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Your Team Is Already Pasting Company Data Into ChatGPT
Ask around quietly. Someone in sales pastes client emails into ChatGPT to draft replies. Someone in finance uploads a spreadsheet to "summarise this". Someone in HR asks it to rewrite a disciplinary letter, names included. They're doing it on personal accounts, because it saves them hours and nobody gave them a better option.
Does banning ChatGPT at work stop it?
Rarely. Surveys of small business staff keep finding employees adopting AI tools on their own, ahead of any company policy. A ban pushes the habit onto phones and personal laptops where you can't see it. The useful question is how to give people the speed they want without client data ending up in accounts the company doesn't control.
What a private company assistant looks like
- A chat assistant your staff open with their work accounts, on an AI provider's business terms, where your data isn't used for training.
- It answers from your own documents, such as policies, price lists, contracts, manuals and past proposals, and shows the source for every answer so staff can check it.
- Access follows roles. Sales sees sales material, HR files stay with HR, and the finance folder isn't searchable by everyone.
- A log records who asked what, so you can see how it's used and where your documentation has gaps.
- It drafts emails, summarises documents and fills templates, the same jobs people are already doing in personal accounts.
Start with the question people ask most
Every team has a question they ask the same colleague ten times a week. "What's our refund policy for corporate clients?" "Which form do I use for this?" "What did we quote them last time?" That's where the assistant pays for itself first. Ask your team what they'd ask it, and you have the scope.
Built on work I've shipped
I build custom MCP servers that give Claude controlled access to business data, with confirmed write actions, roles and audit logs. More in Give Claude the Keys, Safely. A company assistant follows the same access rules.
What it costs
- AI Knowledge Chatbot. A staff version on up to 500 documents with handover and analytics is $540. Auto-sync from Drive or Notion, roles and three languages are $1,300.
- Custom MCP Server from $450 to connect Claude or ChatGPT to your own systems, with limits.
You can't un-paste what's already been pasted, but you can give people a better place to work from this month. Book a free call and I'll tell you which documents to start with.
Questions, answered
Is it safe for employees to use ChatGPT with company data?
On personal accounts the company has no control over retention, training settings or who sees the conversation later. Business plans from the major AI providers exclude your data from training and give admins control. A company assistant on those terms, with role-based access to your documents, is the safer route.
What is shadow AI?
Staff using AI tools the company hasn't approved or set up, usually personal ChatGPT, Claude or Gemini accounts, often with work documents and client information. It's common because the tools save time.
Can an AI assistant answer questions from our company documents?
Yes. A knowledge assistant indexes your policies, manuals and files, answers staff questions from them and shows the source document with each answer. Access can be limited by role or department.
Ready-made packages 
Fixed-price gigs that build what this proposal describes.
