It's easy to paste anything into an AI assistant: a contract, a spreadsheet, an email thread. But depending on the service and your settings, conversations may be stored, used to improve models or reviewed by people. A few simple rules keep you and others safe.
Never paste these
- Passwords, API keys, access tokens or recovery codes
- Bank, card or government ID numbers
- Other people's personal data: customer lists, health information, private messages
- Confidential business documents your employer hasn't approved for AI tools
- Unreleased financial results or legal matters
Check the settings and the plan
Many AI services let you turn off chat history or opt out of training, and business plans often come with stronger data protections. Read the privacy settings of the tool you use, and follow your organisation's rules about which tools are approved.
Anonymise before you paste
Often you don't need the real details for the AI to help. Replace names with roles (“Client A”, “Employee 1”), remove addresses and account numbers, and round sensitive figures. The AI can still restructure, summarise or improve the text.
Be careful with files and screenshots
Screenshots can contain more than you notice: open tabs, notifications, email addresses. Documents carry hidden metadata and tracked changes. Crop and clean before uploading.
A simple test
Before pasting, ask yourself: “Would I be comfortable if this appeared on a public website?” If the answer is no, anonymise it or keep it out.