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Use the minimum information needed, remove identifiers, and keep protected data out of public AI tools unless the service is explicitly approved for it. Prompts, uploaded files, connected-app content and generated answers can all expose personal information. A “private” or “temporary” label does not by itself tell you whether data is retained, reviewed by people, used to improve models or processed for safety.
This guide shows how to sanitize inputs, check a service’s actual privacy controls, choose between a public chatbot and an organization-approved system, and respond if sensitive information has already been submitted.
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What counts as sensitive information in an AI prompt?
Information is sensitive when disclosure could harm a person, violate a duty of confidence or create security, legal or financial risk. The obvious examples are passwords and identity numbers, but seemingly harmless details can identify someone when combined.
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- Authentication secrets: passwords, one-time codes, recovery questions, private keys, API tokens, session cookies and security answers.
- Health and care information: diagnoses, medical-record numbers, appointment details, prescriptions and combinations of symptoms with dates or locations.
- Financial information: bank and card numbers, transaction histories, tax records, loan applications and income details.
- Employment and education records: personnel files, performance reviews, student records, disciplinary matters and unreleased compensation information.
- Confidential business material: source code, contracts, customer lists, security assessments, merger plans, unpublished research and internal incident reports.
- Quasi-identifiers: a rare job title, unusual event, precise timestamp, small town or distinctive narrative that could re-identify an otherwise “anonymous” person.
Do not assume that an output is harmless because you did not type the original record. A model may reproduce, summarize or infer information from what it received, and an answer copied into another system can create a second exposure.
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The minimum-necessary rule
Before opening an AI tool, ask: Can this task be completed with less detail? If the answer is yes, remove everything that does not change the requested result. The Canadian privacy regulator recommends anonymized, synthetic or de-identified data when personal information is not needed, and anonymized or de-identified prompts where possible and reasonable.
Separate the task from the identity
Most drafting, classification and explanation tasks need the facts, not the person’s identity. Replace names with roles such as “customer A,” “patient B” or “employee C.” Replace exact dates with a month, a year or a relative interval when timing is not essential. Round ages, amounts and counts when precision is unnecessary. Generalize locations from a street address to a region or office.
Use synthetic records
Create fictional examples with the same structure as the real data. For a support-ticket rewrite, use a made-up order number and a generic product description. For a spreadsheet formula, generate fake rows with realistic column types but no copied values. Synthetic data is safer than merely changing a name in a real record because rare combinations and hidden metadata can still identify someone.
Check for re-identification clues
De-identification is not a guarantee. Read the proposed prompt as if you were an outsider who knew the industry or local community. Could the combination of a rare condition, an unusual date and a small location point to one person? If so, remove or generalize another detail before submitting.
Redact prompts and files before submission
Use a repeatable redaction pass rather than relying on memory. Keep the original record in its approved system and make a separate, sanitized copy for analysis.
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| Real detail | Safer substitute | When to retain precision |
|---|---|---|
| “Maria Lopez, 17 Oak Street, account 448921” | “Customer A, suburban address, account ending 921” | Only if the exact identifier is essential and the tool is approved for it |
| “Admitted 3 March 2026 to the only hospital in town” | “Admitted in early March 2026 to a regional hospital” | Keep the date or facility only when it changes the clinical or operational answer |
| “$83,417.26 salary” | “Annual salary in the $80,000–$90,000 range” | Retain the exact amount for an approved payroll or tax workflow |
| Production API key or password | “[credential removed]” plus a fictional example | Never paste the live secret; use a test credential in an approved environment |
| Rare job title, date and small office | Common role, month only and broad region | Keep a rare detail only when it is necessary and authorized |
Inspect attachments and metadata
Redaction must cover screenshots, PDFs, spreadsheets and images, not just the visible prompt. Crop names from screenshots, remove comments and tracked changes from documents, delete hidden spreadsheet tabs and inspect file properties for author names or internal paths. If an image contains a face, badge, license plate or handwritten note, replace it with a synthetic image or omit it.
Never include secrets
Passwords, authentication codes, private keys, identity numbers and active access tokens should not be entered into a public AI service. If you need help debugging, substitute a clearly marked dummy value and describe the format or error instead of exposing the live secret.
