confidentiality, and setting written security expectations for service providers. That guidance is practical advice for businesses; it does not determine whether a particular employer’s AI monitoring is lawful.
How to check AI-assisted work before relying on it
AI output can be incorrect, outdated, biased, or misleading. Follow your employer’s review rules and independently verify anything consequential before using or sharing it.
- Check factual claims, calculations, dates, citations, and names against reliable source material.
- Confirm that the answer addresses the actual task and has not omitted a material qualification.
- Apply human judgment to decisions that affect customers, coworkers, or the organization.
- Disclose or document AI assistance when your employer’s policy requires it.
What to do when the policy is unclear
- Pause before entering work information. Do not test an uncertain tool or use case with real customer, employee, confidential, or restricted data.
- Check related policies. Review acceptable-use, confidentiality, security, privacy, data-handling, and monitoring notices for rules that apply even if the AI policy is brief.
- Ask the designated contact. Depending on your organization, that may be privacy, security, legal, HR, or an AI governance contact. Ask which tool, purpose, and information category are permitted, and whether review or disclosure is required.
- Use the formal review route for new use cases. If the organization has a submission or approval process, get a decision before using the tool with work information.
- Report an accidental disclosure promptly. Follow the employer’s incident process rather than trying to resolve the exposure on your own.
Cross-functional review can help organizations govern AI use, but an example of agency governance is not a rule for private employers. Your employer’s own policy and escalation route determine the next step.
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