Where is AI already touching your client information?
Ten questions, two minutes, yes or no. Most businesses are using AI in more places than they have counted, and a few of those places hold client, patient or customer information. Every yes below is one of them.
Answer for the whole business, not only for yourself. The receptionist's ChatGPT login counts.
Does anyone in the business use ChatGPT, Claude, Copilot or Gemini for work on a free plan or a personal login?
Include the ones you did not set up. If you are not sure, the answer is yes.
Has anyone ever pasted a client's, patient's or customer's details into an AI tool to draft a reply, a letter, a quote or a report?
A name and an email address in a prompt is enough to count.
Does software you already pay for have an AI feature switched on?
Practice, job or property management systems, your email, your CRM, Canva, your accounting software. Most added one in the last year.
Are you unsure whether "use my data to improve the model" is switched off on every AI account used for work?
Free and personal plans usually have it on by default.
Is a meeting recorder, transcription tool or AI note-taker connected to anyone's calendar, email or phone?
Fathom, Otter, Fireflies, Copilot in Teams, Gemini in Meet, or the free one someone tried once.
If a staff member left tomorrow, would you struggle to list every AI tool they can still log in to?
Including anything they connected to the business email or calendar.
If a client asked "do you put my information into AI?", would you be answering from memory rather than from something written down?
A sentence on your website, in your terms or in your intake form counts as written down.
Is there no written rule about what can and cannot go into AI tools that the team has actually read?
"We told them to be careful" is not a written rule.
Do you hold health, financial, legal or identity information about people, or information about children?
Clinics, allied health, accountants, bookkeepers, conveyancers, real estate and property managers, lawyers, anyone working with schools or families.
If someone pasted the wrong file into an AI tool today, would nobody in the business know what to do next?
Who they tell, what gets deleted, who decides whether a client is told.
Your result
See what each yes exposes
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