AI tools like ChatGPT, Google Gemini, and Microsoft Copilot have quickly become everyday assistants for many employees: writing emails, summarising documents, and speeding up research. But when staff use their own AI without oversight – known as Bring Your Own AI (BYOAI) – it can open a can of worms for a business.

While the benefits of AI are clear, unregulated use comes with serious risks. Top of the list is Data security. Employees might unintentionally feed sensitive information e.g. client details, financials, or internal plans – into AI tools that store or reuse this data. Even AI platforms with strong security measures can pose problems if the business isn’t in control of how they’re used.

Then there’s Compliance. Sharing confidential or regulated data with third-party AI tools could breach data protection laws like the UK GDPR. It’s not just about what data is shared – it’s also about where it ends up and who can access it.

Operational risks also creep in. If staff rely on different AI tools, there’s no consistency in how tasks are done. Worse, AI-generated content may contain errors or bias, which can damage trust and even lead to reputational or legal issues.

So, what can you do?

Create a clear BYOAI policy: Set out which tools are approved, what’s off-limits, and when AI can be used.

Raise awareness: Help staff understand the risks and how to use AI responsibly.

Offer secure alternatives: Provide access to trusted, secure AI tools that meet your organisation’s data protection standards.

Build governance into your AI strategy: Regularly review how AI is being used across the business, and stay up to date with legal requirements and best practices.

AI isn’t going away – it’s already reshaping how we work. But with the right policies and a bit of planning, businesses can get the best out of AI without walking into hidden traps.

If you need further help or advice with BYOAI then contact IT Managed and we’ll review your situation and produce an actionable report.