How to Secure AI Processes: Whom to Trust and How to Avoid “Leaking” Your Secrets
Tetiana Borysova
HR & Recruitment | Optimizing HR Processes | Mentor | Career consultant
In our previous post, we discussed how AI can help HR and businesses work more efficiently. Today, as a continuation of that topic, we’ll focus on something equally important — security. How do you integrate AI into your company in a way that doesn’t compromise sensitive data or harm the organization?
Whom to Consult and Who “Guards” Your Security?
Before rolling out AI into everyday operations, gather a team of experts to ensure your data remains safe:
? Legal Department (Lawyers)
They’ll advise you on which data can be shared with third parties, what to include in NDAs or contracts, and how to protect yourself from legal breaches.
? IT Security (CISO, DevSecOps, or external consultants)
They assess risks, build data protection systems, and let you know how secure a particular AI platform really is.
? Compliance Department
If you operate in a highly regulated sector (finance, healthcare, etc.), you can’t do without compliance experts. They ensure GDPR, HIPAA, and other regulations are upheld so that your AI implementation doesn’t “trip up” over legal requirements.
Get this “dream team” on board before any AI-related incidents occur — it’s much simpler to address potential issues at the planning stage rather than after a data breach.
Where and How to Connect AI: Checking Platforms and Integration Reliability
Once you know who’s in charge of security, it’s time to pick an AI solution. But don’t rush:
? Check certifications and reputation.
Certifications like ISO 27001, SOC 2, etc., indicate that the vendor takes information security seriously.
? Read privacy policies.
If the service retains the right to “learn” from your data, ask yourself whether you’re okay with the possibility that this data could end up elsewhere.
? Evaluate technical capabilities.
Do they offer end-to-end encryption? How and where do they store log files? Is an on-premise deployment option available?
A reliable platform isn’t just a “magic AI button,” but a comprehensive set of guarantees that your information will remain secure.
Handling Personal Data: Don’t Give Full Access to the Chat
When it comes to employees’ personal data, the best principle is to give AI only as much information as is strictly necessary for a specific task. Why is this important?
? High risk of leaks
Oversharing with any service (even the most secure) raises the likelihood that personal data could become available to unauthorized parties.
? Analytics instead of full details
Often, aggregated or anonymized data is enough for HR tasks—things like trends, statistics, engagement levels, or turnover rates, rather than a “dossier” on each individual. AI works effectively with generalized datasets; it doesn’t need to see everyone’s full name, address, or phone number.
? Adopt a “need-to-know” principle
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Just like any other tool, it’s crucial to limit access to those who genuinely need it and only to the minimal level of information required. For example, a recruiter might need to see team-transfer statistics but not detailed medical or parental leave data for every employee.
By avoiding the sharing of excessive personal information, you significantly reduce the likelihood of errors or leaks. Remember: for analytics, you don’t need to hand over all your “secrets”; properly structured indicators will suffice.
Access Policy: Who Sees What?
One of the most common mistakes is giving everyone full access to AI systems.
? Role-based access
Implement a role-based system: recruiters only see candidate data, HR leads have access to overall processes, and department heads see analytics relevant to their teams.
? AI usage guidelines
Clearly define which data can and cannot be fed into the AI. For instance, if it involves personal employee data, do you have their consent?
? Logging
Enable activity logs: who accessed AI, when, and for what purpose? In case of a problem, you can “rewind” to see where an error or leak might have occurred.
Response Plan: What to Do if a Leak Happens
No system is perfect — even the most secure services can’t guarantee 100% safety. Hence, a response plan is a must:
Monitor for unusual activity: sudden changes in access rights or odd usage times.
In the event of an incident, specific individuals must be notified (management, IT security, legal, compliance).
Restrict or temporarily suspend AI access until the details are uncovered. Investigate how and where the leak occurred and fix the “gaps.”
If the data involves clients or employees, prepare a clear communication strategy. People need to know what actions you’re taking to correct the situation and prevent future risks.
Conclusion: Security Is a Shared Responsibility
AI offers immense opportunities for businesses, but all this “magic” can turn into a disaster if you neglect cybersecurity. Engage the right specialists, set proper access levels, work on a response plan, and continuously educate your team.
Remember: artificial intelligence doesn’t forgive carelessness. And losing trust is too high a price for avoidable mistakes. So, act wisely and stay one step ahead!
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