AI tools aren’t going away – so how do you use them without losing sleep (or your data)? In this final part of our series, we turn to solutions. It’s clear that AI avatar apps and generative tools come with risks, but abandoning them entirely might not be realistic (or necessary). Business owners across Liverpool, the North West, and North Wales can enjoy the perks of AI while mitigating the downsides by following some actionable best practices. Consider this your checklist for cyber-savvy, responsible use of AI image tools in your business.
1. Think Before You Upload
This sounds simple, but it’s where most people slip. Treat any image or data you upload to an AI service as if it could become public. In practice, that means don’t feed confidential or sensitive images into public tools. If you wouldn’t want an image on a billboard, don’t put it in an app. Universities and companies alike are adopting this rule: for example, the California State University system bluntly advises not to input any confidential information into generative AI tools, warning that anything shared might not be secure and could become public genai.calstate.edu. The same goes for images – that snapshot of your driver’s license or your office whiteboard should stay off AI apps. When in doubt, leave it out.
Also, strip images down to the essentials. If you must use an AI tool, perhaps crop out other people, blur the background, or use an image that doesn’t include identifiable third parties. Less data given is less data that can leak or be misused.
2. Establish a Company AI Policy
If your team is excited about using the latest AI toys, you need to set some ground rules. Create a clear, workable policy for generative AI use in your organization. This policy should outline:
- Which tools are approved or forbidden – e.g., maybe you allow Microsoft’s trusted AI tools that come with enterprise agreements, but not random free apps.
- What kinds of data can be used – e.g., “stock images or your own headshot is fine, but no client images, no HR photos, no ID documents,” etc.
- Security and privacy precautions – e.g., requiring use of the tool’s “privacy mode” if available, or using it only on company devices that have proper security.
Make this policy practical. Don’t just impose a blanket ban that everyone will ignore globallegalinsights.com. Instead, involve your employees in shaping it – find out what tools they find useful and set boundaries together. For instance, if your marketing team wants to generate AI headshots, perhaps pick a single vetted service and have everyone use that under guidance. Crucially, enforce the policy. Just like with speed limits, if you set rules but never check, people will do whatever they want globallegalinsights.com. You might have IT monitor usage or at least periodically remind folks of the do’s and don’ts. And revisit the policy regularly – AI tech evolves quickly, so update your rules as new risks or better solutions emerge globallegalinsights.com.
3. Choose Trusted Tools and Settings
Not all AI apps are created equal. Opt for reputable platforms, ideally ones that cater to businesses. For instance, Microsoft, Google, and Adobe are rolling out AI features with promises that your data won’t be used to train their models or will stay within your tenant. These bigger players often allow you to turn off data collection for training. In contrast, many freebie apps make money off your data – so consider paying for a pro or business version of an AI service that comes with a data protection addendum.
Before using a tool, review its privacy controls:
- Does it offer a setting to not save your uploads?
- Can you delete your data or ask for it to be deleted?
- Is there two-factor authentication to secure your account?
If an AI tool has no information on data security or privacy, that’s a red flag. Remember the earlier point: without transparency, assume whatever you feed it could be stored and seen by others globallegalinsights.com. If you do have a contract or Terms of Service to review, check what it says about data logging and retention. Ideally, you want to see commitments that data is only used to give you the output, then deleted. If the provider is vague or asks for broad usage rights, think twice. Trustworthy vendors will be clear about how they protect your data – and if they’re not, consider alternatives.
4. Train Your Team to Spot and Handle Deepfakes
We’ve discussed how your images can be misused to create deepfakes. A big part of defense is awareness. Train your staff (especially those in finance, HR, or any role that could be targeted) on deepfake scams. Share the stories we covered: the fake CEO voice asking for a transfer, the spoofed video calls. When people know these things exist, they’ll be more skeptical if they get an odd request. Encourage a verification step for any unusual or high-stakes request “from management” that comes via video or voice. It could be as simple as, “Hang up and call them back on a known number,” or a code word your team shares for emergencies.
Also, include guidance on verifying external communications. If you see a video of a business partner or a famous CEO promoting a “great investment opportunity” out of the blue, approach with caution. It could be a deepfake scam. The FTC has even issued warnings about AI-generated voice scams for consumersnpr.org – businesses need to heed them too.
5. Bolster Your Operational Security (OPSEC)
Operational security isn’t just an IT buzzword – it’s about habits. To use AI tools safely:
- Limit Exposure: Don’t overshare employee photos, internal videos, or sensitive info on public platforms. The less material available publicly, the harder it is for attackers to create convincing deepfakes or spearphishing content.
- Secure Your Accounts: If you use any AI tool, protect that account. Use strong, unique passwords and enable 2FA. A hacker who breaks into your AI account might access your uploaded images or generate malicious things in your name.
- Network and Device Security: Ensure that whatever device is used for these tools is secure. Malware on a device could steal the image you’re uploading before it even reaches the AI service.
And don’t forget the simple but powerful practice: keep personal and work data separate. If employees want to play with AI avatars on their personal photos, that’s up to them – but it shouldn’t be intermingled with work accounts or work files. This reduces the blast radius if something goes wrong.
6. When in Doubt, Consult Experts
AI is a fast-moving field. New apps will emerge, and it’s tough for business owners to evaluate each one’s risk. Build a relationship with trusted experts or resources. Your IT provider or security consultant (like Hilt Digital Solutions!) can vet tools for you. Sometimes a quick check can save a lot of trouble – for example, discovering that a popular app has had past data leaks or is based in a country with weak privacy laws would be a stop sign.
Also, keep an eye on official guidance. The UK ICO, National Cyber Security Centre (NCSC), and industry groups often publish tips on safe AI use. If an app becomes wildly popular, you can bet someone in the security community will analyze its privacy posture. Use that collective knowledge to your advantage.
Conclusion: Embrace AI Carefully and Confidently
We began this series asking if you’re giving away your face. By now, you have a clearer answer: you don’t have to give away your face (or your data) if you stay informed and proactive. AI tools can offer incredible value – from creative marketing content to streamlined operations – but they must be used with eyes wide open. As a business leader, set the tone. Embrace innovation, but do it the smart way, with policies in place, the right tools, and a culture of security awareness.
Your face – and your company’s face (brand) – deserve protection. With the steps outlined above, you can enjoy the cool benefits of generative AI without falling into the traps of privacy loss, legal trouble, or security breaches.
At Hilt Digital Solutions, we believe technology should work for you, not against you. Our approach is educational and value-first: we empower you with knowledge and practical safeguards. Whether it’s navigating the latest AI trend or tightening up your cloud security, we’ve got your back. As the North West’s trusted cyber and cloud assurance provider with leading AI and Microsoft expertise, we’re here to help you innovate safely. Don’t let the risks scare you away – with the right partner and know-how, you can confidently say “yes” to AI while keeping control of your data and your identity.