Confidentiality in the Age of AI: What Leaders Need to Remember

The world has changed. So should the way we handle private conversations.

It’s never been easier — or riskier — to share information. Between AI-powered note-taking bots, uber-smart smartwatches, Zoom AI assistants, and always-on recording tools, the concept of confidentiality has taken a serious hit.

But it’s not just tech.

People are overwhelmed. They’re moving fast, clicking faster, and occasionally hitting “Reply All” when they shouldn’t. It happens. But the consequences of a slip — intentional or not — can be significant.

So what’s a thoughtful leader to do?

Here are a few reminders we’re bringing into our client and team conversations:

1. Assume you’re being recorded.
   If it’s a Zoom (or Teams, or Google Meet, or FaceTime…) meeting, ask what tools are running in the background. Bots like Fireflies, Otter, Fathom, etc. are likely capturing and storing your every word. If it’s not appropriate to record, speak up and ask for a pause.

2. Double-check your recipients.
   This sounds simple — because it is. But it’s also the most common way sensitive info gets exposed. Take 10 extra seconds before hitting send.

3. Know your tech.
   If you’re using generative AI, transcribers, or email automation tools, understand how data is stored, shared, and possibly reused.

4. Set expectations.
   Whether it’s a team meeting or a client conversation, set the tone: “This is confidential.” Make sure others know that discretion is not optional — it’s assumed.

5. Use the New York Times test.
   My mama has always said, “If you don’t want it on the front page of the New York Times, don’t put it in an email.” Or a Slack message. Or a chat bot….

At Kwedar & Co., we take pride in the trust our clients place in us. Confidentiality isn’t a checkbox — it’s a constant drumbeat. And in this hyper-connected age, it’s more important than ever.

Want to work with a team who treats your reputation like their own? Let’s talk.