All-Staff Training · IT & Compliance · 2026

AI Security
Awareness

A short, practical guide to using AI tools safely at Neon One.

⏱ ~10 minutes

📋 5 training slides

🎯 5-question quiz

✅ Need 5/5 to pass

🔁 Unlimited retries

🤖 The Basics

01

of 05

Topic

How AI tools work and why it matters for your data

Section 1 of 5

How AI Tools Work

You don't need to be technical to use AI tools safely. You just need to understand one key idea: your words travel outside of Neon One.

The most important thing to know

Every prompt you type leaves our network

When you use an AI tool — whether that's our corporate Gemini account, the Neon One Slackbot, or anything else — the words you type are sent to computers outside Neon One to generate a response. Think of it like sending an email: once it leaves, it's out there. The difference is that AI tools can receive and store far more detail than a typical email.

💡

A simple rule to rememberBefore typing anything into an AI tool, ask yourself: "Would I be okay if this appeared on a public notice board?" If no — don't type it.

Personal vs. work accounts

Your personal AI account is not the same as your work one

Neon One has agreements with our approved AI tools that include strict data protections — your prompts won't be stored or used to train AI models. But those agreements only cover accounts set up by IT under your @neonone.com email. Your personal Gemini or any other personal AI account is governed by consumer rules that do not include our protections.

Use: Corporate Gemini

Sign in with @neonone.com. Covered by our enterprise agreement with Google.

Use: Neon One Slackbot

Built into Slack for approved internal tasks. Stays within our environment.

Avoid: Personal accounts

Any AI tool you log into with a personal email. These are not covered by our data agreements.

Avoid: Unapproved Tools

Do not use unapproved apps. See the AI Acceptable Governance Policy for more info.

Read through, then continue when ready

🗂️ Data Rules

02

of 05

Topic

Approved systems protect our data — Enterprise and personal are not the same!

Section 2 of 5

Using Data with AI Tools

Neon One holds enterprise agreements with our approved AI systems. Your data stays within our environment, is never used to train AI models, and never leaves our "four walls." That means you can use these tools confidently across your work — with one clear rule about where the line is.

✅

Approved AI systems — use freelyWhen you are signed in with your @neonone.com email account, our enterprise agreements are in effect. Your data is protected, contained, and not used for any external AI training. Use Gemini and the Neon One Slackbot freely for your work, including with sensitive business information.

🚫

The one hard rule — no restricted data on public or personal systemsConstituent PII (names, emails, addresses), payment card data, donation history, health information, and authentication credentials must never be loaded into any public AI system or any tool accessed without a @neonone.com account. This includes personal Gemini accounts, free AI tools, browser extensions, or any system IT has not approved.

The simple test

Are you signed in with @neonone.com?

If yes — you are inside the enterprise agreement and can use the tool for your work. If no — you are outside our protections. Do not use that account or tool for any Neon One data, especially anything involving constituents or payments.

Read through, then continue when ready

✅ Approved Tools

03

of 05

Topic

Our approved AI tools and how to access them

Section 3 of 5

Approved AI Tools

Neon One has a defined set of approved AI tools. Using any tool not on this list for work purposes is not permitted without prior written approval from IT Operations.

✦ Google Gemini — All Personnel

Available to everyone through your Google Workspace account. Includes Gemini in Gmail, Docs, Drive, Sheets, NotebookLM, Google Vids, and AppSheet AI. Also covers AI-assisted notetaking in Google Meet.

Access: Automatic — sign in with your @neonone.com Google account. No request needed.

Remember: Review all AI-generated content before sharing it externally or acting on it. You are accountable for the accuracy of anything you send.

✓ Drafting & editing ✓ Summarizing docs ✓ Data analysis in Sheets ✓ Meet notetaking ✓ Research assistance

💬 Slack AI / Slackbot — All Personnel

Available to everyone within the Neon One Slack workspace. Includes AI-powered message drafting, thread and channel summarization, workspace search, Agents, and AI-assisted notetaking in Slack Huddles. No usage tier restrictions apply.

Access: Automatic — available through your existing Neon One Slack account. No request needed.

✓ Drafting messages ✓ Summarizing threads ✓ Workspace Q&A ✓ Huddle notetaking

🔑

Need more than Gemini or Slackbot can offer? Claude.ai (Anthropic) is available as an escalation resource for advanced tasks. Submit a request at neonone.happyfox.com with your business reason and manager approval. Other tools — Zoom AI, GitHub Copilot, Salesforce, Gong, Zendesk — are provisioned based on role. Contact IT with any questions.