Choose the right kind of AI tool
There are two legitimate routes: a public consumer tool for non-sensitive or suitably de-identified work, and an organization-approved or security-assessed tool when protected information is necessary. “Enterprise” in a product name is not proof that a particular account, feature or data type is approved; check your organization’s policy and the service terms.
| Decision factor | Public consumer tool | Approved or security-assessed tool |
|---|---|---|
| Information it may handle | Usually limited to public, unclassified or sanitized material under your policy | Defined by the organization’s classification, contract and technical controls |
| Training or service improvement | May depend on account, history, feedback and activity settings | Must be stated in the agreement and configured for the approved workload |
| Human or vendor access | Provider personnel or service providers may have access under stated conditions | Access is governed by contractual, role-based and audit controls |
| Retention and deletion | History controls and deletion tools may have exceptions or delays | Retention schedules, deletion procedures and legal holds are defined by the organization |
| Security and incident response | You generally manage the prompt yourself and may have limited organizational support | Security review, logging, reporting and response processes are available |
The Australian Government’s agency guidance describes a risk-based approach and security-assessed enterprise solutions for classified information. That is government-agency guidance, not a blanket endorsement of any consumer product. For work, use the channel your employer has approved for the classification of the data.
Check a service’s privacy behavior before you prompt
Settings change, and labels such as “private,” “incognito” or “temporary” can describe only one part of processing. Read the provider’s current privacy explanation and record the date you checked it.
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- Find the data-use explanation. Look for whether prompts, files, feedback and outputs are used to train or improve models, and whether turning off a control applies only to future content.
- Check human review. Determine whether employees or contractors can inspect conversations for safety, quality, abuse prevention or model improvement, and whether you can opt out.
- Read retention terms. Identify how long active chats, deleted chats, backups, logs and abuse-monitoring records remain available.
- Test the history control in documentation. Turning off chat history may stop display in your account without stopping all processing. Look for explicit exceptions for safety, legal obligations, feedback or support.
- Understand deletion. Confirm what “delete” removes, how long propagation takes and whether provider or legal retention exceptions apply.
- Check connected services. A chatbot connected to email, cloud storage or a business application can expose content from those systems even when the typed prompt is short. Review the permissions and disconnect integrations you do not need.
Canada’s privacy regulator advises transparency about primary and secondary uses, including model training, and appropriate retention schedules for training data, prompts and outputs. If the documentation does not answer these questions, treat the service as unsuitable for sensitive information rather than guessing.
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Provider rules are specific to each service. Google’s Gemini Apps Privacy Hub, accessed 13 October 2026, illustrates why a single “private” switch is not enough.
- A subset of chats may be reviewed by human reviewers. Google says chats reviewed by human reviewers are retained for up to three years.
- Turning off Keep activity stops future chats from being reviewed to improve Google services, but Google says those chats may still be used to respond and to protect Google, users and the public.
- Temporary chats and chats made while Keep activity is off are retained with the account for 72 hours.
- Google says temporary chats are not used to train its AI models. With Keep activity off and no feedback submitted, future chats are also not used to improve models.
These statements describe Gemini Apps only. They do not establish the behavior of another chatbot, an employer-managed account, an API, a connected application or a future version of the service. Recheck the provider’s current page before relying on a setting for a sensitive task.
Workplace, health and regulated information
A personal account should never be assumed to have workplace protections. First identify the information classification, then use the approved tool and account for that classification. If no approved tool exists, ask your privacy, security or compliance contact for a sanctioned workflow instead of experimenting with a public chatbot.
Government of Canada guidance
The Government of Canada’s Guide on the use of generative artificial intelligence states: “Don’t enter sensitive or personal information into any tools not managed by the GC.” Its page Generative AI in your daily work, dated 15 September 2026, summarizes the advice as: “Use public tools with unclassified data only.” These are recommendations for federal institutions and their work, not universal laws for every consumer, but they provide a clear default for official information.
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Health and public-sector examples
The Centers for Medicare & Medicaid Services’ Guidance for Responsible Use of Artificial Intelligence (AI) at CMS says not to put personally identifiable information, protected health information or other sensitive data into publicly accessible AI platforms. In that agency context, suspected or verified privacy breaches must be reported promptly and handled under applicable policies and laws.
