ChatGPT for work: privacy, settings and rules to set up first

In almost every company someone uses ChatGPT. Often with a free or personal account. That seems harmless, until someone pastes a client contract or personnel file into a chat. Then company data sits in an account you have no view of. If you want to use ChatGPT for work, you arrange three things up front: the account, the settings and the agreements.

Choosing a business ChatGPT account

OpenAI has two business plans. ChatGPT Business, formerly called Team, is meant for teams of two users or more. ChatGPT Enterprise is for larger organisations with higher requirements for administration and security. With both, OpenAI does not use your data to train models by default. You manage users centrally and pay through one invoice. A personal Plus account has no central management.

ChatGPT for work: the settings

• Let employees sign in with their work account through single sign-on, if your plan supports it.

• Decide which connectors may be switched on, such as Google Drive, SharePoint or Slack.

• Check how long conversations are kept.

• Limit who may invite new users, so you do not pay for extra seats unnoticed.

• Record who the administrator is.

Is ChatGPT safe for your business? ChatGPT privacy and GDPR

That depends on how you use it. With a business account, good settings and clear agreements, the risk is manageable. With separate personal accounts you do not know where your data goes. Mind the GDPR as well. If you put personal data into ChatGPT, you process that data, so you sign a data processing agreement with OpenAI. And make sure your employees know which data they do not enter.

That is also part of the AI literacy the law requires from your business.

Using ChatGPT at work: the rules for your team

An account and settings are the basis. The agreements decide how your team works with it. Record at least this:

• which data never goes into ChatGPT, such as personal data of clients or employees

• for which tasks your team does and does not use ChatGPT

• that someone checks the output before it goes to a client

• that employees only use the business account

• who to contact with questions or mistakes

Keep it short. A one-page policy that everyone reads works better than a twenty-page document in a folder.

ChatGPT for your team without the sprawl

Start with a small group. See which tasks deliver the most and record those. Then roll it out to the rest of the team, with a short AI training. Want help drawing up the agreements? See how we help companies with an AI policy. Or first read how to work safely with AI.