Compliance kit · document 2 of 2 · for distribution to staff

Notice: AI-Usage Privacy Monitoring

We want to be open with you about a privacy safeguard we're introducing. This notice explains what we monitor when you use AI chat tools at work, why we do it, what we deliberately do not collect, and the rights you have. Please read it - and ask us anything.

Why we're doing this

AI tools like Claude and ChatGPT are genuinely useful, and we want you to use them. But it's easy to paste in a customer's email, an ID number, or a card detail without thinking - and once that leaves our systems, we've lost control of it. That puts our customers, our colleagues, and the organisation at risk.

To reduce that risk we use PII Shield, which checks for personal data going into AI tools and helps us see where it's happening so we can improve. Our lawful basis for this is our legitimate interest in protecting personal data - not your consent.

What is monitored

Personal data entered into AI chat tools - for example email addresses, phone numbers, card numbers, national ID numbers, IP addresses, and similar identifiers, plus any confidential terms we've configured.
When personal data is detected, a short "leak event" is recorded - noting the type of data, a masked preview, the time, and which account it came from - so we can spot patterns and offer guidance.

What is not collected

The content of your conversations is never captured or stored. We do not read your chats.
The raw personal data itself is never sent to or stored by the PII Shield vendor. Only an opaque placeholder (•••), the type of data, and a count are kept. Where the value is stored at all, it is encrypted with a key your employer generated in their own browser - the PII Shield vendor holds no key that can open it.
If a full value is ever stored for our own review, it is encrypted with a key only our organisation holds - the vendor cannot read it - and any time someone reveals a value, that action is itself logged.

🔒 The point is prevention, not surveillance of what you say. The tool masks personal data by default and keeps only the minimum needed to help us reduce leaks. Records are kept for a limited time and then deleted.

Your rights

Access

You can ask what leak-event records relate to you and receive a copy.

Erasure

You can ask us to delete records relating to you, subject to our obligations.

You may also object to the processing, and raise concerns with your data protection authority. We'll always try to resolve things with you first.

Who to contact

Questions about this notice, or a request about your data? Please contact:

Data protection / privacy contact: [name] - [email]
Your manager or People team for anything about how the tools are used day to day.

This notice takes effect on [date] and may be updated; we'll tell you if it changes materially.