Why Your Business Needs an AI Usage Policy
Generative AI tools like ChatGPT have quickly become everyday business helpers, streamlining tasks, boosting creativity, and even improving customer support. But while they offer exciting benefits, there’s a hidden risk many small businesses overlook. They may accidentally expose your company’s sensitive data.
Chances are, your team is already using tools like ChatGPT to write emails, summarize documents, or analyze data. But without proper guardrails in place, they may be unknowingly feeding private information like client details, financials, or internal strategy into third-party systems. And once that data is entered, you lose control over how it’s stored, used, or shared.
AI tools are only as safe as the policies that guide their use. Without clear rules, employee training, and usage tracking, even well-intentioned prompts can quietly put your business at serious risk.
The Danger of One Simple Prompt
Let’s break down a common scenario:
A marketing manager wants help writing a sales email, so they paste part of a client proposal into ChatGPT to “rewrite it with more impact.” That proposal may include pricing, client names, or confidential strategy. Even if ChatGPT says it doesn’t store data permanently, OpenAI’s own terms of use allow for the review of prompts to improve system performance, unless data usage is explicitly opted out via their enterprise features.
Imagine this playing out across other departments. Sales sharing forecasts, HR running offer letters, or finance staff asking AI to summarize P&L reports. Each instance increases your company’s digital exposure.
Without an AI use policy, you have:
- No visibility into what’s being shared
- No tracking of tool usage across teams
- No protection against inadvertent data leaks
- No standardized training to help employees use AI responsibly
And if your company handles regulated or sensitive data (e.g., healthcare, finance, or intellectual property), the risks multiply fast, especially from a cybersecurity or compliance standpoint.
Shadow AI
Shadow IT, the use of unauthorized tools and platforms, isn’t new, but today’s version is. Shadow AI happens when employees quietly integrate ChatGPT, Gemini, or Copilot into workflows without oversight.
The problem isn’t that your team wants to be more efficient. It’s that without oversight; you can’t manage risks. Shadow AI:
- Bypasses your IT and security controls
- Introduces unknown data sharing risks
- Conflicts with your existing cybersecurity policies
- Makes it hard to trace accountability if something goes wrong
69% of organizations believe they are not fully prepared to manage the risks associated with AI.
TeamMIS’s Advice on Safely Using AI
At TeamMIS, we believe AI can be a powerful tool, but only when it’s approached with strategy, structure, and security in mind. Here’s how we help our partners safely adopt AI tools like ChatGPT:
- Create a Custom AI Use Policy
We work with leadership and legal teams to craft policies that define:
- What tools are approved
- What data is allowed in prompts
- How AI output should be reviewed before use
- Deliver Company-Wide Awareness Training
We run live or virtual training sessions that help employees:
- Understand AI benefits and risks
- Recognize sensitive data
- Learn how to use AI ethically and safely
- Deploy AI Activity Monitoring Tools
We implement systems to monitor AI-related traffic, flag anomalies, and report usage patterns so your team stays protected without micromanagement.
- Align AI Use with Compliance Goals
We ensure your AI use stays in line with industry standards whether you’re governed by HIPAA, FINRA, or general best practices for data security.
- Plan for Future AI Growth
From Microsoft Copilot to internal automation tools, we help you prepare your tech stack and infrastructure for the next wave of AI, without compromising control.
Use AI Safely Without Compromising Your Data
AI can be a powerful ally in helping your team work smarter. But without the right usage policies in place, it can quietly become one of your biggest security risks. As AI tools become more integrated into daily workflows, it’s important to control how and where your data is being used.
Take control of your AI strategy now. It starts with awareness, clear policies, and the right partner by your side.
Is your team using ChatGPT without you knowing? Let’s find out.
Schedule a free AI Risk Discovery Session with TeamMIS. We’ll help you assess your current exposure and take the first steps toward safe, smart AI adoption.
