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Prevent AI Data Leaks with the Right Tools

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As leaders of small and midsize organizations, we need to operate efficiently and effectively within a range of security constraints. Laws, regulations, industry standards, and contractual obligations set expectations and, in most cases, impose requirements on how we manage and run our business and IT. Now, artificial intelligence (AI) adds a new layer of security challenges.

AI is most effective when it has access to a broad range of relevant information. However, that access must be carefully limited to authorized users, creating a delicate balancing act.

AI data leaks occur when AI tools and systems expose information to unauthorized users or share it inappropriately. These leaks can happen internally or externally, and may be accidental or intentional.

Preventing AI data leaks requires actively governing permissions and access, along with choosing AI tools that align with your security and privacy requirements.

Setup AI Data Governance

The days of “set and forget” permissions are over. At the macro level, AI data governance requires actively managing access controls and permissions settings.

Begin by reviewing and auditing your current access controls and permissions settings. It is common for users to rely on default sharing settings or to adjust permissions for convenience, often extending access inappropriately. While people may not actively search for and find private information, AI will.

Running an audit tool and resetting permissions can help close these gaps and provide a fresh starting point. Once permissions are properly configured, advanced security tools enable ongoing monitoring to identify new threats as they emerge. These tools can notify users and administrators of potential issues and modify permission changes to reduce risk.

Pick Secure AI Tools

With data access controls and permissions properly secured, the next step is ensuring that the AI tools and systems you use do not put your data at risk.

When selecting AI tools, look for the following attributes:Connect with a Cloud Advisor

1. Adheres to Security Standards

Include security as a critical criteria when selecting your AI tools and systems. Verify that the AI tools you pick adhere to industry and regulatory security standards.

2. Does NOT Train Models Without Permission

Never use an AI tool that trains their models without your permission. These tools effectively absorb anything you input and incorporate it into their models, potentially exposing your data to other users.

3. Does NOT Allow Human Data Review Outside Your Domain

Avoid AI tools and systems that allow humans outside of your organization to see or use data you have entered into the system. Even if these systems are not using your data to train their models, if others can see it, then it is not secure.

4. Does NOT Sell or Use Data for Other Purposes

Choose AI tools and systems that do not sell or use your data for purposes beyond providing the service. Outside of training, some AI tools mine data for sale to others for research, marketing, and other purposes.

The general rule of thumb is: If you pay, your data is private. If the tool is free, so is your data.

However, some paid AI tools still include terms and conditions that allow data collection and usage. Before moving forward with any AI tool or system, always check the fine print.

How We Help

Schedule an intro meeting with one of our Cloud Advisors. Our team can discuss how you can assess your risk, create effective policies, and select tools that deliver productive, secure, and affordable AI solutions. The meeting is free and without obligation.

About the Author

Bill Seybolt bio pictureBill is a Senior Cloud Advisor responsible for helping small and midsize organizations with productive, security, and secure managed cloud services. Bill works with executives, leaders, and team members to understand workflows, identify strategic goals and tactical requirements, and design solutions and implementation phases. Having helped hundreds of organizations successfully adopt cloud solutions, his expertise and working style ensure a comfortable experience and effective change management.

Turn AI Prompts Into Business Outcomes

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Artificial intelligence (AI) is evolving rapidly, providing you with powerful tools that can transform how your organization operates. By integrating it into your daily workflows, you can make smarter decisions and streamline tasks that once took significant time to complete. Over time, AI will produce measurable results that are easy to track and analyze.

How AI Can Work for You

You get the most value from AI when you apply it to targeted, repeatable processes that address real business needs. For example, regularly analyzing meeting transcripts with AI can uncover actionable insights and identify trends that guide your business strategy.

AI can also assist in creating communications and marketing content that reflect your brand’s voice. Moreover, it can generate structured agendas or talking points for sales conversations, allowing you to emphasize client relationships and highlight your business’s strengths.

By making AI a regular part of your workflows, you can continuously refine outputs and achieve more accurate results over time.

Getting Started with AI

Connect with a Cloud Advisor
For those just starting out with AI, begin with smaller projects. For example, try using AI to automate follow-ups or analyze customer feedback. These use cases will help your team become familiar with AI while still delivering immediate impact. Over time, incorporate AI into more complex processes.

Give your organization the opportunity to explore its full potential without disrupting daily operations.

You should regularly monitor AI outputs to make sure that the technology and uses align with your goals. Tracking data usage also helps you keep information secure and will help maintain trust.

Crafting Effective Prompts

Once you are familiar with AI, you can unlock its full potential by providing clear context and direction. You and your team should know how to craft a prompt that helps AI fully understand your objectives and your voice.

