5 Non-Negotiable Rules to Stop Employees from Leaking Business Data to ChatGPT

Are your attorneys and staff using ChatGPT to speed up their work, but you’re feeling uneasy about what information they might be typing into it? Do you suspect sensitive data could be shared through prompts, but you’re unsure how to monitor or control it?

The reality is that ChatGPT and other generative AI tools can unintentionally serve as channels for data leaks. Once sensitive information is entered, controlling how it is stored or used becomes extremely difficult.

A recent survey published by Metomic found that 68% of organizations experienced data leaks caused by employees sharing sensitive information with AI tools. Another finding by LayerX shows that 77% of AI users have copied and pasted company data into generative AI tools. The shocking part is that 82% of these activities came from unmanaged accounts. This demonstrates that without a strong AI adoption and governance strategy, your firm could inadvertently expose sensitive client and business data.

After helping law firms build safer AI workflows, our AI experts developed these five essential rules to prevent data leaks without hindering productivity.

How to Prevent Your Data from Leaking into ChatGPT

Set Usage Policies

Define what types of data are off-limits. This may include client names, financial records, login credentials, and internal case details. Also, outline where and how ChatGPT or other similar AI can be used, so your employees can know their boundaries. For example, you might permit general legal writing but restrict client-related content unless it’s reviewed beforehand and require that any research or case law generated by AI be independently verified for accuracy.

After that, ensure the policy is easily accessible to all staff, either by uploading it to your internal portal or sharing it during onboarding.

Train Employees on AI Data Risks

Even if you have a good policy, employees may not follow the rules if they don’t fully understand them. Host training sessions to explain how AI like ChatGPT works, including how it stores conversations for model improvement. 

Help your team understand that anything entered into the tool could be retained, which means sensitive input like client data can expose the firm to risk. You may also walk them through examples of what’s considered risky or safe to share, using scenarios that relate to their daily work.

Use Secure Versions of ChatGPT

As mentioned above, public versions of ChatGPT or other AI come with hidden risks. They process data through external servers and may retain input for future training.

So, if your team relies on AI, consider using enterprise-grade versions of ChatGPT. These platforms offer stronger privacy guarantees and admin controls. You will be able to track user activity and ensure that sensitive data never leaves your firm. 

For example, ChatGPT Team and ChatGPT Enterprise offers strict data privacy, which means inputs aren’t used for training and admins can manage access to firm data, boosting your cybersecurity.

Encourage Secure Prompting Practices

Even with strong AI policies, data leaks can still occur through careless prompting. Employees often share too much information when seeking accurate responses, not realizing how easily that data can expose the firm.

Encourage your team to use neutral or abstract phrasing instead of real details. For instance, replace client names, case details, or financial figures with placeholders like Client A or Case X. These practices maintain context while keeping sensitive information private.

You can also create an internal prompt library with pre-approved examples that employees can use. These templates can guide how to ask questions or request help, without including confidential data.

Monitor and Audit AI Usage Regularly

Monitor AI interactions across all departments. This could include tracking which teams use AI, the prompts they submit, the data shared, and how often the tool is used. You can use the data to identify any unusual or risky activity.

To make your work easier, consider incorporating AI management tools such as Microsoft Purview and Teramind. These tools can flag sensitive keywords and alert you when restricted information is entered into prompts. For example, you could be alerted if an employee frequently uploads large amounts of sensitive documents or enters confidential client information.

Additionally, ensure these audits are done regularly so you can strengthen data governance and optimize how employees interact with AI like ChatGPT.

Let Us Build a Smarter AI Strategy for Your Business

ChatGPT and similar AI tools have changed how employees work by making writing and problem-solving easier. Your employees can now automate repetitive tasks, brainstorm ideas faster, and generate content in minutes. However, this convenience also comes with significant risk. One careless prompt can:

• Compromise confidential client or firm information

• Lead to financial losses through data breaches or fraud

• Violate attorney client privilege

• Damage your firm’s reputation

• Result in legal penalties 

• Disrupt business operations through security incidents

At Digital Crisis, we help law firms integrate AI into their systems. Our experts will guide your team on how to use ChatGPT or similar AI tools, while maintaining compliance and reducing the risk of data leaks. We also offer data backup and recovery so you can recover quickly after a disaster. Call us or fill out our form to book a consultation.