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Do not paste sensitive work information into an AI tool simply because a manager asks you to. First confirm that the exact service, account, workspace and data classification are approved for that use under your employer’s current policy. If any part is unclear, pause and ask the designated privacy, security, IT, legal or policy contact. Use the minimum information needed, and review every AI-generated result before it becomes work product.
An employer request is not blanket permission
An instruction to “use AI” does not automatically approve every AI service, account or category of information. A public consumer service may be governed differently from an employer-managed workspace, even when the interfaces look similar. Approval may also cover one task, such as drafting from public text, but exclude another task involving customer records, employee files, intellectual property or financial information.
The answer depends on your employer’s policy, the specific account and workspace, the information’s classification, the vendor terms adopted by the organization, and the law that applies to the employer and the data. There is no single rule that applies to every workplace, country, industry or AI service.
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If your manager’s instruction conflicts with a written policy, do not resolve the conflict by guessing. Ask the manager to confirm the approved process and include the policy owner or privacy and security contact. Keep a written record of the question and the answer so the scope of authorization is clear.
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What to confirm before entering any sensitive data
- Identify the exact service. Record the product name, edition, URL or application, and whether it is an employer-managed deployment or a public consumer service.
- Identify the account and workspace. Confirm whether you must use an organizational login, single sign-on, managed tenant or particular project. A personal account can have different retention, access and contractual terms from an employer account.
- Classify the information. Ask whether the material is public, internal, confidential, personal, regulated, proprietary or otherwise restricted. If your organization uses a formal classification scheme, use its current definitions rather than your own judgment.
- Confirm the use case. Approval to summarize public documents does not necessarily cover analyzing an employee complaint, customer data, source code, contracts or financial records.
- Check the employer’s controls and terms. Find out how prompts and outputs are retained, who can access them, whether they can be used for model improvement or training, how deletion works, and what contractual safeguards apply.
- Confirm output controls. Ask who must review the result, whether AI use must be disclosed, and whether the result may support a consequential decision about a person.
Save or link to the policy version you relied on, including its effective or update date. Policies and account settings can change, so an answer that was correct last year may not be current.
Ask for a specific, documented answer
Vague questions such as “Is AI allowed?” rarely produce a usable answer. Send concise questions that identify the tool, data and task:
- Which AI service and account are approved for this task? Is it the employer-managed version or a public consumer service?
- What classification applies to this information, and is that category allowed in this service?
- Does approval cover this exact use case, or only lower-risk or public information?
- Which account, workspace, login and access controls must I use?
- What do the employer’s vendor terms and settings say about retention, access, model training or improvement, and deletion of prompts and outputs?
- Is there an approved way to minimize or de-identify the data, and who can authorize that method?
- What should I do if information has already been entered into an unapproved service?
- Who must review the output before it is shared or used in a consequential decision?
Ask the manager and the designated policy, privacy, security, IT or legal contact when the answer is uncertain. Indiana state employee guidance, for example, directs workers to consult an agency privacy officer about confidentiality or policy questions and to obtain proper approval before entering sensitive, protected or confidential data. That is an example of a process, not a rule for every employer.
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Even when a tool is approved, provide only what the task requires. Remove unnecessary fields, attachments and conversation history. Work from an excerpt instead of an entire case file when the excerpt is sufficient. Keep the original records in the employer’s approved system rather than copying them into a chat.
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Do not assume redaction makes information safe
Changing names or deleting obvious identifiers may not remove the risk. Dates, job titles, rare events, account numbers, writing style and combinations of facts can still identify a person or reveal confidential information. The official guidance considered here does not establish a universal de-identification test. Use an employer-approved method and obtain authorization from the person responsible for privacy or security.
Separate preparation from the restricted task
You may be able to ask an approved tool to create a template, checklist or neutral set of questions using fictional or public examples, then complete the restricted work in an approved system. Do not use invented examples as a way to test whether a real record can be uploaded later; obtain approval for the real task first.
Compare available tools by controls, not marketing labels
If your employer offers more than one AI option, compare the documented conditions for the exact accounts you may use. A paid tier, “enterprise” label or familiar brand name does not by itself prove that your organization has approved the configuration.
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|---|---|---|
| Approval and scope | Is this account approved for this task and classification? | Current policy, approved-tool register or written authorization |
| Permitted data | Can it receive personal, confidential, regulated or proprietary information? | Classification rules and use-case restrictions |
| Data handling | How long are prompts and outputs retained? Who can access them? Are they used for model improvement or training? How are they deleted? | Employer settings, vendor terms and retention schedule |
| Security controls | Is organizational login required? Are access restrictions, audit logs and incident procedures in place? | Identity and access requirements and security documentation |
| Output governance | Who checks accuracy, currency, confidentiality and suitability? Are disclosure or human-approval rules required? | Review procedure and restrictions on consequential decisions |
Do not infer that one vendor or account type meets these conditions without checking your employer’s current policy and applicable terms. If a comparison cell cannot be answered from an authoritative employer source, treat it as unresolved rather than assuming the safer option.
