A Secure AI Plan for Business Leaders

January 28, 2026
Secure AI usage for businesses

Love it or hate it, AI is now an integral part of business functions, and business leaders need a practical and secure AI plan for keeping their data safe. Currently, 58% of small businesses report using generative AI, more than double the number reported in 2023. And 84% plan to increase their technology usage. 

Whether it’s drafting emails, analyzing data, automating workflows, or improving customer service, as AI tools become more powerful and more widely used, they also become more attractive targets for cybercriminals.  

As a trusted managed service provider, we want to help businesses realize the full benefits of AI tools without exposing sensitive data, violating compliance rules, or falling victim to new forms of cyberattacks. Here are the key steps your team can take to stay safe online while using AI tools.  

 

1. Treat AI Tools Like Any Other Cloud Service 

If your team uses AI platforms like ChatGPT or Google Gemini, remember that these are third-party cloud tools. That means: 

  • Data you input may be stored or processed externally 
  • Controls and security settings vary by vendor. Some AI platforms are more secure than others. 
  • You need to follow your company’s cloud usage policies 

Takeaway: Efficiency isn’t worth the cost of your data security. Before adopting any AI tool across your company, confirm it meets your security, compliance, and data-handling requirements. If you’re unsure, let us review it for you.  

 

2. Never Paste Confidential or Regulated Data into Public AI Tools 

This is the most common and risky mistake most businesses make. Employees should not be putting any of the following into AI chatbots unless you use a private, enterprise-licensed AI platform:  

  • Customer data 
  • Financial or payment information 
  • Personally identifiable information (PII) 
  • Health records or HR information 
  • Internal documents, source code, or proprietary IP 
  • Confidential contracts or legal materials 

Takeaway: If an AI tool doesn’t explicitly guarantee enterprise-grade data protections, assume the information may be retained, used to train models, or accessed by the vendor. 

 

3. Protect Your AI Accounts with Strong Access Controls 

AI accounts, like any cloud account, can be compromised. Protect them by:  

  • Enforcing multi-factor authentication (MFA) 
  • Using unique, complex passwords stored in a password manager 
  • Applying least-privilege access (limit who can use which AI tools) 
  • Enabling audit logs for AI interactions when available 

Takeaway: Know who has access to AI accounts and restrict privileges where necessary.  

 

4. Watch out for AI-Powered Phishing  

A new cybercrime threat to watch out for is AI-generated phishing emails, fake websites, and impersonation messages. These scams look cleaner, more professional, and more personalized than ever, and you can’t count on blatant spelling or grammar errors as clear indicators of fake messages. Instead, train employees to spot:  

  • Emails with realistic but unexpected requests 
  • Messages mimicking senior leadership 
  • Fake login pages generated by AI  
  • Social engineering attempts that feel unusually polished 

Takeaway: Even seasoned professionals can be fooled. Cybersecurity tools like multi-factor authentication (MFA), strong email filtering, and regular cybersecurity training can help you stay protected.  

 

5. Validate AI-Generated Content 

By now, most everyone is aware of at least one instance of a company being exposed for an embarrassing AI mistake. AI tools can produce incorrect, misleading, or fabricated information – known as “hallucinations.” When using AI-generated content, employees should verify: 

  • Policy recommendations 
  • Legal or compliance-related content 
  • Technical instructions 
  • Market data, statistics, or research 
  • Content meant for clients or external distribution 

Takeaway: AI should assist, not replace, human review.  

 

6. Be Careful with AI Integrations and Plugins 

AI tools often connect to email, calendars, document storage, CRMs, and more. While potentially useful, each integration is another potential risk. Before enabling any AI plugin, confirm:  

  • Who provides it 
  • What data it can access 
  • Whether it aligns with your security policies 
  • Whether your MSP has vetted it  

Takeaway: Unvetted plugins are a common attack vector.  

 

7. Choose Enterprise-Grade AI When Possible 

In answer to these problems, many vendors now offer business or enterprise AI platforms that include:  

  • Data isolation 
  • Zero-retention policies 
  • Encryption 
  • Admin controls 
  • Compliance features 

Takeaway: These tools allow your teams to get AI-powered efficiency without sacrificing security.  

 

8. Establish a Clear AI Usage Policy 

If you don’t already, your organization should outline a formal policy that specifies:  

  • Which AI tools employees are allowed to use  
  • What data they can (and cannot upload)  
  • How AI-generated content must be reviewed 
  • Who owns responsibility for output accuracy  
  • Which enterprise protections and licenses are required 

Takeaway: An AI usage policy is essential to security. If you don’t yet have an AI usage policy, we can help tailor one to your business needs.  

 

AI is a Powerful Tool (When Used Safely!) 

As a trusted partner in creative IT solutions, Big Fish Technology aims to help businesses get the most benefit out of AI without exposing sensitive data, violating compliance rules, or creating weaknesses for cybercriminals to exploit.  

Let us help make AI a benefit instead of a risk for your business.