Guides
Using AI at a firm that holds client data.
Short answer
These guides answer the questions owners of small accounting, law, insurance and advisory firms ask about AI: which rules apply to client data, how to stop staff pasting it into ChatGPT, what a workable AI policy says, and how Safe-Desk compares with the other ways to handle it.
Updated September 24, 2026 · SOPHIA XT LLC
By industry
- AI for accounting and tax firms, with client data kept outIRC 7216, the FTC Safeguards Rule, and what Safe-Desk catches in tax work.
- AI for law firms, with client confidences kept outRule 1.6, Formal Opinion 512, and what Safe-Desk catches in legal work.
- AI for insurance agencies, with policyholder data kept outGLBA, NAIC Model Law #668, and what Safe-Desk catches in agency work.
- AI for financial advisors, with client account data kept outRegulation S-P as amended in 2024, GLBA, and what Safe-Desk catches in advisory work.
Common questions
- Is it safe to use ChatGPT with client data?What happens to what you type, business versus consumer plans, and the rules that apply.
- How to stop staff pasting client data into ChatGPTPolicy, approved accounts, a gate in the browser, and a log the owner reads.
- A ChatGPT and AI use policy for small firmsWhat the policy should say, and a one-page sample to copy.
- How Safe-Desk compares with the other ways to keep client data out of AIEnterprise DLP, browser-only extensions, private workspaces and banning AI, side by side.
For the person who sets it up
The IT setup docs cover rolling Safe-Desk out to every computer, the security review covers architecture and retention, and Connect your AI walks one person through the extension or the connector.
Try it at your firm.
Start free trialSee how it worksSafe-Desk costs $19 per staff member a month, with a 14-day free trial. Each seat includes $5 of AI a month inside Safe-Desk, pooled across the firm, and AI beyond that is billed at the model's cost plus 30%. Using your own ChatGPT or Claude through the extension or the connector costs nothing extra. Optional setup: we set it up for $149 for up to 10 staff, $10 for each extra person.