What Information Should You Never Give to AI?

Never type in passwords, access codes, payment details, ID, or anything you're not allowed to share.

• AI: artificial intelligence: computer tools that can write, answer questions or make pictures from what you type.
• Personal information: anything that identifies a living person, like a name, address, phone number or photo.
• Data breach: personal information getting lost, stolen or shared when it shouldn't be.
• ICO: the Information Commissioner's Office, which enforces data protection law.
• Training: AI companies using chats to improve their tools. You can often turn it off.

• Passwords and one time codes
• Bank and card details
• Customers' key safe or alarm codes
• Passport, driving licence or tax numbers
• Recovery phrases and security keys
• Medical or safeguarding information
• Private tenders or contracts, unless you're allowed

Names, addresses, numbers, job history, photos and staff records are all personal information. Use placeholders like [customer], unless you genuinely need the detail and the tool is approved for it.

• Need: does the job actually need this?
• Allowed: am I allowed to use it for this?
• Tool: is this tool OK for it?
• Less: can I take out names, addresses, photos or prices?

Taking out a name isn't always enough. An address, a photo or an unusual job can still identify someone.

Swap customer and staff details for placeholders, remove addresses and numbers, crop documents and photos, and paste in only the bit the AI needs. Check spreadsheets for hidden columns and comments before uploading.

• Use made up examples to practise
• Never paste passwords or codes
• Never upload a whole export of your customers
• Keep private prices or tenders out unless the tool's approved
• Check whether the details together still identify someone
• If you're not sure you're allowed, ask first

Free, paid and business versions can have different privacy settings. Check the settings and terms for the one you use. For example:

• ChatGPT: you can turn off Improve the model for everyone in its data settings, or use a Temporary Chat.
• Claude: on the free and personal plans, your chats are only used for training if Model Improvement is switched on in its privacy settings. Incognito chats aren't used.
• Gemini: Google says some chats are read by human reviewers and kept for up to three years. Turning off Keep Activity stops that for future chats.
• Business plans: paid business versions of these tools usually don't use your chats for training by default. Check the terms.

Delete the chat if you can, change any password or code you shared, and note what happened. If customers' personal details got out and that's likely to put them at risk, the ICO says you must report it as soon as possible, and within 72 hours where you can. If it was something serious, get proper advice.