If you work under a professional confidentiality duty, contract, privacy statute or records schedule, the fact that a tool is free or convenient does not override that obligation. Use the organization’s incident, records and disclosure procedures.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Safer prompting patterns
Write prompts that describe the transformation you need without reproducing the underlying person’s record.
Rewrite a customer message
Instead of pasting a real email, write: Rewrite this fictional support reply in a calm, concise tone. Customer A reports that a replacement arrived late and wants a refund. Do not invent policy terms. Add only the policy details needed for the wording.
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Explain a technical error
Replace a production log with a short excerpt containing dummy hostnames, synthetic IDs and the error line. State the software version and expected behavior without including internal URLs, tokens or customer payloads.
Analyze a survey or spreadsheet
Aggregate locally first. Ask for help with column definitions, formulas or a synthetic sample rather than uploading row-level responses. If individual records are essential, use an approved environment with documented retention and access controls.
Summarize a case
Use role labels, broad time ranges and the minimum facts needed to answer the question. Remove narrative details that are interesting but irrelevant, because those details often make a person re-identifiable.
If you pasted sensitive information by mistake
Act quickly, but do not assume that deleting the visible conversation reverses processing or removes every retained copy.
- Stop adding information. Do not continue the conversation with corrections, passwords or explanations that reveal even more.
- Record what was disclosed. Note the account, service, approximate time, files or fields involved and whether feedback, sharing or a connected app was used. Keep this record in an approved location.
- Use the provider’s controls. Delete the conversation or file, turn off relevant history or activity settings and submit a deletion or privacy request where the service provides one. Read the stated exceptions and timelines.
- Protect affected accounts. If a password, token or authentication code was exposed, revoke or rotate it through the legitimate system. If identity or financial data was exposed, follow your organization’s or institution’s fraud and identity-protection process.
- Report workplace or regulated disclosures. Contact your employer’s privacy or security lead immediately and follow the incident-reporting procedure. CMS guidance specifically calls for prompt reporting of suspected or verified privacy breaches in its agency context.
- Preserve evidence without spreading it. Keep necessary screenshots or logs in the incident system, not in another public AI tool or personal cloud account.
How to decide whether a prompt is safe
Use this quick decision sequence before every nontrivial submission:
- Does the task require any information about an identifiable person, customer, patient, employee or confidential project?
- If not, use a public tool only with public or synthetic material.
- If yes, can you remove names, numbers, exact dates, locations and rare details without changing the answer?
- If yes, sanitize the material and check it for re-identification clues.
- If no, is the service explicitly approved for that classification, with documented training, review, retention, deletion and access terms?
- If approval is unclear, stop and ask the responsible privacy, security or compliance team.
This process is more reliable than judging risk from a product’s marketing label or a single toggle. Convenience is not a privacy control.
Legal and jurisdiction limits
Privacy obligations depend on where you are, what role you have and what information you handle. The Office of the Privacy Commissioner of Canada says generative AI remains subject to applicable Canadian privacy laws. Its 2026 overview of a conditional resolution involving OpenAI describes commitments and mitigations in that particular investigation; it is not a general guarantee about ChatGPT prompts, another provider or another jurisdiction.
Follow the law, contract and organizational rules that apply to your situation. When the consequences of disclosure are significant, obtain advice from your privacy or legal function before using an AI service, rather than treating a general consumer setting as authorization.
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- Have I removed names, account numbers, exact addresses and other direct identifiers?
- Have I removed passwords, codes, private keys, tokens and confidential business secrets?
- Could the remaining combination of dates, locations and rare facts identify someone?
- Could a synthetic example answer the question just as well?
- Is this account and tool approved for the information’s classification?
- Do I know whether prompts or files are used for training, review or service improvement?
- Do I know the retention period, deletion behavior and safety-processing exceptions?
- Have I checked attachments, hidden metadata, comments and connected-app permissions?
- Would I know whom to contact if the material were disclosed?
If any answer is no, reduce the data further or use an approved channel. The safest prompt is the one that contains no personal information the model does not need.
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