The Tool Desk
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Map what the AI feature can access and where data goes
Start with the specific feature—not a general description of the vendor’s platform. Ask your CRM administrator and sales operations team to document the information the feature can read, store, transmit, or generate. That may include contact details, account notes, emails, call recordings or transcripts, support history, connected records, and AI-generated summaries.
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Trace each data flow: where information comes from, where it is sent or stored, whether it is cached or exported, and which employees, vendors, and subprocessors can access it. Include copies on employee devices and in connected third-party services. The FTC’s business guide to protecting personal information recommends tracking where information is stored and who can access it.
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Limit the customer information you share
Set a minimum-data rule for each approved sales task. A tool that drafts a follow-up may need a customer’s stated preferences and the meeting outcome, but not the entire account history. Prefer a limited CRM view or an approved integration to copying a full customer record into an unapproved AI service.
#1 Best Overall
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- Remove unnecessary identifiers from test prompts.
- Do not enter payment credentials, government identifiers, authentication secrets, or sensitive personal details into free-text prompts unless there is a documented business need and approved safeguards.
- Set retention and deletion rules for prompts, transcripts, and generated content.
The FTC advises businesses not to collect or keep sensitive information without a legitimate business need. That guidance does not set one universal retention period for AI sales data; choose a period based on the purpose, contract, and applicable requirements.
Check the exact feature’s data terms before use
Review the product settings, privacy terms, and contract that apply to the AI feature and plan you will use. Do not assume a vendor-wide privacy statement covers every product, configuration, or deployment.
Rank #2
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- Retention and deletion: Are prompts, connected CRM records, transcripts, and outputs retained? For how long, and can your business delete them?
- Training and secondary use: Can the provider use customer data to train, fine-tune, evaluate, or improve models? Does the answer differ between consumer, business, enterprise, or API offerings?
- Subprocessors and processing: Which other companies receive the data, where is it processed, and what restrictions apply to them?
- Changes to terms: Can the provider change its data-use or retention practices, and how will it communicate material changes?
- Security and incidents: What access controls, logs, incident notifications, investigation support, and deletion or return-of-data commitments are contractually promised?
- End of service: What happens to data in backups, derived artifacts, and model-related systems when the contract ends?
The FTC says AI providers must honor their privacy commitments and warns that AI services may have incentives to use data to refine models. Its guidance on AI claims and privacy also emphasizes clearly disclosing material data practices and changes. NIST’s Generative AI Profile recommends addressing privacy and security in vendor due diligence, reviewing contracts for unauthorized secondary data use, and defining incident responsibilities and notification expectations. These are questions to resolve with the provider, not assumptions about how every vendor handles data.
Secure accounts, integrations, and exports
Give users and connected applications only the access needed for their work. Apply role-based or least-privilege permissions to the CRM, AI features, integrations, and exports; remove access when roles change; and periodically review who still needs it. Enable multifactor authentication, encrypt customer information at rest and in transit, and monitor access where the systems allow it.
Rank #3
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- FAST & CONVENIENT LOGIN: Plug in your YubiKey 5 NFC via USB and tap it, or tap it against your phone (NFC), to authenticate. No batteries, no internet connection, and no extra fees required
- MOST SECURE PASSKEY: Supports FIDO2/WebAuthn, FIDO U2F, Yubico OTP, OATH-TOTP/HOTP, Smart card (PIV), and OpenPGP. That means it’s versatile, working almost anywhere you need it
- PRIMARY & SPARE KEYS: Just like having a spare house key, we recommend buying two YubiKeys - one for daily use and one as a spare. That way you’ll never get locked out of your accounts
Assess connected apps before authorizing them: confirm what records and actions they can access, who administers them, and how to revoke access. The FTC describes access reviews, information inventories, encryption, third-party app assessment, and multifactor authentication as safeguards within the Safeguards Rule program for covered financial institutions. Other organizations should select controls based on their risks and applicable requirements.
Set acceptable-use rules and review customer-facing output
Write down which tools are approved, which data classes may be used, which sales tasks are allowed, what must never be entered in a prompt, and how employees should escalate uncertainty. Train employees and contractors who can access customer information.
Rank #4
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- WORKS WITH 1000+ ACCOUNTS: Compatible with Google, Microsoft, and Apple. A single Security Key NFC secures 100 of your favorite accounts, including email, password managers, and more.
- FAST & CONVENIENT LOGIN: Plug in your Security Key NFC via USB-A and tap it, or tap it against your phone (NFC) to authenticate. No batteries, no internet connection, and no extra fees required.
- TRUSTED PASSKEY TECHNOLOGY: Uses the latest passkey standards (FIDO2/WebAuthn & FIDO U2F) but does not support One-Time Passwords. For complex needs, check out the YubiKey 5 Series.
- BUILT TO LAST: Made from tough, waterproof, and crush-resistant materials. Manufactured in Sweden and programmed in the USA with the highest security standards.
Have a person review AI-generated material before it is sent when it contains customer-specific claims or personal information. Check that the details are accurate and that the intended recipient is authorized to see them. NIST’s Generative AI Profile recommends acceptable-use policies that address generative AI tools and third-party personnel; the FTC also recommends regular security-awareness training for financial institutions covered by the Safeguards Rule.
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Name an internal owner and provider contacts before a problem occurs. Your response plan should explain how to suspend access, preserve relevant logs, investigate affected records, coordinate with the provider, and decide whether a legal or contractual notice is required. Include third-party AI services in incident exercises and update the plan when vendors, features, or data flows change.
Best Value
- The information below is per-pack only
- POWERFUL SECURITY KEY: The Security Key C NFC is the essential physical passkey for protecting your digital life from phishing attacks. It ensures only you can access your accounts.
- WORKS WITH 1000+ ACCOUNTS: Compatible with Google, Microsoft, and Apple. A single Security Key C NFC secures 100 of your favorite accounts, including email, password managers, and more.
- FAST & CONVENIENT LOGIN: Plug in your Security Key C NFC via USB-C and tap it, or tap it against your phone (NFC) to authenticate. No batteries, no internet connection, and no extra fees required.
- TRUSTED PASSKEY TECHNOLOGY: Uses the latest passkey standards (FIDO2/WebAuthn & FIDO U2F) but does not support One-Time Passwords. For complex needs, check out the YubiKey 5 Series.
NIST recommends incident-response plans for third-party generative AI technologies, vendor monitoring, and alignment with applicable breach-reporting and data-protection laws. A notification deadline cannot be determined without the jurisdiction and incident facts.
Understand which legal requirements apply
There is no single AI-sales privacy rule that applies to every business. The FTC Safeguards Rule covers financial institutions within the rule’s definition and requires covered entities to maintain a written, risk-based information-security program. Whether a business is covered depends on its operations and the information involved; the FTC advises businesses to reassess that question as their activities change. Other federal, state, national, sector-specific, contractual, or customer requirements may also apply based on the business, data, and locations.
The FTC’s statement that “There is no AI exemption from the laws on the books” is a useful reminder, not a determination of which law applies to a particular sales team. The FTC’s January 2024 guidance and its Safeguards Rule overview provide U.S. guidance, but they do not establish requirements for every jurisdiction or organization.
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