A strong prompt includes the following elements:

  1. Persona: Decide the role you want AI to take on. Defining a persona helps shape the perspective, tone, and level of expertise AI uses in its response.
  2. Backstory: Share context about your business, your customers, and the tone or results you expect.
  3. Task: Be specific about what you want AI to produce. Include your brand voice, target audience, and any formatting preferences.

For example, you might ask AI to take on the persona of a knowledgeable and approachable communications expert. Then, provide it with the backstory of your company and set a confident, friendly tone aimed at small business owners. Finally, be clear about the task, such as writing a professional announcement in your brand voice. Be sure to include any formatting preferences, like short paragraphs for easy readability.

Using AI Responsibly

In order to adopt AI responsibly, pay careful attention to sensitive business and client information. Selecting AI tools that meet strong standards for privacy, security, and compliance helps you protect this information and maintain trust with your clients and stakeholders. Beyond selecting the right tools, establish clear protocols to guide your team’s use of AI.

Your policies should:

  1. Define safe usage: Clearly outline how AI should be used across your organization. Clear safe usage guidelines prevent misuse and ensures your team can confidently rely on AI.
  2. Ensure compliance with regulations: Establish rules that keep your organization aligned with legal, industry standards, and contractual obligations. These rules should address the protection of sensitive client information, along with adherence to data privacy laws and governance policies.
  3. Encourage creative applications: Support your team in exploring innovative approaches to problem-solving. Creative applications and use cases allow your organization to maximize the benefits of AI while generating tangible results.

AI is a powerful tool that can enhance business processes and strengthen client relationships. When it is used properly, your organization can achieve meaningful and lasting results.

How We Help

You can dive deeper into crafting effective prompts by viewing our November 2025 3T@3 Series session, “How To: Better AI Results” and several eBooks and other resources in our Resource Center. Our Cloud Advisors are here to help you plan, execute, and succeed. Book some time and start your journey.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America.

Google Workspace: Gemini AI Features and Pricing Changes

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Updated January 22, 2025, at 2:00 pm et: See the easier to read chart and text that is in bold italics.

Google Premier PartnerOn January 15, 2025, Google announced a major shift for Google Workspace. Going forward, all Google Workspace licenses will include Gemini AI features and functions. Specific capabilities will vary by license type.  

While customers will no longer need to pay as much as $30 per user per month for these capabilities, the cost for most Google Workspace subscriptions will increase by about 17%. This increase affects all subscriptions, even those opting not to use the newly embedded Gemini AI features.

For new customers purchasing directly from Google, the price increase took effect immediately.

For existing customers, Cumulus Global customers, and those working with other Google partners, the price increase takes effect on March 17, 2025.

  • If you have a Flexible Plan subscription, you will see the increase as of March 17, 2025.
  • If you have an Annual Plan subscription, or a multi-year agreement, you will see the increase at their next subscription renewal. You will not be charged for the additional Gemini AI functionality until this renewal (see below).

Product Update Highlights:

The product highlights, and caveats are as follows:

  • The Gemini App (gemini.google.com) remains
  • Gemini for Google Workspace is replaced by the embedded features based on your subscription.
  • All versions of Google Workspace will now include Gemini AI features. 
  • Google is deploying the Gemini AI features to existing customers in phases between January and March, 2026
    • The Gemini AI features will be enabled, by default, for all users
    • Enterprise Tier subscriptions can manage and disable Gemini AI features
    • Business Tier subscriptions must request access to Gemini AI admin controls

Pricing and AI Features Matrix

The following table summarizes the price increases and Gemini AI features for both the Google Workspace Business and Enterprise tiers with Annual Plan Pricing. Flexible Plan prices increase similarly, reflecting a 20% upcharge.

Google Workspace: New Pricing and Gemini AI Features

Note that your pricing for Archived Users, Vault, Pooled Storage, Voice, and other products will not change at this time.

Billing Changes

Google has indicated that it will cease billing for Gemini for Google Workspace licenses as of the end of January 2025.

As these services are billed in arrears, expect to see Gemini for Google Workspaces included on February 2025 invoices that cover January 2025.

If you have an existing single or multi-year agreement that includes Google Workspace and Gemini for Google Workspace, expect the Gemini for Google Workspace line item to be removed once service for January 2025 has been invoiced. If you prepaid for the year, you may be eligible for a credit or a refund.

We will update this blog post, and communicate with affected customers as we are able to confirm how these issues will be resolved.

Managing Gemini AI within Google Workspace

Admins with appropriate permissions can manage Gemini AI features. Users have limited ability to control AI options.

