What information should stay out of AI chats? Leave out customer names, email addresses, payment details, passwords, and private message histories. You can usually explain the problem by paraphrasing: describe the product and the customer's question without identifying anyone. If you share a screenshot, crop it to the one screen element you need explained and remove account details.
When you're stuck on a customer question or a confusing settings screen, it's tempting to paste in everything and let AI sort it out. You rarely need to. AI needs the problem, not the people. This checklist supports the privacy section of our guide to confident AI use.
What should never go into an AI chat?
- Customer names, email addresses, and phone numbers
- Payment details, order numbers tied to individuals, or bank information
- Passwords, login codes, and security answers
- Full private message threads or email histories
- Account dashboards showing subscriber lists or sales by person
- Anything a customer shared with you in confidence
Also check your AI tool's own privacy settings and your email or payment provider's terms, since those rules vary by service.
How do I describe a customer problem without identifying them?
Paraphrase. Instead of pasting an email, write: "A buyer of my printable meal planner says the pages print with cut-off margins. What could cause that, and what should I ask them?" That gives AI everything it needs. It also keeps the chat focused on the issue instead of unrelated details.
How do I share a screenshot safely?
- Crop to the one area you need explained.
- Cover or blur names, emails, account numbers, and revenue figures.
- Check the edges and corners for browser tabs or notifications.
- If in doubt, describe the screen in words instead: "I see three tabs labeled Settings, Billing, and Integrations."
For walking through screens step by step, see how to make AI guide you one step at a time.
What about my own business information?
Share what the task needs and no more. Product names, audience, and your offers are usually fine and helpful. Detailed financials, login details, and private partner agreements usually aren't needed to get good help.
What about writing a question to a service provider?
AI can help you draft a clear support request. Keep account numbers out of the chat and add them yourself when you send the message to the provider. Ask one central question per message for a faster, clearer reply.
Try this prompt: "Here's a customer issue, paraphrased with no personal details: [summary]. The product is [product and format]. Help me understand likely causes and draft a short, friendly reply. Don't include placeholders for personal data."
When AI helps you write a reply, still check which claims need verifying before sending.
Key takeaways
- AI needs the problem, not the people.
- Paraphrase customer messages instead of pasting them.
- Crop and clean screenshots, or describe the screen in words.
- Add account details yourself, outside the chat.