AI is saving people time at work. Writing emails, improving quotations, taking meeting notes—tasks that used to take half an hour can now take minutes.
But there’s a question business owners need to ask: what are employees sharing to get those results?
At J2 Group Malta, we’ve identified unapproved AI use involving company information in several businesses. It’s something we’re already seeing in workplaces.
What happens to the information you share?
When someone uploads a document to a cloud-based AI tool, it is sent to the provider’s systems for processing. Depending on the service, subscription and settings, it may also be stored or used to improve its models.
That quotation your employee wants to tidy up could include customer details, agreed prices and supplier terms. Meeting notes might contain financial plans or a confidential staff discussion.
Connecting an assistant to company email deserves particular attention. Depending on the permissions granted, the tool could retain access to messages, calendars or files long after the task is finished.
An employee may simply be trying to get through a busy day. They might never think to check those permissions.
Does everyone in your company follow the same rules?
If staff are choosing their own AI tools, it’s worth finding out what’s already in use.
Which applications have they connected? What information goes into them? Does anyone review the access they request?
Agreeing on approved tools and clear rules gives employees a practical way to use AI safely. It also gives you a better picture of where your business information is going.
Could you have your own AI agent?
For some businesses, a dedicated AI agent hosted on company-controlled infrastructure is worth considering.
It can work with selected documents and business information. When the AI model and processing are also hosted internally, that information can stay within your environment. The setup still needs proper security, maintenance and access controls.
Start with a conversation
J2 Group Malta can help you create a safer working environment and standardise AI use across your company. We can review the tools your team uses, check permissions, establish clear guidance and discuss whether a self-hosted AI agent would suit your needs.
It all starts with a free consultation.
Your employees may already be using AI, and company information could already be reaching services you haven’t reviewed. Don’t wait for a problem to find out.
