How do we use AI chatbots securely as an organisation?

Treat an AI service like any other supplier that processes your data, and set it up deliberately. Choose one or two approved services and use business accounts, with single sign-on and multi-factor authentication, so that leavers lose access and admins can see usage. Check the contract: whether your data is used for training, how long it is kept, where it is processed, and whether a data-processing agreement under GDPRGDPR: General Data Protection Regulation. The EU data protection law (Regulation (EU) 2016/679). is in place. Write a one-page policy with examples of what may and may not go in, and who to ask. Turn on the provider's admin controls, such as retention limits and restrictions on plugins or connectors. Decide how outputs are reviewed before they reach customers or production code. Train people on the policy and on the AI Act's literacy duty. Then check reality: from the Pro plan NetSenX shows which AI services hosts actually use, including unapproved ones and local models, and how much data goes to each, without reading the content.

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