Prepare an AI Input That Shares Less Information

Reduce the input after checking permission

Even when a workflow is approved, include only what the task needs. A formula explanation may need column names and invented rows. A report outline may need only the audience and headings. A tone example can be newly written rather than copied from a client's message.

Start by asking: can I achieve the same result with a blank structure, public material or entirely invented information? Build that example separately. Do not upload a confidential file to an unapproved assistant so that the assistant can make it anonymous: the transfer would already have happened.

Removing a name is not the whole job

Imagine a note saying, "Employee A is the only engineer in our three-person regional office and is on medical leave." Replacing the name does not stop colleagues identifying the person. Dates, rare roles, locations, exact amounts and unusual events can work together to identify people or projects.

The ICO's introduction to anonymisation distinguishes making a person no longer identifiable from replacing identifiers while a link remains possible. Treat a name-replaced record as potentially identifiable. Business secrets can also remain sensitive even when no person is identifiable. Ask the relevant specialist to assess real anonymisation; do not declare it complete because a chatbot says so.

Worked exercise: build a fresh example

Fictional work request: explain how to find a monthly total in a customer sheet. Its real version would contain names, email addresses, invoices and notes. You only need the logic of adding amounts within a date range.

Create a new practice table:

This is an invented practice sheet. Column A is Date and column B is Amount. Headers are in row 1; data is in rows 2 to 4.
Rows: 1 October 2026 / 20; 31 October 2026 / 30; 1 November 2026 / 40.

Suggest an Excel formula for the October total and explain the date boundaries. The expected total is 50 fictional credits.
State any assumptions about dates and numeric values. Do not request customer names or other real records.

Answer check: October contains the first two rows, so 20 + 30 = 50. A suitable date filter includes 1 October and excludes 1 November. Test the formula after entering real spreadsheet dates and numbers; an answer of 90 includes an extra month. The Excel practice guide gives you a downloadable workbook for further checks.

Inspect the whole attachment

Before an authorised upload, inspect a working copy for hidden sheets, comments, tracked changes, speaker notes, document properties, embedded files and unrelated rows. A screenshot can include browser tabs, notifications and another record behind the intended window. A black rectangle drawn over text is not proof that the underlying text was removed.

Use your organisation's approved redaction or export method, then inspect the actual exported file. Keep the original in its approved location. If you cannot establish what the destination will receive, pause and ask for help. Data minimisation reduces exposure; it does not supply missing permission or prove anonymity.