AI tools are becoming everyday companions in the Philippine workplace. From drafting reports to analyzing sales data, many employees now rely on ChatGPT and similar platforms. The problem? Most are using free or personal accounts. That means sensitive company information—sales figures, customer lists, even contracts—may be unknowingly shared outside your walls.
This is what experts call “shadow AI”: when staff adopt tools without company oversight. The issue isn’t that AI itself is unsafe, but that unguarded use opens the door to risk. The challenge for executives is simple: encourage productivity while keeping company data secure.
As retail executives, here’s how you can quickly reduce that risk and protect your business:
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Establish a Clear AI Policy. Draft a one-page guideline on approved tools, what data is off-limits, and who employees can consult if unsure. Clarity prevents mistakes.
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Train Your Teams. Run a 30-minute session on AI do’s and don’ts. Staff need to know both the benefits and the boundaries of responsible use.
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Promote “Temporary Chats.” Encourage disposable, session-only conversations so prompts aren’t stored.
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Turn Off Data Sharing. Most tools default to using your inputs for “training.” Switch this off in settings—it only takes a minute and greatly reduces exposure.
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Review Core Memory. Some AI apps save past prompts through a memory feature. Teach employees to check and clear this regularly so confidential details don’t linger.
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Apply the Email Test. A simple rule: if you wouldn’t email the information outside the company, don’t paste it into a free AI tool.
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Upgrade to Business-Grade Plans. Free accounts are for consumers. Paid plans—like ChatGPT Plus or Teams—provide stronger privacy controls, centralized management, and clear policies.
The Action Step: Issue a company advisory this week. Share these seven rules, provide approved accounts, and make safe AI use part of your corporate discipline. With guardrails in place, your teams can embrace AI’s power without putting your company’s crown jewels at risk.