Security & data handling
CPAs ask this before they sign anything — as they should. Here is the plain-English version, not a policy PDF. If a question isn't answered here, ask it directly.
We call AI models through their standard business API. Under those terms, your data is not used to train models and is not retained by the AI provider beyond the request. It is not a chatbot with memory of your firm.
Where a workflow allows it, client names, account numbers, and other direct identifiers are removed or masked before data is sent for AI processing. The system reconnects results back to the right record — not the AI step.
Every AI-touched output — a classified document, a drafted entry, a flagged exception — sits behind a review gate. Nothing reaches a client or a client-facing system without a person seeing it first.
Data moving between your systems (QuickBooks, ShipStation, your CRM) and ours is encrypted in transit. Anything stored — logs, configuration, workflow state — is encrypted at rest.
A mutual NDA is part of the standard engagement letter, signed before any system access is granted — not an add-on you have to request.
Dashboards, scripts, workflow documentation, and runbooks belong to you. If you cancel or pause, you keep everything already built and the plain-English notes on how it runs.
The tie-out control
"A person looks at it" only means something if the same checklist runs every time. This is the reconciliation pass every AI-touched workflow goes through before it reaches production or a client.
Every AI-classified or AI-drafted item is flagged, never silently auto-applied
Source totals are compared against output totals before delivery
Exceptions and low-confidence items route to a person, not a client
A named human signs off before a workflow goes from test data to production data
Questions firms actually ask
Only the fields a given workflow needs, and only through an API call with no training/retention on our data. Where identifiers can be stripped without breaking the workflow, they are.
It gets caught at the human-review gate before it reaches a client or a production system. That gate is not optional — it is built into every workflow we ship, and it is documented in the handoff.
Yes, standard for every engagement — it is part of the engagement letter, not a separate negotiation.
You do. Full stop. If the engagement ends, you keep the deliverables, the source files, and the documentation.
Still have questions
Every engagement letter spells out data handling in writing. Happy to walk through it on a call first.