AI chatbots like ChatGPT, Google Gemini, Microsoft Copilot, and others are quickly becoming everyday tools for businesses across California. They’re helping busy professionals draft emails, summarize reports, generate ideas, and even respond to customer inquiries.
They’re convenient. Fast. Smart.
But they also come with a risk that most businesses haven’t even considered.
At Cybersecure California, we’re on a mission to protect 1 million California businesses from growing cyber threats — and right now, chatbot misuse is one of the most overlooked dangers in the workplace.
If your business handles confidential client information, here’s what you need to know before your team’s next chatbot session.
📡 AI Tools Are Listening — And Logging
Every time you use an AI chatbot, you’re feeding it data. But that data doesn’t just disappear after the reply shows up on your screen.
Most platforms retain your conversations, analyze them, and may even share them with vendors or human reviewers. Some use them to train the next generation of AI. Others monetize it through advertising or third-party partnerships.
Here’s a quick look at what some of today’s top platforms are collecting:
🔍 What They’re Collecting Behind the Scenes
🔹 ChatGPT (OpenAI)
- Records your prompts and device/location data
- May be reviewed by humans
- Conversations can be used to train models
🔹 Microsoft Copilot
- Tracks usage, browsing activity, app interactions
- May share data for ads or “personalized experiences”
- Broad access across Microsoft platforms can lead to over-permissioning
🔹 Google Gemini
- Stores conversations for up to 3 years
- Human raters may review chats
- Currently no ad targeting — but policies are subject to change
🔹 DeepSeek (China-based)
- Collects chat history, device info, even typing patterns
- Data used for ads and AI training
- Stored on servers in mainland China
⚠️ What This Means for California Businesses
If your business is in a compliance-regulated industry — like legal, healthcare, accounting, education, or finance — using these platforms the wrong way could be a ticking time bomb.
🚨 Here’s What’s at Risk:
- Data Exposure – Sensitive information (client names, SSNs, health records, financial details) could be stored in a third-party cloud for years — or worse, accessed by someone you didn’t authorize.
- Compliance Violations – Tools like ChatGPT and Copilot aren’t HIPAA-, FINRA-, or CCPA-compliant by default. Using them without safeguards could violate state and federal regulations.
- Exploitation & Security Flaws – Microsoft Copilot has already been flagged in security audits for potential phishing and data access risks (source: Wired, Concentric.ai).
🛡 How to Use AI Without Jeopardizing Security
You don’t have to ditch AI entirely — it has legitimate value when used carefully. But your team needs to know how to use it safely and responsibly.
Here’s where to start:
✅ 1. Keep Sensitive Data Out of Chatbots
- Don’t paste client details, contracts, medical notes, or financial records into an AI tool — even if it seems private.
- Treat every chatbot prompt like a public email — it could be reviewed or stored.
✅ 2. Review Privacy Settings
- Most platforms let you opt out of data training.
- Find those settings and turn off data sharing whenever possible.
✅ 3. Choose Enterprise-Grade Solutions
- Use AI tools that offer business-class privacy, like Microsoft Copilot paired with Microsoft Purview.
- Ensure your IT team can control who sees what — and when.
✅ 4. Stay Informed
- AI privacy policies are changing fast. What’s allowed today might not be compliant next quarter.
- Keep up with platform updates — and update your own internal policies accordingly.
✅ 5. Train Your Team
- Most cybersecurity risks begin with employee decisions.
- Train your staff on what NOT to type into AI tools.
- Make privacy and security part of the company culture — not just an afterthought.
🧠 AI Is Evolving — Is Your Cybersecurity Keeping Up?
California’s small and midsize businesses are embracing automation and AI like never before. But without strong data governance, those time-saving tools could turn into liability magnets.
🔍 Not Sure Where You Stand? Start With a Free Assessment
Through our initiative at Cybersecure California, we’re helping raise awareness statewide — but for real solutions, we point you to the team at Synergy Computing.
Their experts offer FREE network assessments to help you:
- Identify risks in your current AI and software stack
- Review data privacy and compliance vulnerabilities
- Build a modern, secure foundation for productivity tools
👉 Click here to schedule your free assessment
Or call 805-967-8744 to talk with a cybersecurity expert who understands how California businesses operate — and what’s at stake.
AI doesn’t have to be risky.
It just has to be handled right.
Let’s make sure your innovation doesn’t come at the cost of your reputation, compliance, or client trust.