AI is becoming a normal part of workplace tools, but with it comes new questions about data security and compliance.

If staff are already using external AI platforms like ChatGPT, you could be exposing sensitive business or HR information without realising it.

That’s where Microsoft Copilot is different – it’s designed for business use, built into Microsoft 365, and keeps your data secure. 

What many businesses don’t realise is that every Microsoft 365 customer has access to Copilot Chat. That means your staff may already be experimenting with AI in the workplace – which makes security and oversight more important than ever.

Here are some key points to consider:

How Copilot Stores Your Data

  • Data stays within your Microsoft 365 tenant – it doesn’t leave your secure business environment.
  • Unlike free AI tools, Copilot doesn’t use your data to train external models.
  • You stay in control, with security and compliance aligned to your company’s IT policies.

HR & Compliance Risks

  • Sensitive staff information (contracts, payroll, reviews) could leak if uploaded to external AI tools.
  • Copilot reduces this risk by keeping data contained inside your Microsoft ecosystem.
  • Using unmanaged AI tools could even create HR or legal issues if confidential data is mishandled.

Staff Permissions & Policy

  • Do your employees know whether they’re allowed to upload company data into AI tools?
  • Without clear guidelines, staff might share information that should stay private.
  • Copilot allows admins to set access rules and manage permissions across the business.

The Risk of “Not Knowing”

  • If managers don’t know where data is going or how it’s being used, the business is at risk.
  • Shadow IT (staff using tools outside company control) is a growing security issue.
  • Copilot provides visibility and accountability, helping IT teams reduce blind spots.

Other Factors to Consider

  • Licensing & Accessibility: Only staff with the right Microsoft 365 licence can use Copilot – plan your rollout carefully.
  • Data Classification: Decide which information is safe to use in AI and which should remain restricted.
  • Audit & Monitoring: Track Copilot activity through Microsoft 365 admin tools to ensure compliance.
  • Productivity vs Security: Copilot boosts efficiency, but controls must be in place to keep sensitive data safe.
  • Training & Change Management: Staff need guidance on using AI responsibly – even secure tools aren’t risk-free if misused.
  • Integration with Security Tools: Copilot works with Microsoft Defender, Purview, and other security features to protect your business data.

At GZD, we help businesses roll out Copilot securely, so you get the productivity benefits of AI without opening the door to compliance risks.

Want to see how Copilot can safely add value to your business? Get in touch.

Give us a call  ‣  031 818 9060