AI in everyday office life: when productivity becomes a data protection risk
Artificial intelligence (AI) has long since arrived in everyday working life. Whether composing emails, creating presentations or conducting research - most employees now use ChatGPT & Co on a regular basis. For many, the use of AI tools has become a matter of course.
But what appears to be productive and convenient harbours risks: Confidential information is carelessly entered into public systems - from customer data and internal emails to sensitive company documents.
Many AI applications process large amounts of data and store entries permanently. Companies must therefore ensure that these applications are used in a controlled and data protection-compliant manner - in accordance with the General Data Protection Regulation (GDPR) and the principles of information security. In order to understand what is permitted and where there are clear boundaries, it is worth taking a look at the legal basis.
Data protection principles for the use of AI systems
Anyone who uses AI remains responsible under data protection law - even if the processing is carried out by external or cloud-based systems. This means that personal data may not be entered into public AI tools, even if general consent for data processing has been given.
According to the General Data Protection Regulation (GDPR), any use of such systems is a form of data processing that may only take place on a clear legal basis.
Input into public or non-contractually secured AI systems generally constitutes a transfer of data to third parties - and is only permitted if it is expressly provided for, legally authorised and technically secured.
In order to act in a legally compliant manner, companies should define clear guidelines for the use of AI and regularly train their employees. If this knowledge is lacking, it can be expensive: Violations of the GDPR can result in fines in the millions and lasting reputational damage.
More than data protection - information security and the EU AI Act
Data protection is an important legal issue when using AI - but by no means the only one. With the introduction of the EU AI Act, companies are subject to additional obligations that go beyond the General Data Protection Regulation (GDPR).
The EU AI Act requires AI systems to be used in a secure, transparent and traceable manner. It categorises applications into risk classes: from minimal to unacceptable risks. Depending on the risk class, companies are subject to various obligations. This also includes an obligation to train employees.
At the same time, information security is becoming more of a focus. This is because AI systems not only process personal data, but often also company-internal or confidential data. A lack of security measures or uncontrolled use can jeopardise not only data protection but also information security.
Companies should therefore consider data protection, information security and AI compliance together - and develop a holistic strategy that covers both legal requirements and technical risks.
E-learning as the key to security and compliance
The legal requirements surrounding AI are becoming more complex - and knowledge is becoming a crucial safety resource. Only those who understand the risks can handle AI responsibly in their day-to-day work.
E-learning courses on AI and data protection offer an effective solution here:
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They sensitise employees to the secure handling of data and AI tools.
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They help to implement the requirements of the GDPR and EU AI Act in a practical way and fulfil the training obligation.
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They make awareness and compliance measurable - through learning checks, certificates and evidence.
Companies that combine data protection and AI training not only create legal certainty, but also promote a culture of digital responsibility.