Checklist for SMBs to Ensure Your Organization's Employees are Not Giving Away Sensitive Company Data on the AI Platforms

Employees in SMBs must be able to use AI to assist them in their day-to-day workflow. The problem is they may be exposing your company's proprietary information. The following is a checklist of things you can do to minimize the security risks for SMBs as employees increasingly turn to AI.

1. Policy + Training (Baseline - Not ideal. But most Companies Missing This)

Define “AI Acceptable Use Policy” No PII, financials, client data, source code, etc.

Train employees on: What counts as sensitive Real examples (this is key)

Make it simple: “If you wouldn’t email it externally, don’t paste it into AI”

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2. Enterprise AI Tools (Better Solution: Control the Environment)

Instead of banning AI, redirect its usage to a secure AI platform:

Use: Microsoft Copilot (M365 tenant-bound) ChatGPT Enterprise / Team (no training on your data) Google Gemini for Workspace

Benefits: Data stays within tenant. No model training on inputs Admin controls + audit logs

This is the cleanest strategic move.

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3. Technical Controls (Where an MSSP like Hudson Can Help)

A. DNS / Web Filtering

Block or restrict: Public AI tools (ChatGPT free, Claude, etc.)

Allow only approved AI endpoints

B. CASB / SaaS Security (Microsoft Defender, Netskope, etc.)

Detect: Data being uploaded to AI tools

Enforce: Session controls (block copy/paste of sensitive data)

C. DLP (Data Loss Prevention)

Scan for: Financial data Client info IP

Block or alert when: Data is pasted into browser forms / AI tools

D. Endpoint Monitoring

Track: Clipboard activity (in higher security environments)

Flag risky behavior patterns

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4. Identity + Access Controls

Restrict who can access: External AI tools API-based integrations

Use: Conditional access policies Device compliance requirements

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5. Logging + Visibility (Frequently Overlooked by SMBs)

Who is using AI tools?

What data categories are being shared?

Which departments are highest risk?

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6. AI Usage Security Assessment”

A professional review by an MSSP like Hudson can help your organization evaluate a secure pathway for using AI. The review is designed to help SMBs understand:

Where AI tools are being used

What data is being exposed

Risk score by department

Policy + technical recommendations

If you think it's time your organization stepped up its IT or security, book a 15 minute call with a Hudson expert.

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