Privacy in the Age of AI

Privacy in the Age of AI: What Businesses Need to Update in Handbooks, Policies, and Day-to-Day Practices

As AI tools like ChatGPT, Otter.ai, and others become more common in the workplace, so too does the need to think carefully about privacy, consent, and transparency. Whether you’re using AI to transcribe meetings, power chatbots on your website, or draft internal documents, it’s important to ensure your business policies reflect the new landscape — and that your team and clients feel respected and informed.

Here are a few areas businesses should be reviewing and updating when it comes to AI and privacy:

1. Employee Handbooks & Internal Policies

If your team is using AI tools in their daily work, your employee handbook should clearly address this. It’s a good idea to outline:

• What AI tools are in use (e.g., ChatGPT, Otter.ai, Grammarly, etc.)

• What data they collect, and how that data is stored or shared

• Expectations around confidential information — i.e., don’t enter sensitive client or business data into third-party tools unless approved

• Guidelines for appropriate use — making sure AI is used ethically and responsibly

• Consent requirements — especially when it comes to recording conversations or using AI-generated content involving others

Having a clear, plain-language section in your handbook about AI usage not only builds trust — it also protects your business from misunderstandings or unintended privacy breaches.

2. Website Privacy Policies

Many businesses now have AI-powered tools running in the background of their websites — from chatbots to analytics and visitor tracking tools. If that sounds like your business, your website privacy policy should reflect it.

Make sure your privacy policy includes:

• A clear explanation of what AI-driven tools are collecting (e.g., cookies, usage data, chat logs)

• Whether tools like ChatGPT are being used to power customer service or chat responses

• How you store and handle visitor data — especially in relation to any form submissions or chat interactions

• Whether any data is processed by third-party providers, and where those providers are based

Not only is this important for transparency — it’s a legal requirement in many jurisdictions.

3. Always Ask Before You Record

With tools like Otter.ai, Zoom transcripts, and even phone apps that automatically transcribe, it’s never been easier to record and document conversations. But that ease comes with responsibility.

Make it a standard practice to always ask for permission before recording a meeting or conversation — even informal ones. This applies to:

• Internal team meetings

• Client catch-ups

• Interviews

• Training sessions

You can keep it simple — a quick “Do you mind if I record this for my notes?” shows respect and builds trust. And in many places, it’s not just best practice — it’s a legal requirement to inform people if they’re being recorded.

4. Being Transparent with Clients and Staff

Whether you’re using AI to review documents, summarise emails, or generate content, it’s a good idea to let people know when AI is involved — especially when it’s handling their personal or professional information.

This can be as simple as:

• A line in your email footer saying “Some of our communications may be AI-assisted.”

• A note in your onboarding documents or proposals explaining how you use AI tools in your workflows

• A reminder in meetings when an AI-powered tool is being used (e.g. “Just letting you know this meeting is being recorded by Otter for note-taking purposes.”)

People don’t mind AI when they understand it. What they don’t like is feeling caught off guard.

Final Thought: Keep It Human

AI is an incredible tool — but privacy, consent, and communication should remain a human-led priority. By reviewing your policies, updating your handbooks, and being transparent with both staff and clients, you’ll be building an AI-friendly workplace that’s also respectful, legal, and trustworthy.