Posted by: Aubrey Felix on January 29, 2025 at 5:10 pm
Picture made with DALL-E AI
It feels like all we hear about now is AI. And there are many mixed opinions on it. Is it safe? Is it dangerous? Is it taking over our jobs? I’m sure you’ve heard all of those questions before. While some love to use AI, others don’t. But the reality is AI is here to stay. While it can pose some security risks, it can also make our work lives easier like helping you save time or streamline tasks. But, like any tool, it can be dangerous if used incorrectly. So before you jump in, it’s essential to know how to use AI safely—especially if you’re running a small business.
Here’s a straightforward guide to help you embrace AI while keeping your business secure and compliant with data privacy laws.
1. What Does It Mean to Use AI Safely?
When we talk about using AI safely, it’s about protecting sensitive information and following privacy regulations like GDPR (General Data Protection Regulation), HIPAA (Health Insurance Portability and Accountability Act), and CCPA (California Consumer Privacy Act). For example, you could use AI to draft a proposal. If you upload sensitive client data, you could inadvertently breach confidentiality or even privacy laws. Basically, using AI safely ensures your business avoids mistakes that can cost your business a lot of money. And it can build trust with your customers. So you need to be careful about what you share, and what tools you use. How do you do that?
2. Choose Secure AI Tools
Not all AI tools are created equal. When deciding which ones to use, look for tools that:
- Explain how they handle your data.
- Comply with privacy laws like GDPR or HIPAA.
- Offer security features like data encryption and user permissions.
Make sure to go with reputable providers. A fancy new app might look cool, but if it lacks proper safeguards, it’s not worth the risk.
Is There a Private and Secure AI Option?
If you’re handling sensitive or client-specific data, using AI tools connected to the internet might not be the safest option. Here are some things to consider:
- OpenAI API (Cloud-Based): While OpenAI currently doesn’t offer an official on-premises solution, their API (Application Programming Interface) allows secure integrations. However, it requires data transmission over the internet, so it may not be ideal for sensitive information.
- Azure OpenAI Service: Microsoft’s Azure OpenAI Service provides strong security features, including compliance with GDPR, HIPAA, and FedRAMP (Federal Risk and Authorization Management Program). While not on-premises, it operates in a highly secure cloud environment.
- Open-Source Models: Consider using open-source AI models like GPT-J or Llama 2, which can be hosted on your own servers. This gives you full control over data handling, but it requires significant technical expertise.
- Custom AI Solutions: For highly specific needs, work with an AI developer to build a private solution tailored to your business.
Important Considerations:
- Use encryption to protect data.
- Enforce access controls to limit who can interact with the AI system.
- Regularly audit the system to ensure compliance and security.
3. Teach Your Team How to Use AI Safely
Your employees are the first line of defense when it comes to safe AI use. Make sure they know:
- Never to share sensitive information with AI tools.
- To double-check AI-generated outputs for errors or bias.
- To follow basic privacy laws that apply to your business.
AI is a tool, not a decision-maker. Your team still needs to review and approve its results.
Don’t Blindly Trust the Facts
Here’s something you might not know: AI hallucinates. Well, not actual sense of the word. But an AI hallucination, is where the AI generates false or misleading information that sounds factual but isn’t true. But don’t be worried if you are fooled, many are. AI tools like ChatGPT can be incredibly convincing—even when they’re completely wrong. For example: It might invent fake statistics to make a point. It could create quotes from people who never said them. Or it might cite non-existent studies or articles. Let’s say you ask an AI tool to write about manufacturing statistics. If it doesn’t have accurate data, it might generate numbers that sound plausible but have no basis in reality. Unless you fact-check those numbers, you risk spreading misinformation—and damaging your credibility.
How Can You Prevent This?
- Fact-Check Everything: Treat AI as your assistant, not a replacement for you. Always verify statistics, facts, and references before sharing or publishing its content.
- Use Trusted Sources: When asking AI to write about a topic, provide it with specific, verified sources to base its answers on.
- Don’t Rely on AI Alone: AI can speed up tasks, but it can’t replace your judgment and common sense. No matter what you are writing, have a real person review it for accuracy.
Use AI for the Right Tasks
AI is great for automating repetitive tasks like sending follow-up emails, analyzing sales trends, or brainstorming content ideas. Keep it practical, and don’t rely on AI for anything involving highly sensitive data.
4. Comply with Privacy Laws
Compliance matters. Depending on your industry and where your customers are, you might need to follow regulations like:
- GDPR (General Data Protection Regulation): Covers customer data in the European Union. This could be important if you are doing business with a company that works out of the EU.
- HIPAA (Health Insurance Portability and Accountability Act): Protects healthcare information, and regulates how healthcare providers and businesses handle data. This can even apply to companies that are medical device manufacturers and pharmaceutical manufacturers.
- CCPA (California Consumer Privacy Act): Governs data privacy for California residents. This also applies to businesses outside of California that collect personal information from California residents.
5. Keep Security in Mind
AI can help, but it’s not invincible. Here’s how to keep your data secure:
- Enable multi-factor authentication (MFA) on AI accounts.
- Update software regularly to patch security vulnerabilities.
- Back up important data to avoid losing it to glitches.
Why AI Safety Matters
If you use AI responsibly you will help protect your business. And you will help earn your clients trust. If clients, customers, or employees spot inaccuracies in your content, it could harm your reputation. And that’s the last thing you would want. When you know how to use AI safely, you can take advantage of its benefits without putting your business at risk.
Have questions about staying compliant and secure while using AI? Not sure which laws apply to your business? Contact TAZ Networks. We’ll help you protect your business and ensure you have the right security measures in place to use AI effectively and safely.
Helpful Resources That Will Help You to Use AI Safely