AI tools are becoming more common in everyday work, from writing reports to summarising documents. But a common question is: can we use them safely, especially when dealing with business or customer information?
You may have seen that tools like Microsoft 365 Copilot are often allowed at work, while tools like ChatGPT are sometimes blocked.
At first, this can feel confusing. They seem to do similar things. So why is one allowed and the other not?
The simple answer is about where your information goes.
What Copilot does differently
When you use Copilot in apps like Word, Excel, Outlook, or Teams, it works inside the same system your company already uses every day. This means:
- Your information stays within your company’s systems
- Only people who already have access can see it
- Your data is not used to train public AI tools
- Your company keeps control over how information is handled
In short, Copilot helps you work with your data, but it does not share it outside the business.
Why public AI tools are treated more cautiously
Public AI tools are different. Unless your company has set them up in a secure way, anything you type into them could be processed outside your organisation. This can lead to risks like:
- Sharing sensitive business or customer information externally
- Losing control over where that information ends up
- Breaking company policies or data protection rules
That is why many businesses choose to limit or block them.
A simple approach for everyday use
- Use approved tools like Copilot when working with company information
- Do not paste sensitive details into unapproved AI tools
- If you would not send the information outside the business, do not put it into a public AI tool
It is also important to remember that “approved” does not mean perfect. AI can still make mistakes or misunderstand things. Always check anything important, especially when it relates to food safety, audits, or compliance.
The key point is this: it is not really about which AI tool is better. It is about keeping your information safe and under your company’s control.
Used properly, AI can save time and improve the quality of work. The goal is to use it in a way that keeps your business and your data protected.