🔷 SERIES: 30 PERSONAL DATA PROTECTION COMPLIANCE SCENARIOS IN EVERYDAY BUSINESS OPERATIONS - #3: USING AI TOOLS TO PROCESS CVs, CONTRACTS OR CUSTOMER EMAILS: WHERE IS PERSONAL DATA GOING?
- loanlelawlinkvn
- 4 days ago
- 2 min read
Updated: 3 days ago
AI tools are rapidly becoming part of day-to-day business operations, from CV screening, contract summarization, and email drafting to ticket classification and customer support. However, when real data is entered into these tools, the key question is not just whether the tool is efficient, but where personal data is being transferred to and how it is being processed.
In practice, businesses often start using AI tools for small, reasonable needs. Yet precisely because adoption is decentralized, risks can easily be overlooked: employees may use personal accounts, input full contract contents or customer emails, without clarity on where the data is stored, who can access it, or whether the platform reuses the data for other purposes.
The issue, therefore, is not whether businesses should use AI tools. It is whether appropriate control mechanisms are in place before real data is entered into these tools. At a minimum, businesses should define what types of data are permitted, which tools are approved, and which scenarios require prior approval or anonymization before processing.
A practical tip for internal governance:
Even in the absence of a comprehensive AI policy, businesses should consider issuing an AI tool use checklist for personal data processing to establish a minimum control baseline.
Mini-checklist:
Identify which AI tools are approved for business use;
Restrict the types of personal data that may be entered into such tools;
Require anonymization or removal of identifying information where appropriate;
Prohibit the use of personal accounts for work-related data processing unless approved;
Assign a responsible internal point of contact to review high-risk use cases before implementation.
As AI becomes embedded in daily workflows, personal data governance cannot lag behind tool adoption habits.
Legal reference: Law on Personal Data Protection No. 91/2025/QH15 and its guiding regulations, particularly provisions on data processing principles, purpose limitation, data security, and responsibilities in controlling data sharing and processing via technology platforms.
CTA: Access and download the AI Tool Use Checklist for Personal Data Processing in the link below:
💌 Next Article: Workplace CCTV – Installed for Management or Excessive Data Collection?
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Article: Prepared by LLVN.
Image: LLVN
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