How to keep your data safe while using OpenAI ChatGPT
Artificial Intelligence (AI) is becoming a big deal in the business world, and for good reason. It can save time, boost productivity, and even help companies make smarter decisions. But with great power comes great responsibility, right?
One of the biggest concerns people have when using AI — especially tools like ChatGPT — is: “How do I make sure I’m not sharing sensitive data?” often followed with the statement, “I don’t want my data used to train the model.”
In 2025, protecting customer, company, and personal data is non-negotiable. So, let’s talk about how you can use AI effectively without putting your data at risk.
Don’t share private data
This might seem obvious, but it’s worth repeating: Don’t put sensitive information into a standard ChatGPT. That means:
- No personal customer details (names, addresses, phone numbers);
- No internal business strategies or financial reports;
- No login credentials or passwords.
Instead, use placeholders to work through a real-world example (e.g., “Customer A” or “Dealership B”. This way, you can get insights from AI without exposing any actual customer data or the name of your retail location.
It’s worth noting that a paid ChatGPT plan (such as ChatGPT Plus, Team, or Enterprise) provides enhanced security and privacy protections, and OpenAI does not use your conversations to train its AI models.
AI is not not the answer to all questions
AI is fantastic for a lot of things, but not everything. Some of the best ways to use ChatGPT safely include:
- Writing internal or external communications like emails and letters;
- Social media posts and ad copy;
- Summarizing reports or long documents;
- Creating scripts for sales calls or doing role-play training simulations; and
- Brainstorming ideas for marketing and promotions.
However, you should avoid using AI for tasks involving sensitive business intelligence, legal contracts, or financial forecasting unless you work within a secure system.
Consider Enterprise or On-Prem AI Solutions
If your dealership wants to use AI more extensively but needs an extra layer of security, you can look into enterprise AI solutions or even on-premise AI models.
These options allow businesses to use AI without their data leaving a secure environment. If data security is a top priority and the war chest is full, these options are worth exploring.
Option 1: ChatGPT Enterprise $$
This version of ChatGPT is designed for businesses and ensures your data is not used for training AI models (like all paid versions?). Plus, the inclusion of enhanced security, compliance features, and administrative tools.
Cost: Starts around $60 per user per month with a minimum commitment for larger teams. (~150 team members as a starting point.)
Option 2: Azure OpenAI Service $$
Microsoft Azure provides access to OpenAI models with enterprise security features. This allows AI to be used within a cloud-based, secure environment.
Cost: Pricing depends on usage but follows a pay-as-you-go model.
Option 3: On-Premises AI (Self-Hosted AI) $$$$
Some companies choose to host AI models themselves on their own servers. This approach gives total control over data but requires high-end infrastructure and technical expertise.
Cost: Range from $50,000 to $500,000+ depending on the scale.
You have to do a test before you get to drive the car
AI is like a car. If you don’t know how to drive safely, you could end up in the wall. Make sure your team understands:
- What they can and can’t share with AI;
- How to use AI-generated content responsibly (double-check facts!);
- When to escalate AI-related concerns to IT or management.
Creating a simple AI-use policy for your company can prevent accidental data leaks and ensure everyone is on the same page.
AI isn’t a magic fix for every problem, but it can make your business more efficient if used correctly. The key is responsible AI use — understanding what AI can and can’t do, keeping sensitive data private, and choosing secure AI solutions when needed.
By following these steps, you can take advantage of AI without putting your dealership or your customers at risk.
