Suggested Governance / Management Approach To Using AI @ Work

Using ChatGPT at Work? Here’s What You Need to Know

AI tools like ChatGPT, Claude, and Perplexity are everywhere. They're helping people write faster, think clearer, and find better answers. But are they safe for business use? This page provides a quick rundown of what you should — and shouldn’t — do if your team are using AI tools.

Also, at the end of this article, we've put together a couple of FREE RESOURCE DOWNLOADS – the first is a 1-page summary of this article – the other is a short 6-page guide about harnessing the power of AI while mitigating risk and staying safe. Feel free to download and disperse!

Staff are using AI to:      

• Draft emails and reports
• Generate ideas
• Summarise trends
• Tidy up grammar and tone

That’s all useful — until someone enters confidential information. The moment you type client names, pricing details, legal notes, or strategic plans into a public AI tool, the risks start stacking up: 

Your data might be stored and reused

• ChatGPT keeps your input unless you opt out. That data can train future models.      

Sensitive data could leak

• There have already been cases of confidential info being exposed. Once it’s out, it’s out.

You could breach regulations

• Sharing customer, medical, or financial information via AI could violate laws like GDPR, HIPAA, or PCI DSS.

There’s no easy delete button

• Many platforms don’t let you remove specific prompts. What you type may stay in their system.  

This isn’t just an IT issue. It’s a business risk — and one that can damage trust, reputation, and compliance.

You don’t need to avoid AI altogether. You just need to use it safely. Here’s how ...

Ok To Use AI For:

• Improving tone, grammar, or structure of general documents

• Brainstorming ideas for content or projects

• Summarising general industry trends (without client-specific data)

Never Enter:

• Client names, addresses, or contact details

• Pricing, quotes, contracts, or business financials

• Strategy documents, legal advice, or anything marked “confidential”

General Rule of Thumb: If you wouldn’t email it to a stranger, don’t paste it into AI.

If you want the benefits of AI without the risks, check out Webfox.AI

It’s an AI assistant built specifically for businesses — and trained securely on your own data. With Webfox-AI you get:

• Private and secure use inside your own environment
• AI trained on your company data — so it understands your work
• No third-party access — your data stays yours
• Integration with your workflows — not someone else’s

It’s like having your own ChatGPT — without giving your data away!

DOWNLOAD THIS RESOURCE – 1-Page Summary Of This Article

DOWNLOAD THIS RESOURCE – 7-Page Guide To Using AI Safely In Business