Information that should stay out
Treat a public AI prompt like information sent to an outside service. Your organization’s approved enterprise tools and contracts may change the rule, but employees should never assume that they do.
Use safer substitutes
Remove names and identifiers, summarize the situation without sensitive details, use invented examples, or work inside an approved system with the required controls.
When unsure
Stop, save the task for later and ask the person responsible for privacy, security or AI policy. This guide is practical training information, not legal advice.
Practise the decision without exposing real data
Give employees fictional cards describing a customer complaint, employee accommodation request, contract question and public research task. Ask what can be used as written, what must be minimized and what should not enter the tool at all. The explanation matters more than a quick yes-or-no answer.