AI Tools for Small Business
AI tools can genuinely help a small business, but the risk sits in what staff type into them and which vendors you trust with your data. Agree what staff can and cannot put into an AI tool, and check the vendor’s data policy before signing up.
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Why AI tools need care in a small business
AI tools like ChatGPT, Copilot, and countless smaller AI apps are now used by small businesses of every kind, from drafting emails to analysing spreadsheets. Used well, they save real time. Used carelessly, they can leak customer data, breach GDPR, or hand a criminal exactly what they need for a convincing scam. Business owners often treat AI tools as just another app, no different to a word processor. In reality, most send whatever you type to a third-party company’s servers, and once your business’s customer data leaves your systems, you have far less control over what happens to it.
Safe habits for small business AI use
Five habits every small business should have in place before staff start using AI tools.
5 steps
How it goes wrong
A single careless paste can turn into a reportable data breach:
4 steps
How to protect yourself
3 steps
Frequently asked questions
Do I need customers’ consent to use AI tools on their data?
Generally your existing lawful basis under GDPR can cover it, but you need a data processing agreement with the AI vendor and to reflect it in your privacy policy.
Which AI tools are safest for a small business?
Business or enterprise tiers of well-known providers generally offer stronger data protections than free consumer versions.
What should be in a basic AI use policy?
What staff can and cannot type into AI tools, which tools are approved for use, and who to ask before trying a new one.
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