What you should never paste into ChatGPT

Keep secrets out

Never paste passwords, sign-in codes, or keys that give access to your tools. Keep full card numbers and bank details out, too.

For routine writing, leave out health details, staff disputes, private contracts, and customer lists. Don't drop a whole file into a chat just because one paragraph needs work.

A privacy setting doesn't replace permission to share private business or personal details.

Give the task, not the file

Start with a blank note. Write what you need to say, who it's for, and the tone you want. Add only the facts needed for that draft.

Use labels such as “customer” or “team member.” Swap real figures for made-up ones when the exact amount doesn't matter. Names aren't the only clues, so remove details that point to a specific person.

Keep the real details in your business tools. Add them to the finished message there, after checking the draft.

Try a plain example

Illustrative example: A plumbing company needs to move an appointment. The writing task doesn't need the customer's full email history.

Try this prompt in ChatGPT:

“Draft a short, friendly email asking a customer to move an appointment. Leave blanks for the date and time. Don't invent a reason. Ask them to confirm what works.”

That gives you wording to review, without bringing the customer's private story into the task.