You can reduce what an AI assistant learns about you, but no single setting guarantees that your prompts are never processed or retained. Share only the information needed for the task, review training and history controls separately, and check what connected apps can expose. Temporary chats and training opt-outs limit certain uses; they do not necessarily erase data or stop all service-related handling.
How to use AI without sharing unnecessary personal information
Start with the prompt, not the settings. If an assistant can answer without your identity or the full contents of a document, leave those details out. Settings can limit some uses of your data, but the service still needs to process your input to respond, and may retain some information for safety or other stated purposes.
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- Identify what the task actually needs. A question about a contract clause may need the relevant paragraph, not the entire contract. A budgeting question may need rounded figures, not account numbers or a bank statement.
- Remove or replace identifiers. Omit names, addresses, phone numbers, account numbers, access credentials, and other details that are not essential. Use labels such as “Client A” or a synthetic example where practical.
- Share an excerpt instead of a whole file. Before uploading a document, screenshot, or other file, check whether a short, redacted extract is enough. Review what is visible in images and what is included in file metadata or surrounding pages.
- Check the destination and sharing settings. Review connected apps, uploaded files, voice or video features, public links, and shared content before using them. Each can disclose information beyond the words you type.
- Choose the right account. For workplace or client information, use only an organization-approved AI service and account, and follow your employer’s rules.
What privacy controls do—and do not—change
Training, chat history, memory or personalization, temporary mode, activity retention, feedback, and connected-app permissions are separate controls. Changing one does not necessarily change the others. OpenAI and Google’s official help pages describe different behavior for their consumer services, and settings can vary by account, plan, workspace, or region.
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For signed-in ChatGPT web users, the setting path is Settings > Data controls > Improve the model for everyone. Turning it off means new conversations are not used to train models, but they may still appear in chat history. If you want a saved conversation removed from history, delete it separately. OpenAI explains that “Turning off Improve the model for everyone does not delete or hide saved chats.” OpenAI Help Center: Data controls in ChatGPT.
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Temporary chats do not appear in history, do not create or update memories, and are not used to improve models while they remain temporary. OpenAI says they may be retained for up to 30 days for safety. If you save a temporary chat, it becomes a regular chat and follows your ordinary account settings. These controls may not be available in the same way for every account or workspace. OpenAI Help Center: Data controls in ChatGPT.
There is also a feedback exception: OpenAI says that submitting feedback can make the entire conversation associated with that feedback eligible for training, even if you have opted out. OpenAI says inputs and outputs in Business, Enterprise, Edu, and ChatGPT for Healthcare workspaces are not used to improve models by default; organizational policies and settings still apply. OpenAI Help Center: How your data is used to improve model performance.
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Gemini: review Keep Activity and activity deletion separately
Google’s Gemini Apps Privacy Hub says users can review and delete Gemini activity and change its auto-delete period. The stated default is 18 months, with options of 3 months, 36 months, or indefinite. Turning Keep Activity off does not stop Google from using chats to respond or help protect users. Google Gemini Apps Privacy Hub.
Google says temporary chats and chats made while Keep Activity is off are retained with the account for 72 hours to respond, process feedback, and protect Google, users, and the public. Temporary chats are not used to train Google AI. If Keep Activity is off and you do not submit feedback, future chats are not used to improve AI models. Google also says chats reviewed by human reviewers and related data may be retained for up to three years, even after activity is deleted. These are provider-stated service details, not independent measures of privacy. Google Gemini Apps Privacy Hub.
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Why connected apps deserve extra scrutiny
Linking email, storage, or another app can give an assistant access to relevant material from that source. Google says Gemini activity that includes connected-app data may be used to improve Google services, including generative AI models, when Keep Activity is on. Google distinguishes between training directly on entire connected stores and using summaries, excerpts, generated media, or inferences from relevant content; in some cases, a summary can effectively contain the underlying email or file. Disconnecting an app does not delete Gemini Apps Activity. Google Gemini Apps Help: About personalization with Connected Apps.
Google’s guidance is direct: “Please don’t connect apps to Gemini if they contain personal or confidential information that you wouldn’t want to be used for training generative AI models.” Before enabling any connection, consider what information the source contains and what the service says it may do with connected-app data.
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What to check before using AI for work
Do not assume that a personal-account setting applies to a managed workspace. OpenAI says Business, Enterprise, Edu, and ChatGPT for Healthcare workspace content is not used for training by default, but organizations may set their own rules for access, retention, and use. Confirm that you are in the approved account or workspace and ask the administrator how its policies apply before entering sensitive business, client, employee, or regulated information. OpenAI Help Center: How your data is used to improve model performance.
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- Prompt: Can you remove names, account details, or other identifiers without making the answer less useful?
- Files and media: Is a short redacted excerpt enough instead of a full document, screenshot, recording, or video?
- Settings: Have you checked model-improvement or training controls, history, memory or personalization, temporary mode, activity retention, and feedback separately?
- Connections and sharing: Are any connected apps, shared links, or other access permissions exposing information you did not intend to include?
- Account: Is this the correct personal or organization-managed account for the information you plan to use?
- Removal: If you want information removed, have you used the service’s deletion control rather than relying on a training opt-out or disconnecting an app?
Provider controls and policies can change. Check the current help page for your service and account before relying on a particular setting or retention period.
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