Start here · 7 min read
What you must never paste into an AI chatbot
Your obligations under POPIA do not pause because it is convenient
Never paste identity numbers, tax numbers, banking details, employee records, customer lists or client financial data into a public AI chatbot. Under POPIA you remain responsible for personal information you hand to a third party. Remove identifying details first, or use a business tier with a no-training agreement.
Who this is for: Anyone in your business who uses ChatGPT, Copilot, Gemini or similar at work.
Understand what you are agreeing to
On free consumer tiers, what you type may be used to improve the service, and staff at the provider may review it. That is a reasonable trade for asking how to word an email. It is not a reasonable trade for your payroll file. Business and enterprise tiers usually contract not to train on your data — read the terms rather than assuming.
The never list
Identity numbers. Tax numbers. Banking details and card numbers. Employee records, salaries and disciplinary matters. Customer or patient lists. Anything covered by a confidentiality agreement. Your full financial statements before they are public. Passwords, obviously — but people still do it.
Why POPIA makes this your problem
Under POPIA you are the responsible party for personal information you hold. Handing it to a third party does not transfer that responsibility, and a provider processing data overseas raises a section 72 transfer question. If a client's identity number ends up in a chatbot, that is your compliance problem, not the chatbot's.
Strip it down instead
You almost never need the real details to get the answer. Replace names with 'the customer', identity numbers with 'ID', and real amounts with round numbers in the same proportion. You will get the same quality of help with none of the exposure.
Try this prompt
A customer owes us R[round number] since [month]. They have paid late twice before but always paid. Draft a firm but relationship-preserving letter of demand, South African context.
Write it down for your staff
One page: which tools are approved, what may never be pasted, and who to ask when unsure. Most breaches are not malice, they are a junior trying to be efficient at 4pm. We can help you draft it as part of your HR policy pack.
Before you do this
- 'Incognito' or 'temporary chat' modes limit history, not your POPIA obligations.
- A free tier that trains on your input is a poor place for anything you would not email to a stranger.
Read next: Where AI actually helps a small business · AI and your bookkeeping: what it can and cannot do
Rather talk to a person about your numbers?
No chatbot can see your books, or take responsibility for what is filed. We do both.