Artificial intelligence is the shiny new thing in tech these days—popping up in apps, websites, and even your inbox. Tools like ChatGPT, Google Gemini, and Microsoft Copilot are being used to write emails, answer customer questions, draft reports, and a whole lot more.
Used wisely, AI can save time and make your workday easier.
Used carelessly? It can become a back door for data leaks.
Here’s What Most Folks Don’t Realize
The problem isn’t the AI tools themselves—it’s how people use them.
When someone on your team copies and pastes sensitive information (say, client financials or medical records) into a public AI tool, that data might get stored, analyzed, or even used to train future versions of the software.
In 2023, a few Samsung employees accidentally pasted company secrets into ChatGPT. That slip-up made headlines and led Samsung to ban public AI use altogether. Now imagine something similar happening in your office—not from malice, just from someone trying to be efficient.
A New Trick: Prompt Injection
Hackers are also getting sneaky. They’re planting hidden commands inside emails, PDFs, and transcripts. When an AI tool reads that content, it might unknowingly obey those commands—sharing data or performing actions it shouldn’t.
In plain English? The AI gets tricked into helping the bad guys.
Why Small Businesses Are Especially at Risk
In most small businesses, employees adopt tools like AI on their own, without a clear policy or any formal training. They think of AI like a smarter version of Google—safe and harmless.
But what you paste into these tools could be stored forever. And that creates a risk most folks don’t see coming.
What You Can Do—Right Now
You don’t need to slam the brakes on AI. But you do need a plan. Here’s a good place to start:
- Set clear rules for AI use.
Make a basic policy. Decide which tools are okay to use, what data should never be shared, and who to ask if someone’s unsure. - Teach your team the risks.
Even a short lunch-and-learn or memo can help your staff understand things like prompt injection and why “copy-paste” can be risky. - Use business-grade tools.
Platforms like Microsoft Copilot give you more control over data privacy and compliance than free tools like ChatGPT. - Monitor what’s being used.
Keep an eye on which tools are being accessed. You may even choose to block certain platforms on company devices.
Bottom Line: Use AI, But Use It Smart
AI isn’t going anywhere. If you learn how to use it safely, it can give your business a real edge. But without a plan, even a well-meaning employee could open the door to hackers, compliance headaches, or worse.
Let’s walk through it together. We can help you create an AI policy that protects your business without slowing anyone down.
Want to be sure your team’s using AI safely? Let’s talk.
Book your call here: https://go.appointmentcore.com/DiscoveryWithLena