Is AI safe for client data? Privacy basics for solo businesses

What not to paste, which settings to check and how to keep client confidences when you use AI.

Your clients trust you with their details. Using AI doesn't have to break that trust, but it does mean a few habits and a few settings. This isn't legal advice. If you work in a regulated field or have signed confidentiality agreements, check your own obligations before you paste anything.

What not to paste

• Passwords, card numbers and bank details. Never, for any reason.
• Health, legal or financial details about a client unless you're sure your obligations allow it.
• Anything you promised to keep confidential. If a contract says it stays private, it stays out.
• More than the task needs. To draft a reply, the AI rarely needs a full name, address and phone number. Use a first name, or "the client".

Check the training setting

Both Claude and ChatGPT let you choose whether your chats are used to improve their models.

1. In Claude, open your privacy settings and look for the Model Improvement setting. Turn it off if you don't want your chats used for training.
2. In ChatGPT, go to Settings, then Data Controls, and turn off the option that lets your chats be used to train the model.

Both also have a chat mode that isn't kept in your history: Incognito chats in Claude, Temporary Chat in ChatGPT. Note that thumbs up and thumbs down feedback can be handled under different rules, so read the provider's privacy pages if you use it.

Review connector permissions

When you connect your email, calendar or files, the AI can read what's there. ChatGPT calls these connected apps plugins; Claude and Grok call them connectors. Once a month, check which ones are switched on and disconnect any you don't use. In Claude, Gmail actions such as sending ask for your approval by default. Leave that on, and don't approve sends: send from your own inbox after reading the draft, as in let AI draft every reply, never send one.

Keep client confidentiality

• Tell clients you use AI tools to help draft and organise, if your field or contracts expect that. Many clients appreciate knowing.
• Keep one Project per business, and don't mix personal chats with client work.
• If you keep customer project files, store only what you need, and delete files for clients you no longer work with.
• Use a strong password and two-step sign-in on the email or Google account you use to sign in to your AI tool.

The short version

Paste less, check the training setting, review connectors monthly and send everything yourself. Settings change over time, so read the current privacy pages from your provider once in a while, and check your own obligations whenever you take on a client with special requirements.

• More guides
• Always-on AI agents: Grok Bot, ChatGPT dots and Claude Cowork →
• Let AI draft every reply, never send one →
• Write rules once so Claude remembers your voice →