AI tools and newsroom data: a quick guide

AI tools and newsroom data: a quick guide

If you put a draft story, source material, unpublished image, subscriber record, or customer information into an AI tool, could it be used to train future models? The answer depends on the account or plan you use.

Tool and account Is your content used for model training? What to check
ChatGPT Business or Enterprise; OpenAI API No, by default. Use the approved work account. OpenAI policy
ChatGPT Free, Plus, or Pro (personal account) It may be. Training is enabled by default. Turn off Settings → Data Controls → Improve the model for everyone. OpenAI controls
Claude Team or Enterprise; Anthropic API No, by default. Use the approved work account. Submitted feedback may be an exception. Anthropic policy
Claude Free, Pro, or Max (personal account) It may be if you allowed model improvement. Check Settings → Privacy → Help Improve our AI models. Anthropic controls
Gemini through Google Workspace No, unless your organization gives permission or instruction. Confirm you are signed into your managed Workspace account. Google terms
Gemini Apps (personal Google account) It may be if Keep Activity is on. Review Gemini Apps Activity → Keep Activity. Google controls
Microsoft Copilot at work No. Organizational prompts and responses are not used to train foundation models. Use the organization’s Copilot experience. Chats may still be stored in activity history. Microsoft policy
Microsoft Copilot (personal account) It may be. Review Privacy → Training on conversation activity. Microsoft controls
Perplexity Enterprise No. Use the organization’s Enterprise account. Perplexity policy
Perplexity Free, Pro, or Max It may be. AI data retention is enabled by default. Turn off Account settings → Preferences → AI data retention. Perplexity controls

Newsroom rule of thumb: For unpublished reporting, confidential sources, subscriber information, and client data, use an organization-approved work account and follow your newsroom’s data policy. A personal paid plan does not automatically provide the same protections as a business plan.

This table covers model training, not every way content may be stored, reviewed, or passed to a connected app. Feedback and safety exceptions can also apply. Provider policies checked October 9, 2026.

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