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AI is helping to save businesses hours each week, but the question now is not whether they should use it, but whether they are using it safely and ethically?
AI can be a genuinely useful tool for small businesses especially helping to draft first versions of emails, policies, proposals, social media, meeting notes, and so on. It can also turn along, complex document into a plain English summary, suggest ways to improve a sales message, or help prepare for a difficult client conversation.
However, AI should be considered more of an assistant than a replacement for the work done by staff or a business owner. Everything your AI model – ChatGPT, Claude, Copilot, etc. – churns out can sound completely convincing. But it can make mistakes, including using outdated information to give you an incorrect answer. So, you must review any content you ask AI to create, or any analysis it does for you, carefully, especially if what you’re asking for help with is vital to your business or relates to legal or financial decisions.
What you should or shouldn't do with AI
It might be tempting to ask AI to analyse patterns in information, such as employment records. But it is very unwise to add sensitive data to public AI platforms. Businesses also need to consider data protection rules if personal data is being processed.
If you are using an AI system that you know is secure, then it would still be sensible to be cautious. Even in this position, it would still be prudent not to add any very sensitive information to be analysed. But anyone in your IT department, or a company you use for IT support if you have a smaller business, may be able to give you guidance on this.
Remember too, no matter what you ask AI to help you create, you are still legally responsible for what you publish or send out, even if you got AI to help you write it. This is another reason why it’s vital to review everything that is produced.
How can you use AI ethically?
Using AI ethically should be mostly common sense, alongside learned good practice. For example, no-one should ever use AI to mislead customers, create fake testimonials, or impersonate people. It is also impersonal to recruit with AI, so consider the impression you’re giving your potential staff if you filter possible new recruits this way.
Creating an AI policy for the business to follow is the best way to keep your team working in the right way, as then everyone knows what is allowed, what is expected, and what tools can be used. You should include what information must never be added to an AI platform, and when the use of AI should be disclosed.
Using AI the right way can be a real benefit to your business, and keeping on the right side of ethical use will help prevent any problems further down the line.
We can help you to meet your obligations
If you would like to know more about business ethics and how to keep your business moving forwards in the right way, then please get in touch and we would be happy to give you the guidance you need.