Unleashing The Power of AI in The Workplace: Confidentiality Etc

Are you ready for the AI revolution in the workplace? 

It's no secret that the AI revolution is already here and it’s bringing massive changes to workplaces everywhere. And we've all heard the buzz about AI-powered chatbots like ChatGPT as this technology has become mainstream. Maybe you're a company that has been utilizing AI-powered tech like a pro, so ChatGPT is nothing new. But for the rest of the population, this technology is a game changer. 

And with the excitement of technology like ChatGPT also comes complications. Already, we've heard of how employees are using artificial intelligence at work. They have used the technology for everything from streamlining work assignments to writing emails and other tasks. 

While technology like ChatGPT chatbots can help streamline operations, it is imperative to remember that they also come with their own unique security challenges – like making sure confidential information remains safe from prying eyes. Like the emergence of any new technology, it’s not surprising that the utilization of the technology comes before most employers have even thought up a policy of appropriate use. If your organization isn't prepared yet, you need to take action now.

In today's blog, we provide important insights into why proactive action must be taken when using chatbot technology in order to achieve maximum protection against data breaches. Because we cannot talk about AI in the workplace without exploring the importance of confidentiality in the workplace. 

What are AI-Chatbots?

AI chatbots, like ChatGPT, use machine learning algorithms to learn from the data they receive and generate responses based on that learning. When it comes to handling confidential information, the way these chatbots work means that the chatbot is processing confidential information, there is a risk that it could incorporate that information into its learning and use it to generate responses in the future.

Let's apply this to Artificial Intelligence at Work. 

Say an employee uses a chatbot to answer customer inquiries and the chatbot has access to confidential information, such as sales figures or company strategy. If the chatbot is processing this information and incorporating it into its learning, there is a risk that the information could be leaked in future responses to customers. The chatbot may generate responses that contain confidential information, leading to a breach of confidentiality.

Another example could be a chatbot used in an HR department that has access to sensitive employee information, such as salary data or performance reviews. If the chatbot is incorporating this information into its learning, it could potentially generate biased or discriminatory responses in the future, leading to legal and reputational risks for the company. (For a deeper dive, we did an article on this in the American Bar Journal link here: https://www.americanbar.org/groups/labor_law/publications/labor_employment_law_news/spring-2022/ai-in-the-workplace/) 

Update Workplace Policies to Provide Guidelines for Employees’ Use of AI-Powered Technology

These examples illustrate why it's important for employers to be aware of the potential risks associated with using AI chatbots and to have written policies in place that outline how employees can use these tools in a secure and responsible manner. By taking these steps, employers can help minimize the risks associated with AI chatbots and ensure that confidential information remains secure.

An employer's lack of policy in this situation can be problematic as it leaves the door open for employees to use AI chatbots in ways that are not aligned with the company's goals and values. Without clear guidelines, employees may be unsure of what is and is not acceptable, leading to confusion and the possibility of accidental breaches of confidentiality. 

Therefore, it is crucial for employers to have written policies in place that outline how AI chatbots can be used by employees and that stress the importance of confidentiality in the workplace. These policies should include guidelines for handling confidential information, as well as consequences for violations. By having clear policies in place, employers can help mitigate the risks associated with using AI chatbots and ensure that confidential information remains secure. And the policies should speak not only to who has access to the information but also to how that information is used.

Here are some steps employers can take to protect their confidential information in the AI age:

1. Implement written policies: Outline specific guidelines for how confidential information can be used by employees and include consequences for violations. Anticipate the potential use of AI-powered chatbots and provide guidelines for appropriate use. 

2. Limit access: Like any confidential information, employers should only provide access to confidential information to those who need it for their work. Consider using role-based access controls to limit access to sensitive information. As AI chatbots process and store large amounts of sensitive information, it's important to have clear policies in place that outline how this data will be protected and who will have access to it.

3. Use encryption: Encrypt sensitive information when it is stored and transmitted to prevent unauthorized access. In the context of an AI-powered chatbot, and in certain situations, encrypting sensitive information such as user data or confidential business information can help ensure that this information is protected from unauthorized access or use, sometimes even when used to train or build an AI model. 

4. Regularly review policies: As technology and business needs change, it's important to regularly review and update confidentiality policies to ensure they remain relevant and effective. Employers should have clear policies in place that outline how AI technology will be monitored and controlled to ensure that it is being used in a responsible and ethical manner. This should include guidelines on how AI technology will be audited and how employee privacy will be protected.

5. Train employees: Educate employees on the importance of confidentiality and the policies in place to protect sensitive information.  Employees should be trained on how to use AI technology in a secure and responsible manner. Employers should consider creating awareness programs to educate employees on the risks associated with AI technology and the importance of data privacy.

In conclusion, as AI reshapes the workplace and our world, employers must take steps to ensure their policies are keeping up with the times. Wagner Legal can help you stay on top of new technology trends by providing expertise in reviewing or drawing up confidential agreements related to automated tools like AI chatbots. Through written guidelines and education about how this revolutionary technology works, businesses large and small can guarantee the secure use of artificial intelligence while protecting any confidential information during these rapidly changing times. Schedule a consultation with Wagner Legal today. 

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