Before uploading a document, ask: “Who could see this?” Then check how it will be used. One switch does not control every choice.
Four questions before uploading
- Which account? Personal and work accounts may follow different rules.
- Who can see it? Review invited people, project materials and shared links.
- What can it do? An email or file connection may allow actions beyond reading.
- How much is needed? Send only necessary information; learn with invented data.
Sharing a project means different things in different tools
A project is “an area for tasks and materials about a topic”. In ChatGPT, check members and shared content. In Claude, project sharing grants access to materials and instructions according to permissions, but does not automatically make every chat visible to colleagues. Sharing a conversation separately is another choice.
In Gemini, uploading a file and connecting Drive are also different actions. Check original file permissions and your account.
Memory, training and deletion are separate choices
- Memory: information that may help future conversations.
- Training: whether information may improve AI systems.
- Deletion: removing a chat, memory or file from its saved location.
- Retention: “how long the service keeps data”.
Turning off one option does not automatically delete everything. Review your account controls and the material you want removed.
A test without exposing anyone
Make a fictional file, such as a party supplies list. Use two authorized accounts to test sharing. Check the second person’s view and what happens when access is removed. Do not use personal documents to discover whether access works.
Keep learning
Explore what changes in each situation
Choose a situation. This is an interactive explanation; it does not change your account data or settings.
I upload a list to a shared project
Project materials may be accessible to members according to permissions. Check invited people before uploading. Chats follow each tool’s own rules.
What to do in your tool
ChatGPT
Organize the conversation and check what stays saved.
- Check who can access the project or shared conversation.
- Review Memory and Data controls separately in Settings.
- After deleting a chat, check memory and Library files too.
See a simple request
“Use this file to list deadlines. Show the supporting passage for each item.”
Gemini
Choose which information to send and which services to connect.
- Check whether you are using a personal or work account.
- Review activity settings and connected apps.
- For Drive files, check sharing on the original file too.
See a simple request
“Summarize this document in five points. Tell me if the file does not contain an answer.”
Claude Chat
Collect your materials and check who can use them.
- Open project sharing and review members and permissions where available.
- Distinguish shared project materials from chats: sharing a project does not automatically share every chat.
- Keep personal information out of team reference material.
See a simple request
“Read these materials and make a task list. Name the document supporting each task.”