SmoothFlow-AI

Outcome · Use AI safely

Your team is probably using AI already. Make it safe.

Clear rules, approved tools and short practical training, so staff can use AI confidently and you know where your data goes.

Talk through a workflow See what changes

Sound familiar?

  • Staff paste client emails or documents into free AI tools
  • There's no written guidance on what's allowed
  • A client, insurer or regulator has asked about your AI policy
  • You're not sure which AI features are switched on in your existing software

What changes

Know what's happening

A plain picture of which AI tools are used, by whom and with what kind of information.

Simple rules people follow

A short, readable policy on what's fine, what needs care and what's off limits.

Approved tools that work

Business accounts with the right privacy settings replace personal ones, so staff don't need workarounds.

A confident answer

When a client or insurer asks about AI, you have a clear, honest answer.

How we'd approach it

  1. Ask and observe

    A short, no-blame survey and conversations to learn how staff actually use AI.

  2. Sort your information

    Agree what counts as public, internal, confidential and personal or health information.

  3. Pick tools and settings

    Choose approved tools based on data sensitivity, and set them up properly.

  4. Train and review

    Short, task-based training, then a check-in after a few weeks to adjust the rules.

What it might look like

Law or accounting practice · 18 staff

From personal accounts to approved tools

Staff using personal AI accounts move to a business plan with data-retention controls, plus a one-page guide on client confidentiality.

Dental clinic · 15 staff

Clear lines around patient information

Front-desk staff get approved tools for scheduling messages and general writing, with a firm rule that patient health information stays in the practice system.

These are illustrative examples of the kind of work involved, not results from specific clients.

What we measure

We agree a baseline before changing anything, then check the same numbers afterwards.

  • Staff using personal AI accounts for work
  • Policy acknowledged by staff
  • Staff trained on approved tools
  • Sensitive-data incidents or near-misses reported

Works with what you have

We work across Microsoft Copilot, Google Gemini, ChatGPT, Claude and AI features inside industry software. Model choice follows data sensitivity: some services suit public marketing copy but not client or health information. We’ll explain the trade-offs in plain language.

Related

Questions

Is this legal advice?
No. We help you put practical, operational guardrails in place. Your obligations under Alberta privacy law and professional rules stay with your business, and we’ll recommend involving your legal adviser where needed.
Should we just ban AI?
Bans tend to push AI use onto personal accounts where you can’t see it. Approved tools with clear rules usually reduce risk more than a ban.
Do you avoid certain AI providers?
We assess every provider on where data is stored, its contract terms and how sensitive your information is. Some services are fine for public content but a poor fit for client or health information, and we’ll say so plainly.

Not sure how your team uses AI today?

Start with a short review. You'll get a clear picture and a practical set of rules to work from.

Talk through a workflow