Check the data settings

For every AI tool your team uses, find out:

1. Training: are prompts and files used to improve the vendor's models? Switch it off where you can. Microsoft, for example, says Copilot does not use your prompts, responses or documents to train its foundation models.
2. Retention: how long are chats and files kept? Some business plans offer zero data retention for certain uses.
3. Location: where is data processed? This matters for PDPA overseas transfer rules.
4. Access: who can see shared projects, connected apps and agent logs?
5. Defaults change: for example, Google switched request storage on by default for new paid Gemini API projects in October 2026. Re-check settings when vendors announce changes.