Using AI Responsibly in HR: What Every Professional Needs to Know

Artificial intelligence has quickly become a powerful tool in the HR toolkit. From drafting job postings to generating interview questions and summarizing policies, AI can help save time, spark creativity and reduce admin workload. But as with any tool, how you use it matters, and HR professionals in particular need to proceed with care.

The convenience of copying and pasting content into an AI chatbot is tempting. Need to polish a job offer? Want to reword a sensitive policy? It takes just seconds to ask an AI for help. But behind that ease lies a risk many people overlook: the information you share with an AI tool may not be as private as you think.

Where AI Use Gets Risky

Let’s say you’re working on a confidential workplace investigation. You want to make sure your communication with the employee is worded clearly and empathetically, so you paste the draft into ChatGPT or another tool and ask for improvements. Or maybe you’re preparing a new employment contract and want help refining the language. Seems harmless, right?

Not necessarily.

Unless you’re using an enterprise version of an AI tool with strict data privacy terms, the content you input may be stored or used to further train the AI. That means sensitive information - employee names, salaries, internal policy language - could theoretically end up being accessible to others.

The Implications for HR

As HR professionals, we’re often stewards of highly sensitive information: employee records, workplace investigations, internal strategies and more. Sharing that kind of data, intentionally or not, can have serious consequences, including:

• Breach of confidentiality

• Violation of employment or privacy laws

• Damage to employee trust

• Potential legal liability

Even uploading seemingly anonymized content can be risky if it includes identifiable phrases, compensation figures or proprietary formats.

How to Use AI Safely in HR

AI isn’t off-limits for HR. In fact, used thoughtfully, it can be a fantastic productivity booster. But it’s important to put safeguards in place. Here are some practical tips to guide your use:

1. Avoid uploading sensitive or confidential documents

This includes contracts, disciplinary letters, internal policies and anything containing names or identifying details. If you want help with wording, strip the content down to the core message and remove anything traceable.

2. Use general prompts instead of pasting full documents

Rather than inputting a full policy, ask for help drafting a policy on a topic (“Can you help me write a respectful workplace policy that includes examples of inappropriate behaviour?”). That way, you’re not disclosing your internal content.

3. Stick to public-facing material

Job ads, LinkedIn bios or general guidance documents are typically safe to run through AI tools - just double-check nothing private or proprietary slipped in.

4. Understand the tool’s data policies

Each AI platform has different terms of service. Free, public-facing versions are often trained on your inputs. Paid versions, especially enterprise-grade tools, may offer stronger data protection. For example, OpenAI’s policy notes that unless you opt out, inputs in the free version of ChatGPT may be used to improve its models.

5. Train your team

Many HR professionals don’t realize they’re potentially breaching privacy when using AI tools. Host a quick lunch-and-learn or share guidelines on how to use AI responsibly within your department.

6. When in doubt, don’t input it

If you’re ever unsure whether something is too sensitive to share, trust your instincts and keep it out of the tool. It’s better to take a few extra minutes to word something yourself than risk a breach of trust.

AI is Here to Stay - Let’s Use it Wisely

AI has the potential to elevate HR work, not replace it. It can enhance how we communicate, brainstorm and streamline admin tasks. But like any tool, its value lies in how thoughtfully it’s used.

By being mindful of what you input, understanding where risks lie and sharing responsible practices with your team, you can harness the benefits of AI without compromising privacy or professionalism.

Want to share this guidance with your HR team? Reach out - we’d be happy to help you develop practical, real-world AI use guidelines tailored to your organization.