Global

Your data and AI tools: What you can and cannot share

A ready-made course you customise for your organisation, with a live session deck and two surveys. You only add the 7 details that are specific to your organisation.

See the live deckSee the full outline
Try the coursePreview the survey
Length
30 min
Lessons
6 lessons
Frequency
At hire, annually
Last reviewed
21 Oct 2026
The five-step check before you paste or connect
What would you do?

You want an AI summary of a customer complaint

Try it: this is one of 17 interactive activities in the course.

What's included

Three pieces that work together

Copy once, get everything. Learners prepare on their own, you answer questions live, and the surveys tell you what stuck.

Self-paced course

Short lessons with real workplace scenarios, not walls of text.

  • 6 lessons, about 30 minutes
  • Scenario, sorting activity, process, timeline and quizzes
  • 10-question final check, 80% to pass

Live session deck

An AhaSlides presentation to run after the course, in person or online.

  • 10 slides
  • Quiz, poll, word cloud, scale slides
  • A closing slide for your contacts

Two surveys

Find out what landed, and whether people use it on the job.

  • Post-course feedback, about 2 minutes
  • 30-day check-in
  • Anonymous by default
  • Results feed your next refresher

Learning objectives

At the end of this course, learners can

Each objective and the lesson that covers it.

IDObjectiveSourceWhere it's covered
TO 126.0Achieve ≥ 80% on the final assessment-Whole course
SO 126.1Classify information as public, internal, confidential or personal before using an AI tool + your infoGDPR Art. 5; ISO/IEC 27001:2022; organisation's classification schemeWhole course
SO 126.2Choose an approved tool or account type that fits the data + your infoOrganisation's approved tool listWhole course
SO 126.3Remove or anonymise personal data in prompts and uploadsGDPR Art. 5 (data minimisation); EDPB Opinion 28/2024Whole course
SO 126.4Recognise shadow AI and over-broad connector permissions as sources of exposureOWASP Top 10 for LLM Apps 2025 LLM02Whole course
SO 126.5Act quickly and report when data has been shared by mistake + your infoOrganisation's incident procedureWhole course

Your part: what a template can't do for you

  • Your workplace details: fill in the 7 highlighted fields so the course describes your own policies, contacts and locations.
  • Records: record completion in your own LMS or record system.

Course outline

6 lessons, about 30 minutes

Minutes per lesson are an estimate, shared out by page count.

ContentInteractiveVideoYou customise
1

An AI assistant exposes salary files

3 pages

6 min
Before you beginNoteList
The helpful assistantTextImageTimeline
What went wrongFlashcardsKey factQuiz
2

Personal data, confidentiality classes and shadow AI

3 pages

6 min
Four classesTabsYour info
Shadow AIAccordion
Which class is it?Sorting activityMulti-select quiz
3

The five-step check before you paste or connect

3 pages

5 min
Five stepsProcessYour info
Clean the promptSorting activity
Pass or stop?ScenarioQuiz
4

Grey areas: permissions, meeting notes, customer lists

3 pages

5 min
The over-broad permissionScenario
Unreleased meeting notesScenario
The customer listScenarioMulti-select quiz
5

Reporting an incident and requesting approved tools

2 pages

4 min
If you shared too muchProcessYour infoKey fact
Asking for a toolChecklistYour infoQuiz
6

Final assessment and acknowledgement

Assessment

4 min
Final check10 questions80% to passCompletion page

Live deck and surveys

10 slides to run live, two surveys to close the loop

Pink slides are interactive. Both surveys are anonymous; pink questions are written for this course.

ContentTitle and agenda
PollHave you pasted customer or colleague data into an AI tool?
Word cloudWhat data would you never paste into an AI tool?
QuizWhich can go into a public AI tool without approval?
Content · customiseThe five-step check {{APPROVED_AI_TOOLS}}
QuizYou pasted a customer list into a free tool by mistake. First action?
ScaleHow confident are you deciding what is safe to paste?
Open-endedA prompt you would rewrite after today
Q&AAsk the trainer anything
Content · customiseClosing {{DATA_PROTECTION_CONTACT}}, {{SURVEY_1_URL}}, {{SURVEY_2_URL}}
Post-course feedback: 10 questions, about 2 min
  1. Overall rating 5 stars
  2. Relevant, realistic, right length, helpful activities agree/disagree grid
  3. What was most useful? multi-select
  4. Confidence before this course, and now 1-5 scale
  5. Which kinds of work information have you put into AI tools? multiple choice
  6. Do you use a personal or work AI account? multiple choice
  7. Do you know our data classification levels? multiple choice
  8. One thing we should change or add open text
  9. Would you recommend this course? NPS
30-day check-in
  1. Have you used what you learned since the course? multiple choice
  2. How confident are you today? Compare with day 1 1-5 scale
  3. A moment where the training helped, or where you weren't sure open text
  4. Which topics should the next refresher focus on? ranking

Results show whether people use the training on the job, not just whether they finished it.

Make it yours

7 fields to fill in, and you're ready

Everything else is done. These are the details only your organisation knows; each one is highlighted inside the course.

  • Classification levels and examples{{DATA_CLASSIFICATION_POLICY_LINK}}
  • Tools and what data class each may take{{APPROVED_AI_TOOLS}}
  • Where to report data shared by mistake{{DATA_PROTECTION_CONTACT}}
  • How to ask for a new tool{{TOOL_REQUEST_LINK}}
  • Surveys and completion record{{SURVEY_1_URL}}
  • Surveys and completion record{{SURVEY_2_URL}}
Show all 7 fields
  • Surveys and completion record{{LMS_OR_RECORD_SYSTEM}}

FAQ

Common questions

Can I run your data and AI tools: What you can and cannot share training online?

Yes. The course is self-paced and online, and the live deck lets you add a live session in the room or online.

How often is this training needed?

At hire, annually, and when an AI tool is approved or restricted.

Who needs this training?

All employees; run by data protection, IT security or L&D.

What records should I keep?

Record completion in your own LMS or record system, so you can show who finished the course and when.

Can I edit the content?

Yes, everything. Change the wording, swap scenarios for ones from your workplace, add your logo, or remove parts that don't apply.

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Last reviewed: 21 October 2026Templates are a starting point, not legal advice.

Ready to run it?

Open the live deck to see how the session runs alongside the course and both surveys.

See the live deck