How we handle your data.

The servers, the AI model accounts and the transcription service are opened in your firm's name and billed to you directly. We don't host your data on our own infrastructure, and we don't resell AI services. If a provider doesn't allow an account in your name, we hold that one account only with your written approval and hand it over at the end. If we stop working together, nothing needs to be migrated: it's already yours.

We use only the business APIs of providers whose terms say customer data isn't used to train their models. Before we start, you get the list of every provider involved, what it does, and where it stores data. We give you 10 days' notice before adding or changing one, and you can object.

The assistant prepares drafts, summaries and reminders. A person on your team approves anything that goes to a client.

When an assistant listens to a meeting (for example, to write the intake notes), audio is transcribed live and not stored by default, and that default is written into our agreement. What's kept is the written summary your team reviews. If your rules require keeping recordings, or forbid it, we configure that explicitly and write it into our agreement.

You are responsible for telling your clients about AI tools and recording where your professional rules require it. We'll give you a plain-language notice you can use.

We get access only to the systems the project needs, with multi-factor authentication on every account. We work on encrypted devices, under accounts used only for client work. At the end of the project we remove our access, delete any working copies, and confirm the deletion in writing. Records kept in your own systems stay with you, as your regulations require.

If we learn of any unauthorized access to your data, we'll tell you within 72 hours, cooperate with your response, and keep a record of the incident. We carry professional liability and cyber insurance before we touch real client data.

For personal information, your firm stays in control, and we act on your instructions as your service provider under PIPEDA. For US clients, we add the service-provider terms your state’s privacy law requires.

We understand that some of what we see may be privileged. We access it only as far as the work needs, never disclose it, and follow any handling instructions you give us in writing.

Email hello@aigear.ca, or start with a 30-minute call.

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