How to Stay Safe When Using AI Tools: A Guide for Your Business

Artificial intelligence is transforming the way businesses work. From automated customer support to document drafting, data analysis and workflow optimisation, AI tools are now part of everyday operations. But while AI brings enormous benefits, it also introduces new risks, especially when it comes to security, privacy and data protection.

For organisations adopting AI, safety must be a top priority. At Forth Tech, we help businesses embrace smart technology confidently and securely. Here’s how you can stay safe when using AI tools.

1. Understand What Data You’re Sharing

AI systems often require input, documents, messages, customer details, or internal data, to generate useful results. But not all data should be shared.

Best practices:

• Never enter confidential client information into public AI tools.
• Avoid uploading sensitive files such as financial records, HR documents or proprietary data.
• Check whether the tool stores or uses your data for model training.

A good rule of thumb: if you wouldn’t email it to a stranger, don’t put it into an AI tool.

2. Choose Trusted, Secure AI Platforms

Not all AI tools are created equal. Free or unknown platforms may lack proper protection and could expose your data to cyber risks.

When selecting AI tools:

• Look for providers that offer clear privacy policies and enterprise-grade security.
• Ensure the tool complies with GDPR and other relevant regulations.
• Prefer business-tier AI solutions that offer data isolation and stronger security controls.

Forth Tech can help you evaluate tools and select secure, reputable platforms for your team.

3. Implement Strong Access Controls

AI tools should be treated like any other business system when it comes to security.

To reduce risks:

• Ensure only authorised staff have access to AI tools.
• Use multi-factor authentication (MFA) where possible.
• Restrict admin-level access to IT or trained personnel.
• Disable or remove unused accounts to prevent misuse.

These measures help protect your organisation from internal and external threats.

4. Train Your Team on Safe Usage

Human error is one of the biggest risks when introducing new technology. Employees need clear guidance on when and how AI should be used.

Training should cover:

• What types of data can and cannot be entered into AI tools.
• Risks of over-relying on AI-generated content.
• How to spot inaccurate, biased or misleading outputs.
• How and when to involve IT for support.

A knowledgeable team is your first line of defence.

5. Verify AI Outputs Before Using Them

AI is powerful, but not perfect. It can produce incorrect information, outdated advice, or content that sounds confident but is simply wrong.

Remember to:

• Fact-check important outputs.
• Review content for accuracy, tone, compliance and brand alignment.
• Confirm anything legally or financially sensitive with a human expert.

Think of AI as an assistant, not an authority.

6. Protect Your Endpoints

AI tools often run in browsers or cloud platforms, making endpoint security even more important.

Ensure devices are protected with:

• Modern antivirus and anti-malware
• Up-to-date operating systems
• Secure browsers
• Patch management and monitoring

Forth Tech provides continuous monitoring and advanced cybersecurity solutions to keep your business protected.

AI is an incredible asset, but only when used safely. By protecting your data, choosing trusted tools, training your team, and verifying outputs, you can enjoy the benefits of AI without exposing your organisation to unnecessary risks.

With Forth Tech by your side, you can embrace artificial intelligence confidently and securely. If you’re ready to implement AI tools safely and effectively, we’re here to help. Just call our team on 0333 9000 100 or email: info@forthtech.co.uk.