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Last month, a friend asked me to look at an AI tool she was using for work. She'd been pasting client contracts into it for weeks. When I checked the privacy policy, I found this gem: "We may use your inputs to improve our models."
Her clients' private data? Now part of an AI training set. Forever.
This happens more than you'd think. A Samsung engineer leaked company secrets through ChatGPT. Lawyers have submitted AI-generated fake cases to courts. And regular people paste sensitive stuff into AI tools every day without thinking twice.
Here's the thing: using AI safely isn't hard. You just need to know what to look for.
What's In This Guide
- What is GDPR? (The 30-Second Version)
- The 4 Questions to Ask Any AI Tool
- Red Flags to Watch For
- What Healthcare AI Gets Right
- A Simple Checklist Before You Sign Up
- Common Questions
What is GDPR?
GDPR is a European law about data privacy. It says companies must:
- Tell you what they do with your data
- Ask permission before using it
- Delete it when you ask
- Keep it safe from hackers
If they mess up? Fines up to €20 million.
Why should you care if you're not in Europe?GDPR applies to anyone handling EU residents' data. If you have one European client, customer, or user, it applies to you. California, Brazil, and others have copied it.
Here's why this matters for AI: when you type into an AI tool, that's data. Your words. Your clients' names. The contract you're summarizing. All of it.
And here's the scary part: 78% of employees admit to putting sensitive work data into AI tools. Many don't think about where it goes.
The 4 Questions to Ask Any AI Tool
Forget the legal jargon. Here are the only four questions that matter:
1. "Do you train on my data?"
This is the big one. When you type something into an AI, does it become part of the AI's brain forever?
Good answer: "No, we don't use your data for training" or "You can opt out"
Bad answer: "Your inputs help improve our models" (translation: we keep everything)
When you use InPage AI to generate a response or draft an email, we process it and throw it away. Nothing is stored. Nothing is trained on.
2. "Where does my data go?"
Data that travels to servers in other countries can be harder to protect. The safest bet? Servers in the EU.
| Where it's processed | Safety level |
|---|---|
| EU/Europe | Safest for EU data |
| UK | Good (similar laws) |
| USA (with safeguards) | OK, but check details |
| Unknown | Run away |
If a company won't tell you where your data goes, that's your answer.
3. "How long do you keep it?"
Some AI tools keep your data for months. Others keep it forever. The best ones delete it right away.
Good answers:
- "We delete data immediately after processing"
- "Data is automatically deleted after 24 hours"
- "You can delete your data anytime"
Bad answers:
- "We retain data to improve our services"
- Nothing mentioned
4. "Who else sees my data?"
Most AI tools use other companies behind the scenes: cloud servers, payment systems, etc. That's normal. But you should know who they are.
Look for: A list of "subprocessors" or "third-party services" somewhere on their site.
Worry if: They can't tell you who else handles your data.
Red Flags to Watch For
I've reviewed dozens of AI tools. Here's what makes me close the tab immediately:
No privacy policy at all
If they can't be bothered to write one, they can't be bothered to protect your data.
"We may share data with partners"
Translation: we sell your data. Or we might. Who knows?
Asks for permissions it doesn't need
An AI writing tool doesn't need access to your camera, microphone, or entire Google Drive.
No way to delete your account
If you can't leave, you can't control your data. GDPR requires a delete option.
Free with no clear business model
If you're not paying, you're the product. Your data is probably how they make money.
What Healthcare AI Gets Right
Want to see privacy done right? Look at healthcare.
Doctors handle the most sensitive data imaginable. Medical records. Mental health notes. Test results. One leak could destroy a patient's life. So healthcare AI tools have to be paranoid about privacy.
Here's what they do that regular AI tools often don't:
They strip out names before the AI sees anything
Healthcare AI tools replace identifying information (names, dates, ID numbers) with random codes before processing. So the AI might see "Patient X-7429 has condition Y" instead of actual names and addresses.
Journalhjelp, an AI tool for Norwegian doctors, takes this even further. Patient data is broken into pieces, processed separately, and only put back together at the end. Even if hackers broke in, they'd find meaningless fragments.
