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Before using AI for work, check your employer’s current AI-use, confidentiality, information-security, privacy, and monitoring policies. Confirm which tools and uses are approved, what information may be entered, whether AI assistance must be disclosed or documented, and how to ask questions. A work account or work device does not, by itself, guarantee that prompts are private.
The rules depend on your employer’s policies, the tool’s current settings and terms, the information involved, and the law that applies where you work. The guidance below is general; it is not a substitute for your employer’s instructions or jurisdiction-specific legal advice.
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What should you check in your company’s AI policy?
Start with the current acceptable-use or AI policy, then read the related confidentiality, data-handling, information-security, privacy, and monitoring notices. Policies may be distributed across an employee handbook, security portal, onboarding materials, or internal guidance.
- Approved tools and purposes: Identify which AI services are permitted and what work they may be used for. Approval for one task does not necessarily cover a different task or type of information.
- Data restrictions: Look for categories that may not be entered, such as personal or customer information, employee records, credentials, trade secrets, confidential business material, or privileged material. The exact categories and permissions are set by your employer’s policy.
- Disclosure and records: Check whether you must disclose AI assistance, document prompts or outputs, or use a particular review process. Advisory guidance from the Future of Privacy Forum recommends that organizations define these expectations; it is not a universal legal requirement. Future of Privacy Forum guidance
- Output review: Find out who is responsible for checking AI-assisted work and what level of human review is expected before it is used or shared.
- Questions and incidents: Locate the contact or process for proposing a new use case and reporting accidental submission of restricted information.
If the policy provides a review or submission route for new uses, use it before entering work information into a tool that has not been approved for that purpose.
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Can I use ChatGPT or another AI tool at work?
Only if your employer’s policy permits the particular service and use. A familiar public tool, a personal account, and a work-provided account may have different permissions and terms. Do not infer that a tool is approved because it opens on a work computer, is available through a company network, or has been used by colleagues.
If more than one tool is approved, compare the employer’s documentation for the intended task. Check permitted input categories, access controls, retention and deletion terms, whether inputs may be used to improve or train the service, administrative logging, vendor and data-processing terms, location requirements, and any disclosure or human-review rules. Settings and contract terms can change; consult current employer documentation and the service’s applicable terms rather than assuming a paid, enterprise, or workplace account is automatically private.
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What information should you not put into workplace AI?
Follow the data categories and tool restrictions in your employer’s policy. Do not enter personal, customer, employee, confidential, or restricted information unless the policy and the approved tool’s terms allow that specific use. If permission is unclear, leave the information out and ask the appropriate internal contact.
Where a use is allowed, share only what is necessary for the task. For example, consider whether a request can be answered with a summary or redacted excerpt instead of identifiable records or complete internal documents. This is a cautious data-minimisation practice, not a claim that every employer or law imposes the same AI-specific ban. The U.S. Federal Trade Commission’s business guidance recommends limiting access to personal information to employees with a need to know and mapping what information a business holds and who can access it. FTC, Protecting Personal Information: A Guide for Business
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Can my employer see what I put into AI?
Do not assume your prompts are private merely because you use a work device, work network, or workplace account. What an employer can access depends on the service, account configuration, contracts, employer systems, and applicable law. No particular employer setup or AI provider’s privacy settings can be assumed here; check your organization’s instructions and the specific tool’s current terms.
Monitoring and access to workplace information should be explained through the employer’s applicable notices and policies. In the UK, the Information Commissioner’s Office (ICO) says employers should tell workers the nature, purpose, and extent of monitoring, how collected information is used, and what safeguards apply. It also warns that documenting monitoring in a policy does not, on its own, make excessive monitoring lawful. The ICO’s worker-monitoring guidance is under review following the UK Data (Use and Access) Act, so its current status should be checked for UK-specific questions. ICO, Data protection and monitoring workers
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Can my employer monitor my computer?
Monitoring rules vary by jurisdiction and by the purpose, method, and scope of the monitoring. In the UK context, the ICO says employers should document why monitoring takes place, what they intend to do with the information, and the safeguards in place. Monitoring should collect no more information than needed for its purpose; reusing information for a different purpose may require a new lawful basis and an assessment of necessity and proportionality.
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1Clear out junk files and repair common Windows errors2Scan for outdated or missing drivers - takes under a minute3Repair Windows errors before they cause bigger problemsThe ICO also says high-risk worker-data processing in the UK requires a data protection impact assessment (DPIA) before processing. Its examples include biometric processing and keystroke monitoring. If a high risk cannot be reduced, the ICO says the employer must consult it before proceeding. These are UK-specific statements, not universal rules. For third-party monitoring systems, the ICO says the employer remains responsible for deciding how and why workers are monitored and should not assume purchased software complies with data-protection law. Its guidance calls for appropriate contracts and consideration of a DPIA, including additional consideration where AI or automated decision-making processes worker data.
For an individual concern, consult the monitoring notice and the privacy or HR contact identified by your employer. The U.S. FTC’s business security guide offers practical advice on limiting access to personal information, training staff, covering remote workers, and setting written security expectations for service providers; it does not determine whether a particular employer’s AI monitoring is lawful.
How should you check AI-generated work?
Treat an AI output as a draft or aid, not as verified fact. The Future of Privacy Forum cautions that outputs can be incorrect, outdated, biased, or misleading. Check facts, calculations, dates, citations, and any other consequential claims against reliable sources before relying on or sharing them. Follow your employer’s rules for human review and disclosure, especially when the work affects customers, employees, or important decisions.
What should you do if your company’s AI policy is unclear?
- Pause before entering work information into the tool or using its output in a consequential workflow.
- Check the current AI, confidentiality, security, privacy, and monitoring policies for the approved tool, use case, and data category.
- Ask the designated privacy, security, legal, HR, or AI-governance contact which tool and use are allowed. If the policy has a process for proposing new uses, follow it.
- If restricted information may already have been submitted, follow your employer’s security-incident process promptly and provide the details requested through that channel.
Organizations may assign these questions across several functions. The FTC’s agency AI policy plan is an example of cross-functional governance within a U.S. federal agency; it is not a rule that private employers must follow. FTC agency AI policy plan
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