Why AI use is almost always a GDPR topic
As soon as personal data – customer names, email addresses, employee data – goes into an AI tool, GDPR applies. That's true whether you're just testing a chatbot or running an automation in production.
The key building blocks
Data processing agreement (DPA)
If an AI vendor processes personal data on your behalf, you typically need a data processing agreement (Art. 28 GDPR). Without one, production use is legally risky – no matter how well the tool works.
Server location & third-country transfers
Many major AI vendors process data in the US. It's worth checking whether processing happens in the EU or whether data is transferred to a third country – and on what legal basis (e.g. the EU-US Data Privacy Framework) that transfer relies.
Training opt-out
Some vendors use your input by default to keep training their models – this can often be turned off in business or enterprise tiers. For confidential or personal data, that opt-out should be mandatory, not optional.
Data minimization as a baseline rule
The simplest safeguard remains: enter as little personal or confidential data as needed – anonymize or use placeholders wherever possible (see also the privacy risk covered in module 4).
Why this matters for you as a decision-maker
These basics aren't a brake on AI adoption – they're the checklist to run through once before any production use. Beyond Prompt builds these questions into automations from the start, instead of letting them become a problem afterward.