Artificial Intelligence (AI) – Safe Use & Data Security
Artificial Intelligence (AI) is rapidly becoming part of everyday business tools. It can improve productivity, automate tasks, and help teams work more efficiently.
It’s natural to have questions Like:
“Is my data safe?”
“Who can see what?”
How should we be using AI in our business?
Our Approach to AI
As a Microsoft 365-focused provider, we recommend Microsoft Copilot as the safest and most appropriate AI solution for business use.
This is because it is built directly into your existing Microsoft environment and follows the same security and access rules you already have in place.
Is My Data Safe with Copilot?
In simple terms: yes: when used within Microsoft 365, your data remains protected. Here is how…
Your data stays within your organisation
Copilot operates inside your Microsoft 365 environment and is not shared with other organisations.
It does not use your data to train AI models
Your documents, emails, and prompts are not used to train underlying AI models.
It only shows what users already have access to
Copilot respects your existing permissions and access controls that are already in place.
It uses enterprise-grade security and compliance
Including encryption, identity protection, and audit capabilities already built into Microsoft 365.
While Copilot is secure, it is important to understand:
AI doesn’t create new risks, it highlights existing ones. For example: If users already have access to sensitive data, AI may surface it more easily. Poor file permissions or oversharing can become more visible. Good data management remains essential!
AI Tools Outside Microsoft 365… What You Need to Know:
There are many AI tools available publicly (such as ChatGPT, Gemini and others). These can be useful, but they work very differently to Microsoft Copilot.
Here are some key considerations:
- Your data may leave your organisation.
Public AI tools often process data outside your controlled environment (potentially in different countries or regions). - Data handling is not always clear. It is not always obvious: Where your data is stored, how long it is retained or who may have access to it.
- Some tools may use your inputs to improve their models. Depending on the platform and settings, data entered into AI tools may be reused for model training or analysis.
- Limited visibility and control. Unlike Microsoft 365: You may not have audit logs, you may not be able to apply company policies or restrictions.
- “Shadow AI” risk: Employees using unapproved AI tools can unintentionally introduce data security risks.
Sensible AI Usage Guidelines
Not all AI tools are designed for business use, and not all provide the same level of security, compliance, or transparency. This doesn’t mean these tools should never be used, but they should be used carefully and with clear business policies.
Be mindful of what you input
Avoid entering highly confidential business information, personal or sensitive data unless approved.
Keep business data within approved tools
Where possible, use AI tools that are integrated into your business systems (e.g. Microsoft 365).
Check your file access permissions
Make sure staff only have access to what they need and that shared folders and links are regularly reviewed.
Validate AI-generated content
AI is powerful, but not perfect. Always sense check outputs and verify important information.
Have an internal AI policy
What tools can be used, what data can be entered and how should outputs be reviewed.
Our Recommendation
To summarise, AI can deliver significant benefits to your business. Security depends on where and how you use it. Microsoft Copilot provides the strongest alignment with business-grade security and compliance for Microsoft 365 users.
Every organisation is different. While we provide guidance and recommendations, each business should decide how AI is used based on its own risk profile, compliance requirements, and operational needs. If you’d like help reviewing your environment or preparing for AI adoption, we’re here to help.