Chatbots like ChatGPT, Microsoft Copilot, and Google Gemini are becoming everyday tools in the modern office—helping employees write emails, summarize notes, brainstorm content, and even manage to-do lists. But while these tools promise convenience, they can also quietly introduce risks to your data security and compliance—especially if you’re not sure how they handle your information.
If your business relies on AI tools without a clear understanding of what’s happening behind the scenes, you could be opening the door to privacy issues, compliance problems, or worse—a data breach.
Let’s break it down in plain English.
What These Chatbots Really Collect
AI chatbots don’t just respond to your questions—they store, analyze, and sometimes even share what you type. That includes everything from internal emails to confidential client data.
Here’s what some of the major players are doing with your information:
- ChatGPT (OpenAI): Collects your prompts, device and location data, and may share it with vendors. You can opt out of data retention, but few businesses know how.
- Microsoft Copilot: Tracks usage, history, app interactions—and can use this to train AI models or target ads.
- Google Gemini: Stores your chat history up to three years, even after you delete it. Google says it won’t use this data for advertising—for now.
- DeepSeek: Based in China, it collects location, device data, and even your typing patterns, storing it on foreign servers and using it for targeted advertising.
If that sounds invasive, it’s because it is.
The Risks for Small Businesses
For SMBs across North Dakota and Minnesota, especially those handling sensitive customer or financial data, using chatbots without the right controls can lead to:
Privacy and Security Concerns
Hackers and bad actors can exploit chatbot platforms, and your data could be accessible to developers or third parties.
Compliance Pitfalls
Chatbot usage might conflict with HIPAA, GDPR, or local data regulations—especially if your data is stored overseas or retained indefinitely.
Business Disruptions
A leak of client information or internal communications can quickly damage trust, impact your reputation, or even cause legal trouble.
What You Can Do About It
IMS is here to help businesses get the benefit of emerging tech without putting security on the line. Here’s what we recommend:
1. Don’t Overshare
Keep personal, proprietary, or financial data out of chatbot prompts.
2. Set Safe Usage Policies
Educate your team on when and how to use AI tools securely.
3. Monitor and Protect Your Environment
Use tools like Microsoft Purview or endpoint protection to track data flow and control access.
4. Lean on a Trusted IT Partner
With IMS as your Managed IT provider, we help you make smart tech decisions, manage risk, and protect your business 24/7.
The Bottom Line
AI is here to stay—but that doesn’t mean you should take risks with your company’s data. IMS helps Fargo-area small businesses like yours stay ahead of the curve without falling into a privacy trap.
Ready to make sure your systems are secure?
Schedule a FREE Network Assessment today and get clear answers about where your business stands—and what you can do to protect it.
Click here to request your FREE assessment
Or call us directly at 701-364-2718
