Grace Morris

~ Monday, August 11, 2025

Artificial Intelligence (AI) is transforming business as we speak.

AI is no longer a futuristic concept - it's here to stay, and transforming how businesses operate.

From customer service chatbots to smart assistants and advanced data tools, AI is helping businesses of all sizes boost productivity and improve decision-making. 

But while the opportunities are exciting, they come with responsibility. Misused or unmanaged AI can introduce data breaches, compliance issues or poor decision-making.

Here’s how to use AI safely - and why solutions like Microsoft Copilot can be a smart choice for your business. 

1. Know What You’re Using

Before adopting any AI tool, take time to understand: 

  • What it does
  • How it handles and stores data
  • Whether it integrates securely with your systems
  • Assess the risks before rolling it out

2. Choose Trusted Tools

Only use AI platforms from reputable providers (such as Microsoft, Google or OpenAI) with strong privacy and security policies. Look for: 

  • ISO 27001 certification or GDPR compliance
  • Transparent data use policies
  • Regular security updates
  • Avoid unverified apps, browser extensions, or "free" tools with unclear data practices. 

3. Keep Sensitive Data Safe

AI tools often require access to data to function, but that doesn’t mean you should feed them sensitive or confidential information. Make sure: 

  • Employees avoid entering personal or financial data into public AI tools
  • Internal AI systems use encryption and access controls
  • You have a clear policy on data input and sharing

4. Don’t Trust AI Blindly 

AI is helpful, but not always accurate or unbiased. To stay safe: 

  • Review AI-generated content before publishing or acting on it
  • Don’t rely solely on AI for decisions involving people (e.g. hiring, customer service disputes)
  • Stay alert to signs of bias in AI-generated insights 

5. Educate Your Team 

Your team needs to know how to use AI responsibly. Provide training on: 

  • What tools are approved
  • What data is off-limits
  • How to question and verify AI results 

Make AI safety part of your cybersecurity awareness training. 

6. Understand the Legal Risks 

Ensure your use of AI doesn’t violate UK laws, including: 

  • UK GDPR
  • Employment law (e.g. fair recruitment practices)
  • Consumer protection regulations 

If AI is being used to automate decision-making or handle personal data, consult legal or compliance experts. 

7. Keep IT in the Loop

Your IT team (or Naglotech) should always be involved when new AI tools are introduced. They can assess: 

  • Security risks
  • Integration with your systems
  • Monitoring and ongoing management 

✅ Why Use AI Tools Like Microsoft Copilot? 

Microsoft Copilot is designed to work alongside your existing tools like Word, Excel, Outlook, Teams and more, making it easier and faster to get work done. 

Here’s why it’s particularly useful (and safe) for businesses: 

  • Embedded in Microsoft 365: Copilot works within familiar, secure applications your team already uses.
  • Increases productivity: From summarising emails to generating reports, it helps staff work faster and focus on higher-value tasks.
  • Keeps your data in your control: Unlike public AI tools, Copilot uses your organisation’s data securely, respecting your existing compliance and permissions.
  • Enhances accuracy: Because it draws from your internal content (documents, messages, files), it produces more relevant and contextual responses.
  • Secure and compliant: Microsoft Copilot is built with enterprise-grade security and aligned with UK GDPR, helping your business stay protected. 

So if you’re looking for a safe and powerful way to bring AI into your business, Copilot is an excellent starting point.

Final Thoughts: Use AI Responsibly

AI is an exciting and powerful tool for modern businesses - but with great power comes great responsibility. 

By being selective, secure, and informed in how you use AI you can harness its benefits without putting your business or customers at risk. 

Need help implementing AI safely in your business? Speak to our team - we’ll help you strike the right balance between innovation and protection. 

Speak to us today to find out more: Contact Us | Naglotech

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