Admins

Admins have the following options to control AI settings:

  • Manage access to Gemini features in Workspace services (Enterprise editions only at this time)
  • Turn access to the Gemini app (gemini.google.com) on or off. (Note: this has no effect on other AI features in Google Workspace services.)
  • Turn NotebookLM on or off as an additional service.
  • Turn access to Google Vids on or off.
  • Control whether users can let Google AI take notes in meetings.
  • You can turn Google Workspace smart features on or off.
Users

Users can control the following AI options:

  • Smart features in Google products

Cumulus Global clients should contact our Service Team for assistance. If you are self-service with Google direct, or have licensing through another Google partner, schedule a call with one of our Cloud Advisors.

Time Sensitive Opportunities

If you have considered upgrading your Google Workspace subscription to a higher tier, we recommend doing so before March 15, 2025. 

  • We can upgrade your service with a one-year commitment. You still get the newly embedded Gemini AI features while locking in the current subscription price. We can also explore incentives for multi-year commitments.

If you are on a Flexible Plan, consider moving to an Annual Plan. 

  • While the Flexible Plan allows your monthly cost to directly reflect the number of active accounts, the vast majority of small businesses save money with an Annual Plan. 
  • Most businesses do not see the number of account removals needed to overcome the 20% surcharge on top of the price increase. 
  • Please schedule time with a Cloud Advisor to calculate which plan is best for you and your business. 
About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

Be Ready for 3 Things in 2025

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Be Ready for 3 Things in 2025As we head into the new year, we face an uncertain business landscape. Politics, the economy, and technology advances create new tech-related challenges and opportunities. As you make your plans, be ready for these 3 things in 2025.

Windows 10 End of Life

Windows 10 reaches its end-of-life on October 14, 2025. As of this date, Microsoft will stop releasing new features, free security updates, and support.  You must decide when and how you will transition to Windows 11. 

Staying on Windows 10 without subscribing to the Extended Security Updates (ESU) program exposes your systems to increased vulnerabilities, potentially impacting compliance with cybersecurity regulations.

While many devices currently running Windows 10 can support Windows 11, older machines may struggle with performance due to inadequate resources. You should expect to invest in some new hardware or upgrade existing components, such as memory, to ensure smooth operation. Given the anticipated surge in demand for new devices, early planning and procurement can mitigate potential cost hikes and supply chain delays.

More Info:

AI in 2025: From Hype to Practical Applications

The realm of artificial intelligence (AI) is poised to transition from theoretical enthusiasm to practical implementation. 2025 is the time to focus on AI’s tangible benefits, such as enhancing employee productivity and streamlining customer interactions. Rather than replacing human labor, use AI as a tool for augmenting capabilities and achieving efficiency gains.

Security remains a critical consideration as AI becomes more integrated into your business processes. Protecting your sensitive data and ensuring your compliance with regulatory standards is paramount, especially when using AI tools within Microsoft 365 or Google Workspace. 

Assess the cost-effectiveness of AI investments, ensuring they provide a clear return on investment without duplicating existing capabilities. As AI tools continue to evolve, balance cost, security, and practicality to leverage AI effectively.

Resources:

Heightened Security and Evolving Threat Landscape

In an era where cybersecurity threats are ever-evolving, small businesses like yours should adopt a robust security framework to safeguard your operations. A comprehensive approach—encompassing communication, prevention, and recovery—is critical as new threats emerge. With incidents like business email compromise posing significant financial risks, maintaining a strong security posture is non-negotiable.

For smaller businesses, Resilience becomes a key focus of your cybersecurity strategy. Ensuring your operational continuity, even during cyber incidents, is crucial for minimizing disruptions. Resilience is not only protecting data but also enabling swift recovery and business continuity. 

As cyber insurance requirements become more stringent, Compliance with evolving security benchmarks and standards will increase coverage and lower premiums. The savings is a bonus to improved protections against potential threats. Penetration testing, or Pen Testing, can be an affordable way to benchmark and track your security profile against relevant industry and regulatory standards.

Dive Deep: 

Your Next Steps

If you are interested in planning your Windows 10 to Windows 11 upgrade, your use of AI, or your security improvements, book a free, no-obligation session with one of our Cloud Advisors. Or, send us a quick note and let us know how we can help.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

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6 Decisions for Productive, Secure, Affordable AI

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(02/17/26) – Allowing AI to happen through individual experimentation and unstructured projects creates security risks, leads to unpredictable costs, and increases your chance of failure. If you want AI to be an effective tool for your business, you need to actively lead and manage your AI efforts.

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Is Your AI OK?

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(09/15/25) – AI is here. Your business is using AI – officially or not. And with AI comes “AI Data Leaks.” AI has the power to do good and to do damage. Managing your AI services, and security, is the best way to ensure your AI is OK.

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Sample AI Usage Policy Contents

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Template | Source: Cumulus Global — A clear usage policy for Artificial Intelligence guides your teams and sets boundaries for appropriate use. This template provide a sample table of contents for an Artificial Intelligence Usage Policy.  Along with the outline, brief descriptions are provided for each section.

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