OneAI can help you work faster and more efficiently, but it should be used responsibly. This guide explains how to protect sensitive information, follow data privacy requirements, and make safe decisions when using OneAI.
Before using OneAI, make sure you:
- Understand JA’s data protection and confidentiality policies.
- Know whether the information you want to use contains personal, confidential, legal, financial, or sensitive data.
- Have a clear business reason for using OneAI.
Steps
- Review the information before entering it. Determine whether the content contains personal data, confidential information, passwords, financial details, legal information, or other sensitive material.
- Avoid using OneAI for final decisions. Use OneAI to support your work, but do not rely on it as the final authority for legal, financial, human resources (HR), compliance, or other high-risk decisions.
- Remove unnecessary personal data. Use the minimum amount of personal information needed to complete your task. When possible, anonymize or pseudonymize data before entering it.
- Protect student information. Avoid entering student-level personal data unless there is an approved business need and the use complies with JA data protection requirements. Consider using aggregated or anonymized information instead.
- Handle donor and partner information carefully. Enter donor or partner information only when there is a legitimate business need. Avoid including unnecessary personal details, payment information, confidential negotiations, or sensitive relationship notes.
- Use caution with confidential documents. Consider the sensitivity of internal strategies, leadership discussions, legal matters, financial plans, and partnership information before entering them into OneAI. Follow internal guidance and use good judgment.
- Treat prompts as work records. Assume that prompts and outputs may be logged for security, support, troubleshooting, compliance, or service improvement purposes. Do not use OneAI as a private journal or place for personal information.
- Choose approved systems. Use OneAI instead of unapproved public AI tools when working with JA information. OneAI is designed to provide a more controlled environment with stronger governance and oversight.
Tips
- Use generalized examples when specific details are not required.
- Replace names and identifiers with placeholders whenever possible.
- Review AI-generated content before sharing it with others.
- When in doubt, ask whether the information is necessary for the task.
Troubleshooting and FAQs
What information should never be entered into OneAI?
Avoid entering:
- Passwords or login credentials.
- Private keys or security secrets.
- Financial account information.
- Sensitive HR records.
- Legal dispute information.
- Highly sensitive personal data without an approved business need.
Is OneAI GDPR-compliant?
OneAI is implemented to support the General Data Protection Regulation (GDPR) and other privacy requirements. Compliance also depends on how users handle data. Always follow JA policies and avoid sharing unnecessary personal information.
Where is my data stored?
Data storage depends on the OneAI architecture, hosting environment, AI provider, and system configuration. JA will define how data is processed, stored, retained, and protected as part of the service rollout.
Is OneAI more secure than public AI tools?
Yes. OneAI is designed to provide greater control over access, providers, logging, privacy settings, configuration, and acceptable use. This helps reduce the risks associated with sharing JA information in unapproved public AI systems.
Need More Help?
If you need further support or clarification, please email support@jaworldwide.org to create a ticket.