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Galactica CyberSecurity

AI Security for Small Business: Your Team Already Uses AI. Is Anyone in Charge of It?

Staff are writing emails, summarizing contracts and answering customers with AI tools. Most of it started without a plan. Galactica helps you secure AI use with simple rules, data protection and oversight so AI helps your business instead of exposing it.

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The problem

Shadow AI: Your Team Moved Faster Than Your Rules

Nobody sent a memo. Someone tried a free AI chatbot to write a proposal. Someone else added an AI extension to their browser. Now AI is part of how work gets done. This is called shadow AI: AI use nobody approved or tracks.

That is not bad. The problem is nobody decided which tools are allowed, what data can go into them or who is responsible when something goes wrong. Your firewall and antivirus cannot see what an employee pastes into an AI chat window.

Why it matters

Why AI Risk Management Matters for Your Business

RISK.01

AI data security: your data can walk out the door

Once customer records, pricing or financials are pasted into a public AI tool, you cannot take them back. One copy and paste can become a data breach.

RISK.02

AI compliance: insurers and auditors are asking

Cyber insurance applications and compliance reviews are starting to ask how you control AI use. "We told people to be careful" is not an answer that holds up.

RISK.03

AI can be wrong with confidence

AI makes mistakes and states them like facts. Without a review step, a wrong answer can end up in a customer email, a quote or a contract.

RISK.04

You are still responsible

If an AI tool leaks data or gives bad advice in your name, your business owns the result. Not the software company.

The framework

What an AI Cybersecurity Policy Looks Like for a Small Business

It does not need to be a binder nobody reads. For a team of 5 to 100 people it comes down to five things.

01

Know what is in use

Find out which AI tools your staff actually use today, approved or not.

02

Set clear rules

A short, plain-language AI acceptable use policy: what tools are approved, what data never goes into AI and when a human must check the output.

03

Protect sensitive data

Put technical guardrails in place so customer and company data stays where it belongs.

04

Train your people

Give staff a clear AI usage policy for employees, including ChatGPT. Show them how to use AI safely and productively. Many mistakes come from not knowing the rules.

05

Keep the proof

Document your policy, training and controls so you have answers ready for insurers, auditors and customers.

Our approach

How Galactica Helps

We are a cybersecurity and managed IT team that works with small businesses every day. We set up AI security and AI governance that fit your size and budget.

AIS.01

AI use review

We find out which AI tools your team uses and where your data is going.

AIS.02

Policy you can actually use

We write an AI usage policy for employees in plain language for your business.

AIS.03

Guardrails

We configure your systems to limit risky AI tools and protect sensitive data.

AIS.04

Staff training

Short, practical sessions so your team knows what is allowed and why.

AIS.05

Ongoing oversight

We keep watch as new AI tools show up and update your rules as things change.

AIS.06

You keep the benefits of AI

We help you keep control of it.

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Who this is for

Who This Is For

  • Business owners who know staff use AI but are not sure how
  • Managers who handle customer, patient, client or financial data
  • Teams filling out cyber insurance renewals or compliance reviews
  • Any business that wants to use AI more, but safely
Cyber Risk Scorecard

How exposed is your business? Find out in 2 minutes.

Ten questions, no email needed to see your score. Scores are a planning estimate based on your answers, not an audit.

  1. 1/10 Is multi-factor authentication turned on for every email account in the business?
  2. 2/10 Do you have offline or immutable backups, and when was the last restore test?
  3. 3/10 What protects your computers?
  4. 4/10 How are updates and patches applied to computers and servers?
  5. 5/10 Do everyday users have administrator rights on their computers?
  6. 6/10 Has your team had phishing training in the last 12 months?
  7. 7/10 Do you know who has access to what, and does access end the same day someone leaves?
  8. 8/10 Do you have a written incident response plan, and has it been tested?
  9. 9/10 Does your industry have a compliance requirement (HIPAA, FTC Safeguards, PCI, CMMC), and do you have written policies for it?
  10. 10/10 Do you carry cyber insurance, and could you answer the carrier’s questionnaire truthfully today?
FAQ

AI security questions

What is AI security for a small business?

It is the set of rules, security controls and oversight that decide how your business uses AI. This is often called AI governance. It covers which tools are allowed, what data can go into them and who checks the results.

Does a small business really need an AI policy?

Yes. If your staff use AI, you already have AI risk. Small businesses often have the least oversight, which makes a simple policy even more important.

What are the ChatGPT security risks for a business and should we ban it?

The biggest risk is staff pasting sensitive data into a tool you do not control. A policy usually works better than a ban. The goal is secure AI use at work. Good governance usually helps teams use AI more because they know what is allowed.

What is shadow AI and what data is at risk?

Shadow AI is AI use your business never approved. The data most at risk is customer records, financial information, employee data, contracts, passwords and anything covered by privacy or industry rules.

Will an AI acceptable use policy help with AI compliance and cyber insurance?

It can. A documented AI policy, staff training and technical controls give you clear answers when insurers or auditors ask how AI is managed.

How long does it take to set up?

Many small businesses can have a policy, training and basic guardrails in place in a few weeks, depending on size.

How do we get started?

Book a free 15-minute Cyber Strategy Session with Tanner at getgalactica.com/discover.

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