Essential Privacy Guidelines for Using Public Generative AI at Your Housing Authority
A quick‑reference guide for staff
1. Never Enter Personally Identifiable Information (PII)
Public AI tools are not approved for confidential tenant data. Do not include:
- Names, addresses, phone numbers
- Social Security numbers, dates of birth
- Case or voucher numbers
- Income, disability, or medical details
Use placeholders like [Tenant Name] or [Unit Address] instead.
2. Do Not Upload Sensitive Documents
Avoid uploading anything containing PII or confidential information, including:
- Leases, RFTA packets, inspection reports
- Verification documents
- Reasonable accommodation forms
- Police or medical documentation
If you need help rewriting or summarizing, remove all identifying details first.
3. Sanitize Your Prompts Before Using AI
Before pasting text into AI:
- Replace names with initials or placeholders
- Remove addresses, case numbers, and financial details
- Delete anything that could identify a tenant
If you wouldn’t email it to a stranger, don’t paste it into AI.
4. Use AI for Structure — Not Decisions
AI is great for:
- Drafting letters
- Summarizing policies
- Creating checklists
- Brainstorming ideas
AI should not be used for:
- Eligibility decisions
- Rent calculations
- Compliance determinations
- Interpreting HUD regulations
5. Keep Resident Communications Human-Centered
AI drafts the message, but you ensure:
- Accuracy
- Tone
- Policy alignment
- Personal context
Always review before sending.
6. Never Copy-Paste AI Output Without Checking It
AI can misinterpret policies or generate outdated or generic content. Always edit and verify.
7. Remember: Public AI Tools Are Not Private Systems
Treat them like any public website. They are not designed for confidential tenant data.
8. Follow Your Agency’s AI Policy
If your housing authority has an AI policy, follow it. If not, use this sheet as a foundation for creating one.
9. Use AI to Improve Efficiency — Not Replace Secure Systems
AI can help with drafting, summarizing, and training materials. It should never replace secure case management systems or encrypted communication tools.
10. When in Doubt, Leave It Out
If you’re unsure whether something is safe to enter into AI, don’t include it.
Download the PDF Version below.
