ChatGPT didn’t leak your data, but your staff might have.

You’ve probably seen the headlines:

“ChatGPT chats exposed in Google search” “AI leaks thousands of conversations”

It sounds like a breach. But it wasn’t.

What happened wasn’t about hackers or backdoors, it was about users clicking “Share” inside ChatGPT and unknowingly making their chats public. Google simply picked them up.

No hack. No leak. Just a simple mistake that had big consequences.

But that’s not the real issue. The real concern for businesses is what this exposed:

AI is already inside your business. And you might not even know it.

The Rise of Shadow AI

Most teams are already using generative AI tools. Maybe they’re using ChatGPT. Maybe it’s Copilot, Bard, Claude, Notion AI, Grammarly, or others.

They’re using it to:

• Draft internal reports
• Write client-facing emails
• Rework proposals
• Speed up documentation
• Analyse meeting notes

They’re moving fast, trying to save time, trying to impress.

But in the rush to do more, they may be pasting in:

• Client names
• Commercial details
• Contracts
• Financial data
• Internal pricing
• Upcoming product plans

And they’re doing it in personal accounts, on tools that you haven’t approved, with no oversight or audit trail.

This Is Classic Shadow IT But With a Bigger Punch

Shadow IT is when staff use unapproved tools or platforms to get their work done. It’s not new. But AI has made it easier than ever. With just one browser tab, anyone can ask ChatGPT for help, no download, no request, no warning.

And when they do, they’re sharing data with a system you don’t control.

Here’s why this is a problem, especially for data-driven organisations:

The Business Risks Go Far Beyond Privacy

• Loss of control : You don’t know who’s using what tool. You don’t know what data they’re feeding into it. You can’t see it, track it, or stop it.
• No exit strategy : If someone shares sensitive data into ChatGPT today and leaves the business tomorrow, you can’t take that data back. It lives on in someone’s personal account, outside your reach.
• Legal exposure: Data entered into these tools may include personal or confidential information. That means you’re potentially breaching GDPR, client contracts, NDAs, and internal policies even without realising it.
• Your IP could train someone else’s AI: Unless you’re using a business version with data controls, the prompts and content entered might be used to improve future models. That means your unique ideas, strategies, pricing, or methods could become part of a public model available to anyone including your competitors.
• Trust and reputation :If clients found out their data had been fed into ChatGPT without their consent, what would that do to your relationship? Would they trust you again? Would you?
• Competitor advantage: If your team accidentally shares product roadmaps, R&D summaries, or sales tactics, you’re not just risking privacy, you’re giving away your competitive edge.

In fast-moving sectors like recruitment, finance, healthcare, or legal, data is everything. It’s your reputation. It’s your leverage. It’s your value.

Would you leave your CRM open to the public? Would you publish your pricing model on your website? No, but that’s essentially what shadow AI use can lead to.

And Now There’s Regulation Too

The EU AI Act has now been passed.

It puts legal obligations on companies that use AI in sensitive or high-risk ways, including processing personal data, making decisions about individuals, or handling regulated content.

Even if you’re UK-based, this still applies if you have EU clients, staff, or users.

You must:

• Assess the risks
• Keep human oversight
• Be transparent
• Protect data by design
• Maintain logs of how AI is used

This isn’t something to kick down the road.

What You Should Do Right Now

You don’t need to panic. You need a plan.

Start here:

1. Acknowledge the use

-Your team is already using AI. Accept it. Don’t ignore it.

2. Set ground rules

-Write an AI Acceptable Use Policy. Be clear about what’s OK and what’s not.

3. Offer a safe alternative

-If you want people to use these tools, give them the business version with admin controls.

4. Train your staff

-Most people don’t want to make mistakes. They just don’t know what the risks are.

5. Monitor and review

-Ask your IT and compliance teams to include AI in their regular reviews, just like email, data storage, or CRM tools.

Final Word

AI isn’t the problem. It’s how it’s being used, in the shadows, without structure, without thinking.

You can’t afford to lose your data. You can’t afford to hand your IP to a competitor. And you definitely can’t afford to say, “I didn’t know we were using it.”

This is your opportunity to take control, while you still can.

If you’re not sure where to start, we can help you build a simple plan that protects your business without slowing your team down.

Because in 2025, the worst leak might not come from a hacker. It might come from your own team, trying to save a bit of time.

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Need support reviewing how AI is being used across your business?

Let’s talk. We’ll help you put the right controls in place, without making things complicated.