The real question is what goes into the tool
Client records, donor details, health information, employee files. Most AI trouble starts with data going somewhere nobody decided it could go. Write the rule down, attach it to each tool, and you've removed the guesswork.
What your data management policy says
What may go in
Public and internal material, yes. Client, donor, health, and employee records, only in named tools with an agreement in place.
Where it ends up
Whether the vendor keeps it, trains on it, or sends it elsewhere. Recorded per tool, in your inventory.
How long it stays
A retention answer per tool, so “delete our data” is a request you can actually fulfil.
Who to ask
A named owner per tool, so staff have somewhere to go instead of guessing.
Looking for HIPAA, GDPR or CCPA?
Those are privacy obligations rather than data management, and they have their own page — with a crosswalk for each and the deletion clocks tracked for you.
Find out what's leaving your building
The free scorecard asks what data your team puts into AI tools, and shows you the gaps.
Take the free scorecard →