Employees need clear rules about which AI tools they can use and what information they can share. These four practices help protect business and client data while giving employees a clear way to use AI at work.
1. Require company-approved AI tools
Require employees to use only company-approved AI tools for business work, including AI features built into other software. Before approval, review how the service handles information, who can access it, and whether its security controls are suitable for the intended task. Maintain a list of approved tools and permitted uses, with a straightforward process for requesting alternatives. Approval should apply to the specific plan and configuration, rather than the provider’s name alone.
2. Deny unapproved uses by default
Leadership should approve a policy that defines what employees may share with AI systems and who can authorize exceptions. Adopt a “deny by default” rule: tools, uses, and data categories remain off limits until explicitly approved. Support the policy with access restrictions and controls that can detect or block unauthorized data sharing where practical. Give employees a clear contact for questions so they do not have to guess when the rules are unclear.
3. Classify data before allowing uploads
Group information into clear categories such as public, internal, confidential, and restricted, with examples employees will recognize. For each category, specify which AI services may receive it and whether additional approval is needed. Public marketing material may be suitable for routine use, while client records, employee information, and trade secrets require closer review and stronger protections. Employees should share only what is needed for the task, including when an approved AI tool connects directly to company files.
4. A training opt-out is not a privacy guarantee
Selecting “do not use my data for training” does not guarantee that your data is private, confidential, or handled in compliance with applicable requirements. For sensitive data, choose a service with written data protections and appropriate security controls, supported by company policies. This may require a business or enterprise plan, but paying more does not make a service compliant. A properly configured and secured private, on-premise AI system is another option.
Need help setting the rules for AI use?
Contact Falcon IT Services for help choosing suitable AI tools, protecting sensitive data, and putting clear policies in place for your team.