How to Understand ClickUp AI Models, Privacy, and Security

This step-by-step guide explains how ClickUp AI models work with your data so you can confidently enable and use ClickUp AI in your workspace while maintaining privacy and security.

1. How ClickUp AI Models Are Hosted

Before enabling any AI feature, it helps to know where processing happens and which vendors are involved.

1.1 ClickUp AI hosting overview

ClickUp AI is hosted on Microsoft Azure. This infrastructure is designed to meet enterprise-grade security and compliance standards.

• All data is processed within Azure environments.
• Infrastructure is managed according to industry security best practices.
• ClickUp remains responsible for how AI features are implemented and governed.

1.2 Third-party AI model providers

ClickUp AI uses large language models (LLMs) and other AI capabilities from several providers. These include:

• OpenAI
• Microsoft Azure OpenAI Service
• Google
• Anthropic
• Other sub-processors listed on the ClickUp sub-processor page

All vendors are bound by contracts that limit how data can be used and processed.

2. How ClickUp Uses Data with AI Models

Understanding how your content flows into and out of AI systems helps you make informed decisions about usage and access.

2.1 Types of data sent to ClickUp AI

When you interact with ClickUp AI, only the minimum data required to complete your request is sent for processing. This usually includes:

• Your prompt or question.
• Selected text or task content when you ask ClickUp AI to summarize, edit, or generate related content.
• Relevant context needed to create a helpful response, such as document sections or task details you choose to include.

Data unrelated to your AI request is not sent to model providers.

2.2 How ClickUp AI responses are generated

Here is the typical flow when you submit a prompt:

1. You enter a prompt or select content in your workspace.
2. ClickUp securely sends only the required data to an AI model provider.
3. The model processes the data and returns a response to ClickUp.
4. ClickUp displays the response in your workspace so you can review, edit, or save it.

Responses are generated in real time and are not used to train public models.

3. How ClickUp Protects Your Data

Security and privacy controls are enforced at multiple layers so your information stays protected while using ClickUp AI.

3.1 Encryption and data protection

Data that flows through ClickUp AI is protected using encryption in transit and at rest. This includes:

• Transport Layer Security (TLS) for data in transit.
• Industry-standard encryption for stored data.
• Secure connections between ClickUp systems and AI providers.

These controls help prevent unauthorized access and eavesdropping.

3.2 Data retention and training policies

AI providers used by ClickUp are contractually restricted from:

• Using your data to train models that are made available to other customers.
• Sharing your data with other customers.
• Retaining data beyond what is necessary to provide the service or comply with legal requirements.

ClickUp itself does not use your workspace content to train public AI models. Data handling follows the privacy commitments described in the official Help Center article.

4. How ClickUp Handles Personal and Sensitive Data

When using AI features, you may choose to include personal or confidential information in your prompts. You control what is shared.

4.1 User responsibility for content

You decide what content to send to ClickUp AI. To reduce risk, follow these best practices:

• Avoid including highly sensitive personal information unless strictly necessary.
• Minimize exposure of confidential business data when crafting prompts.
• Use role-based access controls in your workspace so only authorized people can see AI-generated content tied to tasks or docs.

Workspace permissions continue to apply to data and content that interacts with AI features.

4.2 Compliance and regional considerations

ClickUp’s use of Azure and reputable AI providers supports compliance with common data protection standards. However, you remain responsible for ensuring your own use of ClickUp AI complies with:

• Company security policies.
• Industry regulations.
• Regional data protection laws, such as GDPR where applicable.

Review your internal policies before enabling AI widely across your teams.

5. How to Safely Enable ClickUp AI in Your Workspace

Use the following steps to enable and manage AI features in a secure, controlled way.

5.1 Prepare your organization for ClickUp AI

1. Review your company’s security, privacy, and compliance requirements.
2. Share the official ClickUp AI privacy and security FAQ with your security and legal teams so they understand how data is processed. You can find it at this ClickUp Help Center article.
3. Decide which teams and use cases are appropriate for AI features.

5.2 Enable ClickUp AI for selected users

Once your organization approves the use of AI, enable features step by step:

1. Turn on AI features in your workspace settings as allowed by your plan.
2. Start with a pilot group, such as one team or department.
3. Configure access using roles and permissions so only intended users can run ClickUp AI actions.

This phased approach lets you monitor adoption and address questions before scaling.

5.3 Use ClickUp AI securely in daily workflows

When your teams begin using AI, encourage the following habits:

• Use AI for drafting, summarizing, and brainstorming, not for final legal, medical, or financial decisions.
• Always review AI-generated content before sharing or publishing it.
• Limit prompts to the information needed to get a useful response.

These practices support both productivity and security in ClickUp.

6. How to Monitor and Review ClickUp AI Usage

Ongoing monitoring helps ensure continued safe use of AI across your workspace.

6.1 Establish review processes

Set up internal processes to periodically check how AI is being used:

• Review typical prompts and outputs to confirm they align with policy.
• Ask team leads to report new AI use cases they adopt.
• Update internal guidelines when you discover better or safer workflows.

6.2 Keep up with ClickUp AI updates

AI capabilities evolve quickly, and ClickUp may update models, providers, or features over time. To stay current:

• Regularly review official documentation and release notes.
• Revisit internal policies when new AI features are introduced.
• Provide short refreshers or training sessions as features change.

This ensures your data protection approach remains aligned with the latest ClickUp AI capabilities.

7. Where to Learn More About ClickUp AI Security

If you need additional detail beyond this how-to overview, use these resources.

7.1 Official ClickUp AI privacy documentation

The definitive reference for data handling is the official FAQ. Review the full details here:

ClickUp AI models, privacy, and security FAQ

7.2 Independent strategy and setup guidance

For help designing governance, prompts, or rollout strategies that fit your business, you can also consult external specialists. For example, Consultevo offers advisory services that can complement your internal security and operations planning.

By following the steps in this guide, you can evaluate, enable, and use ClickUp AI in a way that respects privacy, secures your data, and empowers your teams to work more efficiently.

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