Generative AI tools like ChatGPT feel like magic. They can draft emails, write code, and brainstorm marketing ideas in seconds. Your team is likely already using them to boost productivity… but here’s the scary part: without clear rules, that helpful AI assistant could enable your company's biggest data leak. Are you confident your sensitive information is safe?
On one hand, AI can streamline operations, accelerate content creation, and solve complex problems. On the other hand, every piece of information your employees enter into a public AI model could be absorbed into its vast knowledge base, potentially to be shared with the public—including your competitors.
The Data Risks of Using Chatbots for Business Purposes
Public AI assistants and chatbots are capable of remarkable things, but it is important that we acknowledge the inherent risks that these tools bring. Namely, the fact that every bit of data entered into these models is added to their information stores, ready to be referenced as the model adds it to its training, and it is shared with those who also lean on these models.
As a result, one of your team members could be sharing key bits of sensitive data, such as…
- Customer Information: Names, contact details, and private correspondence.
- Financial Data: Revenue reports, pricing strategies, and internal budgets.
- Intellectual Property: Proprietary source code, patent details, and trade secrets.
- Strategic Plans: Marketing campaigns, future business goals, and internal meeting notes.
…and tossing it into a dataset that is effectively in the public domain.
This is a real problem, and we’ve even seen headlines such as Hundreds of Thousands of Grok AI Prompts Exposed in Google Searches, and Your Meta Chats are Public. Everything you feed to these public AI tools becomes public.
This Demonstrates the Need for an Acceptable AI Usage Policy
Ignoring the rise of AI is not an option. To harness its power safely, you need to establish clear ground rules. An Acceptable AI Usage Policy is a non-negotiable document for any modern business. It sets clear expectations and protects your company's most valuable asset: its data.
What Should Your AI Policy Include?
Creating a policy doesn't have to be complicated. The goal is to provide clear, simple guidelines that every employee can understand and follow.
- Define Approved Tools: Specify which AI platforms (if any) are vetted and approved for company use. You may want to invest in private, enterprise-grade AI solutions that don't use your data for public training.
- Establish Clear Data Guidelines: Explicitly list the types of information that should never be entered into a public AI tool. Be specific: no client data, no financial reports, no internal strategy documents.
- Outline Consequences: Clearly state the consequences for violating the policy, just as you would for any other security protocol.
- Mandate Training: Education is key. Your team needs to understand why these rules are in place. We offer security awareness training that covers emerging threats like AI data leakage.
- Create a Review Process: Establish a procedure for employees to request the use of new AI tools so your IT partner can properly vet them.
How CoreTech Provides Peace of Mind in the AI Era
This is where a true technology partner shines. At CoreTech, we don't just fix problems; we work with you as a business partner to align technology with your goals. We know that the thought of changing IT providers can create anxiety, which is why we developed a proven methodology to make the transition seamless and secure your network from day one.
Our dedicated onboarding team uses a documented 60-day process to stabilize your network and implement a customized IT and cybersecurity program. This includes policies for new technologies, such as AI. We handle every aspect of your IT, from world-class support to strategic guidance and consulting, ensuring your technology supports your growth safely and effectively.
Don't let your company's future be a training ground for a chatbot.
Ready to build a secure framework for AI usage and gain true peace of mind? Let's talk about how your business in Bowling Green or Nashville can innovate safely.
Schedule your free, no-obligation IT consultation with CoreTech LLC today! Call us at (704) 895-0010.
