Public AI tools are powerful, but they come with real risk. Most use the data entered into them to train and improve their models. That means prompts entered into tools like ChatGPT or Gemini may be retained in some form.
A single mistake by an employee can expose client information, internal processes, or proprietary data. As a business owner, preventing data leakage needs to happen before it becomes a serious liability.
Establish a Clear AI Security Policy
Your first line of defense is a formal AI usage policy. This policy should clearly define what qualifies as confidential information and spells out what should never be entered into a public AI tool.
This includes items such as social security numbers, financial records, client data, internal documentation, and product or business roadmaps. Clear rules remove ambiguity and help employees make better decisions.
Implement Data Loss Prevention with AI Prompt Protection
Policy alone is not enough. Technology should enforce it. Data loss prevention solutions can stop sensitive information before it ever leaves your environment. Tools like Cloudflare DLP and Microsoft Purview scan prompts and file uploads in real time before they reach an AI platform, adding protection without disrupting productivity.
Conduct Ongoing Employee Training
Most data exposure is accidental. Employees often do not realize the information they are entering into AI tools could be retained or reused.
Practical training helps close that gap. Real-world examples teach staff how to remove identifiers and still use AI effectively without exposing sensitive data.
Make AI Safety a Core Business Practice
AI is now part of everyday business workflows, which makes safe use essential. By combining clear policies, technical controls, and regular training, businesses can use AI responsibly while protecting their most valuable data.
If you want help putting these safeguards in place, Wingman IT is here to help keep your data protected as your business moves forward.