01
Why a ban is not enough
People under time pressure will use familiar tools for summaries, translations and drafting. A ban without an alternative moves use beyond organisational visibility.
Begin with a non-punitive review of tasks, tools and data. The goal is to reduce risk while preserving legitimate productivity.
02
Define data boundaries
Use short rules and examples. Personal data, trade secrets, client information, code and security details require supplier controls and a valid purpose.
State what is allowed in an approved tool, what requires anonymisation and what is prohibited.
03
Offer a safe alternative
Choose business terms, managed accounts, retention controls, auditability and clear data-use commitments.
- company sign-in and access removal;
- controlled integrations and extensions;
- rules for files and sensitive data;
- approved use cases;
- a named route for assessing new needs.
04
Monitor proportionately
Track approved use cases, reported incidents, common needs and training effectiveness. Do not collect complete conversation content unless it is necessary and justified.
Review the policy regularly because product terms, technology and work practices change quickly.
SOURCES
Verified source material
Information was checked on the publication date. Legal obligations should always be assessed for the specific organisation and use case.