When you type into a chatbot, it can feel like a private chat. It usually isn't. Your words are sent over the internet to a company's computers. Depending on the product and your settings, they may be saved, read by staff for safety checks, or used to improve the tool. Rules differ between companies and change over time, so don't assume any one tool works a certain way.
A simple habit helps: treat a chatbot like an outside party. Before you paste something, ask yourself, "Would I be fine handing this to a stranger who works at a tech company?"
Things to keep out
Some information is worth leaving out almost every time:
- Passwords and login codes. No chatbot needs your real password to help you. If you want advice on making a strong one, describe the idea instead.
- Personal details about other people. Your friend's address, your coworker's health issue, or a family member's text messages are not yours to share.
- Confidential work material. Client files, contracts, sales numbers, and internal plans may be covered by rules or agreements you have to follow.
- Health and money details. Medical results, bank statements, and tax forms can harm you if they end up in the wrong place.
Check the rules first
If you use AI for work, find out what your employer allows. Many workplaces have a policy that says which tools are approved and what kind of data can go into them. Some provide their own tool with stricter privacy terms. If you can't find a policy, ask before you paste.
It's also worth opening the settings of any AI tool you use. Look for options about chat history and whether your conversations can be used to train or improve the product. Read the words on the screen rather than guessing.
Anonymize before you paste
Often you can get the help you want without the private parts. This is called anonymizing: removing or replacing anything that points to a real person or company.
- Swap names for placeholders like "Client A" or "my manager."
- Remove phone numbers, addresses, account numbers, and dates of birth.
- Round or change numbers that aren't needed for the task.
- Describe the situation in general terms instead of pasting the original.
For example, instead of pasting an angry email from a named customer, you could write: "A customer is upset that their order arrived late for the second time. Help me write a calm, polite reply." You'll get almost the same help, and nothing private leaves your hands.
Try it
Open the AI tool you use most and find its privacy or data settings. Write down two things: whether your chats are saved, and whether you can stop them being used to improve the product.