Can I put this data into AI?
This free AI data sharing checker tells you whether data is fine for an AI tool, needs approval first, or should stay out, and why. Pick the data and the kind of tool.
Runs in your browser. Nothing you choose is sent anywhere or saved. General guidance only, not legal advice.
What are you working with?
Choose the data and the kind of AI tool. Nothing you pick leaves your browser.
Consumer plans may keep your conversations and use them to improve models unless you change the settings, and your organization has no contract with the provider.
The answer
Customer personal data in a free or personal AI chatbot account
Keep it out
A free or personal AI chatbot account isn’t suitable for customer personal data. This kind of data needs at least business plan or AI built into approved software, plus approval.
Why it matters
Privacy laws such as GDPR and CCPA limit how personal data may be shared with service providers, and customers expect you to protect it.
Also check: Privacy laws may require a data processing agreement, a lawful basis, and in some cases telling the people concerned.
What to do instead
- Remove names, contact details, and account numbers, or use made-up examples.
- If the work really needs AI, ask your security or legal team which approved option can handle it.
All the answers at a glance
Each row shows the answer for that data in each kind of tool, with no identifiers removed. Your pick is outlined.
| Free or personal AI chatbot account | Paid personal or small-team plan | Business plan | Private deployment you control | |
|---|---|---|---|---|
| Public information | Fine | Fine | Fine | Fine |
| Everyday internal drafts and notes with nothing confidential | Ask first | Fine | Fine | Fine |
| Proprietary source code | Keep out | Ask first | Fine | Fine |
| Unreleased products and strategy | Keep out | Ask first | Fine | Fine |
| Non-public financial information | Keep out | Ask first | Fine | Fine |
| Confidential information from customers or partners | Keep out | Keep out | Ask first | Ask first |
| Customer personal data | Keep out (your pick) | Keep out | Ask first | Ask first |
| Employee and HR records | Keep out | Keep out | Ask first | Ask first |
| Health information | Keep out | Keep out | Keep out | Ask first |
| Data about children | Keep out | Keep out | Keep out | Ask first |
| Legally privileged material | Keep out | Keep out | Keep out | Ask first |
| Payment card and bank details | Keep out | Keep out | Keep out | Ask first |
| Passwords, keys, and credentials | Keep out | Keep out | Keep out | Keep out |
How to use it
- Choose the data. Pick the type that best matches what you want to share. If it sits between two, pick the more sensitive one.
- Choose the tool. Pick the kind of AI tool you’d use, from a free chatbot account to a private deployment.
- Read the answer. See whether it’s fine, needs approval, or should stay out, with the reason and what to do next. Copy it to share with your team.
Sharing data with AI tools, explained
- What data should you never put into an AI tool?
- Passwords, keys, and other credentials never belong in an AI tool. Beyond that, keep out anything you are not allowed to share with an outside service: customer and employee personal data, health and payment information, privileged legal material, and confidential information from customers or partners. A tool with a business contract and your organization’s approval can change the answer for some of these.
- Is it safe to put customer data into ChatGPT or other AI tools?
- Not into a free or personal account. Those plans may keep your conversations and use them to improve models, and your organization has no contract with the provider. Customer personal data generally needs a business-grade tool with data protection terms, plus approval, and privacy laws may add requirements of their own.
- Does removing names make personal data safe to use?
- It lowers the risk but doesn’t remove it. Job titles, rare conditions, locations, or small groups can still identify a person. This checker treats removing identifiers as a step down in sensitivity and still asks for approval.
- What is the difference between a free plan and a business plan?
- Business and enterprise plans typically come with a contract that includes data protection terms, no training on your data, admin controls, and logs. Free and personal plans usually don’t, and their settings and terms can change without any agreement with you.
- Does turning off training make a tool safe?
- It helps, but it is only one part. You should also look at how long data is kept, who at the provider can see it, where it is stored, and what contract protects you. The checker treats paid personal plans as a step above free ones for this reason, not as business-grade.
- How does the checker decide?
- Each kind of data has a sensitivity level and each kind of tool has a protection level. If the tool offers enough protection, the answer is fine or ask first. If it is one step short, the answer is ask first for lower-risk data and keep it out for sensitive data. Two steps short, or credentials, is always keep it out. The rules lean cautious on purpose.
- Is this legal advice?
- No. It is general guidance based on common practice. Laws and contracts differ by country, state, and industry, so follow your organization’s policy and ask your legal or security team about anything you’re unsure of.
I’m Courtney Stephenson, an AI strategy and implementation leader, and I built this tool. Get in touch if you need help setting data rules for AI. To write them down, try the AI acceptable use policy generator.
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