🚫

Not on the approved list? Do not use it for Neon One work without prior written approval from IT Operations. See the AI Acceptable Governance Policy for the full approved tools list.

Read through, then continue when ready

⚠️ How to Use

04

of 05

Topic

Acceptable use requirements and what is strictly prohibited

Section 4 of 5

How to Use AI Tools Responsibly

Using an approved tool is only half of it. How you use it matters just as much. These requirements apply to every AI tool, every time.

✓ Required of all personnel

Use AI tools for legitimate Neon One business purposes only
Review and validate AI output before acting on it or sharing it externally — AI can produce inaccurate results
Take accountability for all work product, whether AI-assisted or not
Sign in with your @neonone.com account at all times
Report any suspected AI-related security incident to IT immediately

✗ Strictly prohibited

Entering passwords, API keys, or credentials into any AI tool — ever
Using personal AI accounts for any Neon One work
Using any AI tool not on the approved list without prior written IT approval
Pasting raw database exports, raw API responses, or production log data into AI tools
Representing AI-generated content as personally authored when disclosure is required

⚠️

Always review before you sendAI tools can produce inaccurate, biased, or incomplete results. You remain accountable for everything you send or act on — regardless of whether AI helped create it. Never forward AI output externally without reading it first.

🔐

Credentials are an absolute hard linePasswords, API keys, secrets, and certificates must never be entered into any AI tool under any circumstances — not even approved enterprise tools. This is a prohibited use with no exceptions.

Read through, then continue when ready

🚨 Incidents

05

of 05

Topic

How to report an AI-related incident and what happens next

Section 5 of 5

Reporting an Incident

Mistakes happen. What matters is what you do next. Report immediately — there is never a penalty for an honest mistake, and early reporting limits any impact.

Report to IT immediately if any of these occur

🔴You inadvertently entered Restricted data (constituent PII, payment data) or Confidential data into an unapproved AI tool

🔴You used a personal AI account for any Neon One work task

🔴Credentials, API keys, or secrets were entered into any AI tool

🟠An AI tool produced an unexpected or suspicious response that may have been influenced by external content

🟠You became aware of a teammate using an AI tool not on the approved list

🔵You are unsure whether something you did was within policy — when in doubt, ask

📞

How to reportContact IT Operations immediately at it@neonone.com or submit a ticket at neonone.happyfox.com. Mark any data exposure tickets URGENT. Deleting a conversation on your end does not remove it from the provider's servers — report it regardless.

📋

What happens after you reportIT Operations will assess the incident under the Incident Response Policy. You will not face disciplinary action for reporting an honest mistake in good faith. Violations of this policy — including deliberate non-reporting — may result in disciplinary action up to and including termination.

Training done — time for the quiz

🤖 Basics

01

of 05

Covers

Slide 1 — How AI tools work

You need to finish a work task and open Gemini on your personal laptop, signed in with your personal Gmail account. What is the problem with this?

🗂️ Data Rules

02

of 05

Covers

Slide 2 — Approved systems vs. public systems

You need to analyse a report containing constituent donation data. Which of these is the correct approach?

✅ Approved Tools

03

of 05

Covers

Slide 3 — Approved AI tools and how to access them

You need help with a complex task that Gemini cannot handle well enough. What is the correct next step under Neon One policy?

⚠️ How to Use

04

of 05

Covers

Slide 4 — Acceptable use requirements

A developer wants to use Gemini to help debug a script. The script contains a database connection string with a username and password. What should they do?

🚨 Incidents

05

of 05

Covers

Slide 5 — Reporting an incident

You accidentally paste a list of 40 volunteer names and email addresses into a personal ChatGPT account before realising your mistake. You immediately delete the conversation. What should you do next?

—

0

/5

questions answered correctly

🏆

Training Complete

You scored 5/5 and completed Neon One's AI Security Awareness training for 2026.

5/5

Quiz Score

5

Slides

2026

Year

Your completion of this training has been logged by IT. Thank you for helping keep Neon One and our constituents safe.

✅ Completion recorded —

Quick Reference

Gemini and Slack AI are automatic — sign in with @neonone.com, no request needed

Claude.ai requires a request via neonone.happyfox.com with manager approval

Never enter passwords, API keys, or credentials into any AI tool — ever

Never load restricted data into public AI systems or tools accessed without your @neonone.com account

Report incidents immediately: it@neonone.com or neonone.happyfox.com

AI SecurityAwareness

Use: Corporate Gemini

Use: Neon One Slackbot

Avoid: Personal accounts

Avoid: Unapproved Tools

AI Security
Awareness