Practical guidance on sharing and using confidential documents with AI

What to replace before a document goes to a colleague, an adviser or AI, and how to put it back when you need to.

• How to anonymise a document for ChatGPT

  Want to use ChatGPT on a confidential document? First replace the details the task doesn't need, such as names, client names and account numbers. What to replace, what to leave in and where things go wrong.

• Can I upload client data to ChatGPT?

  Putting client data into ChatGPT is GDPR-regulated processing, even on a business plan. When it is allowed, when it isn't, and how to replace the sensitive details first.

• How to remove personal data from a document: four methods compared

  Black bars, manual rewriting, Word's inspector or automatic detection with review. What actually works to get personal data out of a PDF or Word file.

• Pseudonymisation or anonymisation: the difference, and when to choose which

  Pseudonymisation is reversible with a key, anonymisation is not. What GDPR says about each, and how reversible and permanent replacement in ShareSafe relate to them.

• Can you give confidential documents to AI safely?

  What actually happens when you upload a confidential document to ChatGPT, Claude or Gemini, where the real risks sit, and a workflow that reduces most of them.

• Using AI on client documents under GDPR: a 5-step workflow for consultants

  How consultancies use ChatGPT and Claude on client documents without sending personal data or confidential client information the task doesn't need. A five-step approach you can record in your record of processing activities.

• ChatGPT Business and confidential documents: what it solves and what it doesn't

  ChatGPT Business (formerly ChatGPT Team) doesn't train on your business data by default, but the content of your documents still goes to OpenAI. What a business plan covers, and what you need to do yourself.