Your company's AI use rules are unclear
Example situation
You want AI to summarize customer interviews; a colleague uses a personal account. You cannot find an approved-tool list or a rule for the interview notes.
Our recommendation
Ask your manager or AI approver to confirm the tool, task, information, and required review before using restricted workplace data. While waiting, use permitted invented examples and keep actual work in authorized tools and processes.
If you are the team member
“I want to summarize these interviews using this tool. The notes contain customer details. Is this tool approved for that information, and what review is required?”
Removing names from real notes does not establish that the remaining information is appropriate to share.
Once approved, compare the summary with the source notes. Check factual claims and omitted qualifications before using it in a recommendation. Have a person review summaries used in customer or business decisions, and follow disclosure requirements.
If you are the manager
Take the team member's task to whoever authorizes tools and data use, such as security or data governance.
Explain the decision with an example: permitted information, approved tool, and required checks before sharing. Arrange access to the approved tool if the task is authorized.
Act during the conversation when someone asks before using uncertain data or identifies an error in an AI summary. Share the resolved rule or useful check with the team, using only information appropriate to disclose. Update the instructions when approved uses change.
The responsibility behind this situation
New Employee Guide Use AI without breaking trustLast Updated: