How to use AI tools safely at work and recognise AI-powered threats including deepfakes and AI-generated phishing.
AI Security Risks and Safe AI Usage
AI tools like ChatGPT, Microsoft Copilot, and Google Gemini are transforming how we work. But they introduce new security risks — both as tools we use and as weapons attackers use against us.
How AI Data Leakage Happens
⛔ Important
When you paste customer data, internal financials, or credentials into a public AI chatbot, you lose control of that data permanently. Even if the provider says they don’t train on your data, the data has left your organisation’s security boundary. If you wouldn’t post it on Twitter, don’t paste it into an AI tool.
Risks When Using AI Tools at Work
Data Leakage
Never input into public AI tools:
- Customer personal information or account details
- Internal financial data, budgets, or pricing strategies
- Passwords, API keys, or credentials
- Confidential contracts, M&A plans, or intellectual property
Shadow AI
Employees using unsanctioned AI tools (outside IT approval) create risk because data handling practices are unknown, the tool may not meet your organisation’s security or privacy standards, and there is no audit trail.
⚠ Warning
Always use AI tools approved by IT. The fact that a tool is free and popular does not mean it is safe for work data. Your IT team needs visibility into what tools are being used and what data is flowing into them.
AI as an Attack Weapon
AI-Generated Phishing
Attackers use AI to produce perfectly written, personalised phishing emails. Traditional advice to “look for spelling mistakes” no longer applies.
Deepfake Attacks
⛔ Important
If you receive an unexpected phone call — even appearing to be from someone you know — requesting urgent financial action or sensitive information, hang up and call back on a number you already have for that person. No legitimate request will be blocked by this step.
Staying Safe With AI
| Safe | Unsafe |
|---|---|
| Drafting general internal emails | Pasting customer PII into prompts |
| Asking general coding questions | Including API keys or credentials in prompts |
| Summarising publicly available info | Uploading confidential contracts |
| Using IT-approved Copilot for M365 | Using personal ChatGPT for work tasks |
| Generating marketing copy ideas | Inputting patient or financial records |
Is your team using AI safely?
Staff are already pasting company data into AI tools — the only question is whether it’s happening safely or in the shadows. Mobile Techs IT Service helps Gold Coast businesses get ahead of it — practical AI usage policies, secure IT-approved AI tools like Microsoft Copilot, data protection controls, and awareness training covering AI-generated phishing and deepfake scams. Home users welcome too — on-site or remote, anywhere in Australia.
Get an AI-safe usage policy → or call 1300 644 588
