How do I ensure my email drafting with an AI writing assistant is compliant with company data policies?

To stay compliant, treat the AI assistant like any other third-party tool that may process company data. A good rule: only share what you’re allowed to share externally, unless your company has explicitly approved the tool for sensitive data.

Here’s a practical checklist:

1) Know your company’s policy

• Review your data classification rules: public, internal, confidential, restricted.
• Confirm whether AI tools are approved for:
  • customer data
  • employee data
  • financial data
  • legal/compliance content
  • source code or IP

2) Minimize what you paste in

• Remove names, emails, account numbers, contract terms, or anything sensitive.
• Use placeholders like:
  • “[customer]”
  • “[product]”
  • “[deadline]”
• Share only the details needed to draft the email.

3) Avoid regulated or highly sensitive content unless explicitly allowed

Do not paste:

• personal data beyond what’s necessary
• health, payroll, or HR data
• payment or banking details
• credentials, API keys, or security info
• legal complaints or privileged material
• unreleased product plans or trade secrets

4) Use approved tools and settings

• Use only AI tools vetted by your company.
• Check whether the tool:
  • stores prompts
  • uses data for training
  • shares data with subprocessors
  • offers enterprise privacy controls
• Prefer enterprise/business accounts with data retention controls.

5) Sanitize the draft before sending

• Verify facts, dates, numbers, and names.
• Check tone for unintended commitments or legal promises.
• Make sure the final email doesn’t reveal internal info accidentally.

6) Keep a human in the loop

• You should review every AI-generated email before sending.
• If the email involves legal, HR, finance, or customer commitments, get the right approval.

7) Follow retention and recordkeeping rules

• If emails are business records, ensure they’re stored according to company policy.
• Don’t move drafts into personal accounts or unapproved systems.

A safe workflow

1. Write a rough outline yourself.
2. Replace sensitive details with placeholders.
3. Ask the AI to draft from the sanitized version.
4. Review and restore approved details manually.
5. Send only after approval if needed.

Quick example

Instead of:

“Please tell [customer name] we’re waiving their $12,500 fee due to the contract breach.”

Use:

“Draft a polite email to a customer explaining a fee adjustment, using neutral language and no specific amounts.”

If you want, I can help you create a company-safe prompt template for drafting emails without exposing sensitive data.