What Should You Never Put Into ChatGPT?

The question we’re asked most often about AI safety isn’t “is it safe?” — it’s “what specifically shouldn’t I type into it?” That’s a much more useful question, and a much easier one to answer clearly.

Why This Matters

Free, public AI tools aren’t designed as secure storage for confidential information. Depending on the tool and its settings, what you type may be stored, reviewed, or used to improve the model. Treating a chat window with the same caution you’d give an unfamiliar third party is a sensible default, not an overreaction.

Client Data

Names, contact details, case specifics, anything a client would expect to stay private — keep it out. If you need help with a client email or document, describe the situation in general terms and add the real specifics yourself afterwards.

Passwords and Login Details

This should go without saying, but it’s worth stating plainly in any staff guidance: passwords, login credentials and security codes should never be typed into an AI tool, for any reason.

Financial Information

Bank details, invoicing specifics, salary figures and financial records fall into the same category as client data. If AI is helping draft something like an invoice template or a financial report structure, use placeholder figures rather than real ones.

HR and Staff Data

Personal details about employees — health information, disciplinary matters, salary, home addresses — should stay well away from public AI tools. HR situations often also need human judgement that AI genuinely can’t provide.

Sensitive Commercial Information

Pricing strategy, supplier terms, unreleased products, anything that would matter if a competitor saw it — treat this the same way you’d treat any confidential internal document.

Safer Alternatives

In almost every case, there’s a safer way to get the same help:

• Describe the situation generally, without real names or numbers
• Use placeholder details, then swap in the real information yourself afterwards
• Ask for a structure or template rather than pasting the real document in
• Check whether your AI tool offers a business or enterprise tier with clearer data handling terms

Staff Training

Most people don’t intend to share anything risky — they simply haven’t had it spelled out clearly. A short conversation, or a one-page guide, closes that gap quickly and is usually all it takes to build the right habits from the start.

Create Safe AI Rules for Your Team

If more than one person in your business is using AI, it’s worth having this written down rather than assumed. Find out more about AI Policy Guidance, or get in touch if you’d like a simple policy built around how your business actually works.