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How we keep your data safe
Your files hold your clients' private details. Here, in plain English, is how we handle them when we build AI for your firm, and what we don't claim.
The short version
Four things hold true on every audit and every system we build.
- Your accountsSystems run inside your own Microsoft 365 or Google Workspace wherever possible.
- Least accessWe only get into the systems a job needs, for as long as it needs.
- No training on your dataWe choose AI providers and settings that don't learn from your files.
- A person decidesAnything important can wait for your staff to approve it.
Eight things we always do
These apply to every audit and every system we build.
We ask for the least access we need
We only get access to the systems and folders a job needs, and only for as long as we need it.
Your accounts, your data
Systems run in your own accounts where possible, like your Microsoft 365 or Google Workspace. Your data stays yours.
Your data doesn't train AI models
We choose AI providers and settings that don't use your data to train their models, and we tell you which ones we use.
Encrypted in transit
Data moving between your systems and the AI tools we use travels over encrypted connections.
A person checks what matters
We build in review points. Replies, letters and changes to records can wait for staff approval before anything goes out.
A record of what the AI did
Our systems keep logs of what they did and when, so you can see what happened and why.
We look at less, not more
During the audit we study how work moves. We don't need, and don't ask for, more client data than that.
A clean handover
When we part ways, we hand over everything we built, remove our access, and delete any copies of your data we hold.
For medical offices
If your office handles patient health information, we're open to signing a HIPAA BAA (business associate agreement) before we start.
- Access limited to the people and systems that need it
- Nothing changes in a patient's chart without your staff
- AI tools chosen with patient privacy in mind
What we don't claim
We'd rather be clear than impressive.
- We don't hold security certifications (such as SOC 2) yet.
- We're not an official partner of any AI or software company.
- We'll tell you plainly if a tool you want isn't a safe fit for your data.
Ask us anything in the audit
We'll show you where your data would go before anything is built. From $500.
Data questions
Something we didn't cover? Call (305) 807-7015.
Does APS use my firm's data to train AI?
No. We choose AI providers and settings that don't use your data to train their models, and we tell you which tools we're using.
Where does my data live?
In your own accounts wherever possible, such as your Microsoft 365 or Google Workspace. When a system needs to run somewhere else, we tell you where and why before we build it.
Can a person check what the AI does before it goes out?
Yes. We build review points into every system. Replies, letters and record changes can wait for staff approval, especially in the first weeks.
Will you sign a HIPAA business associate agreement?
For medical offices that handle patient health information, we're open to signing a HIPAA BAA before work starts.
Do you have SOC 2 or other certifications?
Not yet, and we won't pretend otherwise. We follow the practices on this page on every project.
What happens to our data if we stop working together?
When we part ways, we hand over everything we built, remove our access, and delete any copies of your data we hold.
Find out where AI fits in your firm
Start with a free call, or go straight to the audit. Either way, you talk to the person who builds it.
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Today, every call and every audit is led by our founder, Aramis M. Figueroa. Or call (305) 807-7015.
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