# ChatGPT Data Controls for Client Data in 5 Steps

> A step-ladder guide: turn off training, review shared links, decide on memory, use Temporary Chat and write the one-page rule, in 5 steps.

Source: https://learn.ynteractive.com/content/visual/ladder-chatgpt-data-controls · Updated 2026-10-13 · Free from Stepthrough (https://learn.ynteractive.com)

[Step-by-step guide](https://learn.ynteractive.com/content/visual#format-steps-carousel) · 7 slides · [ChatGPT](https://learn.ynteractive.com/content/tool/chatgpt)

By [Robert Breen](https://learn.ynteractive.com/content/about) · Published October 13, 2026 · From the free lesson [ChatGPT: Keep Client Data Safe, Set Up Your Team's Data Controls in 10 Minutes](https://learn.ynteractive.com/content/chatgpt-data-controls-protect-client-data)

A step-ladder guide: turn off training, review shared links, decide on memory, use Temporary Chat and write the one-page rule, in 5 steps.

Swipe or scroll sideways for all 7 slides. The whole guide is written out below.

## The guide in text

**Four settings** and one team rule, in about ten minutes.

## Step by step

1. ### Turn off training
   Settings, **Data controls,** then switch off **Improve the model for everyone.** Do it on every account anyone uses for work.
2. ### Review shared links
   Click **Manage** and delete old links. Deleting a link **keeps** your original chat. Put a monthly review in the calendar.
3. ### Decide on memory
   Under Personalization, turn **Enable memory** off on shared work logins. Use Memory summary to see what it kept.
4. ### Use Temporary Chat
   For sensitive work, click the **Temporary Chat** icon at the top right. It is safer, not secret: a copy may be kept up to 30 days.
5. ### Write the one-page rule
   Settings do not replace judgment. **Remove names and numbers** first. Follow your firm's AI policy.

Businesses and people in the examples are made up (Hartwell Bookkeeping is a made-up business). The steps, screens and wording come from the free lesson and the Stepthrough glossary and prompt library.

## Do it yourself, free

**ChatGPT: Keep Client Data Safe, Set Up Your Team's Data Controls in 10 Minutes**. A client asks if their files go into ChatGPT. Answer with confidence: set the data controls, memory, Temporary Chat and shared links, then hand your team a one-page AI policy. You do every step yourself in a practice copy of ChatGPT, it checks your work as you go, and “Do it for me” finishes any step you get stuck on. Free, and nothing touches your real accounts.

[Start the free lesson](https://learn.ynteractive.com/modules/chatgpt-data-controls)

[Or read the full step-by-step guide](https://learn.ynteractive.com/content/chatgpt-data-controls-protect-client-data)

## Related terms

Plain-English definitions, each with an example from a free lesson.

[ChatGPT data controls](https://learn.ynteractive.com/content/glossary/chatgpt-data-controls) · [Improve the model for everyone](https://learn.ynteractive.com/content/glossary/improve-the-model-for-everyone) · [Temporary Chat](https://learn.ynteractive.com/content/glossary/temporary-chat)

[The full AI glossary](https://learn.ynteractive.com/content/glossary)

## From the blog

- [Team AI Policy: What Staff Can Paste Into ChatGPT](https://learn.ynteractive.com/content/blog/team-ai-policy-what-staff-can-paste-into-chatgpt): A one-page team AI policy for a small firm: which account to use, which settings to switch off, and what staff must never paste into ChatGPT.

## More visual guides

- [Instagram Comment to DM with Manychat in 5 Steps](https://learn.ynteractive.com/content/visual/ladder-manychat-comment-to-dm): A step-ladder guide: turn Instagram GUIDE comments into a DM with a booking button and a tag using Manychat, left as a draft, in 5 steps.
- [Answer "where's my refund?" emails with ChatGPT](https://learn.ynteractive.com/content/visual/refund-date-reply): Every tax season the same email lands: "When do we get our refund?" In this lesson the client's return isn't even filed yet.
- [Bank Reconciliation with ChatGPT in 5 Steps](https://learn.ynteractive.com/content/visual/ladder-bank-reconciliation): A step-ladder guide: upload a bank CSV and a ledger CSV to ChatGPT, list the exceptions, and check the math yourself, in 5 steps.

[All visual guides](https://learn.ynteractive.com/content/visual) · [All free tutorials](https://learn.ynteractive.com/content)