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What to do when authorization is unclear
Pause before entering the sensitive information. Tell the requester exactly what is unresolved: the service, account, classification, retention setting, approval scope or output review. Ask where the current policy lives and request a clear instruction for the specific data and use case.
Do not “test” the service with a small portion of the real record while waiting. A small upload can still disclose personal, confidential or proprietary information. Use public or fictional material only if that is useful for learning the interface, and keep it separate from the real work.
If the request is urgent, ask for an approved alternative, such as manual processing, an internal system or a lower-risk version of the task. An urgent deadline does not answer the underlying authorization question.
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If you already entered data into an unapproved tool
Follow your employer’s incident-reporting or data-loss process promptly. Contact the security or privacy team named by your organization and provide accurate facts:
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- the service, URL or application used;
- the account and workspace;
- the date and approximate time;
- what categories of information were submitted;
- the files, prompts or outputs involved;
- whether the information concerned customers, employees, partners or other people; and
- any steps already taken, such as stopping further use or changing access.
Do not invent a reporting channel if your employer has not specified one. The official materials considered here do not establish one universal incident procedure. Do not promise that deleting a prompt reverses exposure; deletion, backups, logs, access by service personnel and downstream use depend on the employer’s configuration and applicable terms. Preserve the facts the response team needs, and follow its instructions about containment, notification and record preservation.
Review every AI output before relying on it
An approved input process does not make an AI answer automatically correct or safe. Before sharing or using an output, check:
- Accuracy: Are facts, calculations, names, dates and quotations correct?
- Completeness: Did the tool omit a material qualification, exception, attachment or source?
- Currency: Does the answer reflect the latest policy, law, product version or business data?
- Confidentiality: Does the output reproduce sensitive information or reveal more than the recipient is allowed to see?
- Suitability: Is the tone, accessibility, jurisdiction, reading level and technical detail appropriate?
- Decision impact: Is a qualified person required to review it before it affects a customer, employee, applicant, patient, vendor or other individual?
The British Columbia Public Service policy expressly requires employees to review AI outputs for factual accuracy, completeness and currency. It also warns that sources supplied by AI may not be real or correct and highlights copyright and intellectual-property considerations. Treat those checks as practical safeguards even where your own policy uses different wording.
What official workplace examples show
British Columbia Public Service
The Province of British Columbia policy, updated May 9, 2025, applies to BC Public Service employees. It permits confidential information in generative AI tools available under the Public Service’s Microsoft agreement, such as Copilot Chat, when employees sign in with their IDIR. The same policy prohibits putting confidential information, including personal information, into publicly available generative AI tools such as ChatGPT. Its permission is tied to that employer, agreement, login and policy; it is not a general approval for other organizations.
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The policy states: “Employees must not put any confidential information, including personal information, into publicly available gen AI tools like ChatGPT.” It also states: “Employees who use gen AI tools must review the outputs to ensure they are factually accurate, complete and up-to-date.”
Indiana state employee guidance
Indiana guidance tells state employees to use approved AI tools for official business, obtain proper approval before entering sensitive, protected or confidential data, consult the agency privacy officer about confidentiality or policy questions, verify outputs and avoid over-reliance on them. Its examples include customer information, employee records, intellectual property and financial data. Those instructions apply to Indiana state employees and should not be presented as a universal workplace rule.
Why security requirements vary by deployment
The UK Information Commissioner’s Office says, “There is no ‘one-size-fits-all’ approach to security.” Its AI and data-protection guidance treats accountability, governance and data protection by design and default as context-dependent controls. The guidance addresses UK data-protection challenges; it does not decide whether a particular deployment is lawful or correctly configured in another country.
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A practical go/no-go checklist
- Go only when the exact service, account and workspace are approved for the specific use case.
- Go only when the data classification and permitted fields are clear.
- Go only when required login, access, retention, training-use and deletion conditions are documented.
- Go with the minimum necessary information, using an employer-approved minimization or de-identification method.
- Go only when an identified person will review the output for accuracy, completeness, currency, confidentiality and suitability.
- Stop when the requester cannot identify the approved account or when policy ownership is unclear.
- Stop when you are being asked to use a personal or public account for restricted information without written authorization.
- Report promptly if restricted information may already have reached an unapproved service, using your employer’s incident process.
The safest response to an AI instruction is therefore specific rather than automatic: identify the tool and account, classify the information, verify the employer’s permission and controls, minimize the data, and obtain human review of the result. If any link in that chain is missing, wait for an authorized answer before submitting sensitive work data.
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