AI and Privacy: What Small Businesses Should Know

Simple habits to protect customer data when you use AI tools.

Don't share sensitive data

Avoid pasting customer personal details, passwords, payment information, or confidential documents into AI tools.

Check privacy settings

Many tools let you turn off the use of your data for training. Review the settings when you sign up.

Write a short team policy

A one-page policy explaining what can and can't be shared with AI tools helps everyone use them safely.

Review regularly

Tools update their terms over time. Revisit the privacy settings of the tools you use every few months.

Use fictional examples when testing

Replace names, email addresses, customer numbers, and account details with made-up sample values. Removing a name alone may not anonymize a record if its other details identify someone. When a task needs real personal information, seek appropriate advice and review your legal obligations before choosing a tool.

Check more than the training setting

Look for retention periods, deletion options, access controls, and where information is processed. Account settings can differ between free, individual, and business plans. For meeting tools, consider participant consent and restrict who can access recordings and transcripts.