They delete data fast
Most healthcare AI tools delete your data within 24 hours. Compare that to some consumer AI tools that keep your chats for years. Or forever.
Why does this matter? Data that doesn't exist can't be leaked.
They log everything
Every time someone accesses healthcare data, it's recorded. Who, what, when, why. This creates accountability.
The lesson for everyone:You don't need healthcare-grade security for writing emails. But the principles are the same. Collect less data, delete it faster, and be transparent about what you do.
5 Things You Can Do Right Now
Even with a safe AI tool, your habits matter.
1. Remove names before you paste. Instead of "Can you summarize this email from John Smith at Acme Corp about our $50,000 contract?" try "Can you summarize this email from a client about a contract?"
2. Use work accounts, not personal ones. Business accounts usually have better privacy protections. Many AI tools offer enterprise plans where your data is completely separate.
3. Turn off "chat history" or "training" options. Many tools let you opt out of data collection. These settings are often buried in menus. Find them.
4. Check the privacy policy once a year. Companies change their policies. That AI tool that was safe last year might not be safe today.
5. When in doubt, don't paste it. If something is truly sensitive (legal documents, medical info, financial data), think twice.
A Simple Checklist Before You Sign Up
Before you use any new AI tool, run through this list:
Does it pass the basics?
- Has a privacy policy I can actually find
- Tells me where my data is stored
- Lets me delete my account and data
- Doesn't ask for weird permissions
What about my data?
- Tells me if data is used for training (and lets me opt out)
- Deletes data within a reasonable time
- Uses encryption (look for "AES-256" or "TLS")
Can I trust them?
- Company has a real address and contact info
- Has been around for more than 6 months
- Business model makes sense
If a tool fails more than two of these, keep looking.
How InPage AI Handles Privacy
I built InPage AI with privacy as a core feature, not an afterthought.
We don't store your content. When you use InPage AI to draft an email or write a response, we process it and immediately discard it. There's no database of your conversations.
We don't train on your data. Your inputs are yours. Period.
We ask for minimal permissions. The Chrome extension only requests what it needs to work.
We're transparent. Our privacy policy is written in plain English.
The best way to protect data is to not keep it in the first place.
Try Privacy-First AI
Write faster without storing or training on your data.
Add to Chrome
Common Questions
Is ChatGPT safe to use?
It depends. For personal stuff, probably fine. For work with sensitive data, be careful. By default, ChatGPT can use your conversations for training. You can turn this off in settings. Enterprise accounts have stronger protections.
What if I already put sensitive data into an AI tool?
Don't panic. Check if the tool lets you delete your conversation history. Look for a "delete my data" option in your account settings. You can also contact their support to request deletion. Be more careful next time.
Do I need to worry about this if I'm not in Europe?
Yes. GDPR applies if you have any European users or clients. Similar laws now exist in California (CCPA), Brazil (LGPD), and other places. Privacy regulations are spreading. Also: protecting data is just good practice.
Are paid AI tools safer than free ones?
Usually, yes. Paid tools have a clear business model (your money), so they're less likely to monetize your data. Free tools need to make money somehow. That said, some free tools are safe. Just check their privacy policy more carefully.
What's the EU AI Act?
A new European law about AI (separate from GDPR). It sorts AI tools into risk categories. Most writing assistants are "limited risk" and just need to be transparent. Healthcare and hiring AI face stricter rules. The takeaway: regulations are getting tighter.
Can I ask a company to delete my data?
Yes. Under GDPR, you have the "right to erasure." You can ask any company to delete your personal data, and they must comply within 30 days. Send an email to their privacy contact or use any "delete my account" feature they offer.
The Bottom Line
Using AI safely comes down to three things:
- Ask questions before you sign up
- Check settings for privacy options
- Think before you paste sensitive stuff
The AI tools that respect your privacy today are the ones that will still be around tomorrow.
Privacy isn't about being paranoid. It's about being smart.
Want to learn more? Check out our guides on AI email responders and AI response generators.
