Could AI Tools Be Putting Your Business at Risk Without You Knowing It?

Artificial intelligence (AI) is quickly becoming part of everyday work. From writing emails to summarizing meetings, AI tools like ChatGPT, Microsoft Copilot, and Google Gemini are helping teams get things done faster. If you are still unfamiliar with what AI is, you’ll discover more with our blog: Where Do I Even Begin With AI?

But here’s the part most small businesses aren’t thinking about: these tools can also accidentally leak private company data—and sometimes even help hackers without meaning to.

Let’s break down what that really means and how you can protect your business.

The Hidden Risk of Copy-Paste Convenience

It’s not the AI tools themselves that are dangerous. The problem is how people use them.

Imagine this: one of your employees needs help writing a report. They copy and paste a bunch of client information or internal numbers into an AI chatbot to "make it sound better." Seems harmless, right?

Not quite.

Some public AI tools may keep the information users share and use it to improve future versions of the model. That means your private business data could end up in a training set, stored somewhere you can’t control. That’s exactly what happened at a major tech company in 2023, leading them to ban public AI tools completely.

Now imagine it happening at your company—with your clients’ financial info, healthcare records, or even passwords.

A Sneaky Threat: Prompt Injection

Hackers have found a new trick called prompt injection. It works like this:

1. They hide sneaky commands inside things like emails, documents, or even videos.
2. When an AI tool reads that content, it unknowingly follows those hidden instructions.
3. The AI might then share private info or perform actions it shouldn’t—without anyone realizing.

In this case, the AI becomes a middleman helping the attacker—without ever knowing it’s been fooled.

Why Small Businesses Are Easy Targets

Many small businesses don’t track how AI is being used by employees. Team members might install AI tools on their own, use them without approval, or assume these tools are just like search engines. No one means to cause harm—but all it takes is one mistake.

Worse, few businesses have policies in place about what employees can and can’t do with AI.

What You Can Do to Stay Safe

You don’t have to ban AI altogether. You just need to use it with care. Start with these steps:

1. Set Clear Rules

Decide which AI tools are allowed, and explain what kind of information should never be shared—like financials, customer data, or login info.

2. Teach Your Team

Help your team understand how to use AI safely and what to avoid when working with sensitive information. Help them understand that these tools can store what they type in—and that bad actors are getting creative.

3. Choose Business-Friendly Tools

Not all AI platforms are the same. Stick to those built with business use in mind, like Microsoft Copilot, which offer better privacy controls.

4. Keep an Eye on Usage

It’s a good idea to monitor what tools are being used in your workplace. If necessary, block public tools from company devices to lower the risk of leaks.

Final Thought: Use AI Wisely, Not Blindly

AI can be a powerful ally for your business—but only if you use it wisely. Without the right guardrails, a simple copy-paste into the wrong chatbot could open the door to a data breach or a serious privacy violation.

We can help you create a clear, simple AI policy that fits your business, protects your data, and still lets your team move fast. Let’s talk!