Professional firms have the most to gain from AI assistants, because so much of their work is reading, drafting and summarising. They also have the most to lose if client information ends up somewhere it should not.
Use business plans, not personal accounts
Consumer accounts and business plans often have different data terms. Before rollout, read the provider's current terms for the plan you intend to use, confirm how prompts and files are retained, and whether they are used for training. Make the approved workspace the only sanctioned place for client work.
Write a one-page usage policy
Staff need simple rules, not a legal treatise. Cover:
- Which tools are approved for client work
- What must never be pasted in (for example, information covered by specific client restrictions)
- When anonymising details is required
- Who to ask when unsure
Keep a human reviewer on every output
AI drafts can be confidently wrong. Treat every output like work from a capable junior: useful, fast, and always reviewed by a qualified person before it reaches a client.
Check your professional obligations
Regulators and professional bodies are publishing guidance on AI use. Review what applies in your jurisdiction and update your engagement letters if needed.