Swap names for placeholders before your AI reads the document.
Asking an AI tool about your documents is the simple part. Keeping the names and confidential details out of the prompt is the hard part. BriefSafe does that part with you, on your own computer.
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We keep your email, and anything else you choose to give us, in our Microsoft 365. We use it to send you one email when BriefSafe opens. To be taken off the list, email support@briefsafe.ca.
The hard part of using AI
AI tools are good at reading notes, reports and files. But those documents are full of names, addresses and details about real people. Careful people take those details out by hand before they ask. In a crunch, that's the step that gets skipped. Once a name is in a prompt, you can't take it back.
Do it the careful way, even when you're short on time. If you already take details out by hand, BriefSafe replaces that pass: it marks them and you check. If you've skipped it when time was short, BriefSafe puts the careful way within reach.
How BriefSafe solves it
- On your Windows PC. Documents are read and checked on your PC. If you turn on cloud scanning, scanned pages go to your organization's Azure resource to be read.
- It suggests. BriefSafe marks names, addresses, identifying numbers and your own confidential words, and offers a placeholder like [PERSON_KRT_001] for each one.
- A person approves. You read the document through, add what was missed and approve it. Your Windows user name and the time are recorded.
- Then you copy. Only approved copies are offered. You copy them, or their text, into Claude, Copilot, ChatGPT or another tool yourself.
An invented example
Before: Darren Frost said he spoke to Margaret Ellingsworth about the pallet in lane 4.
After: [PERSON_KRT_001] said he spoke to [PERSON_KRT_002] about the pallet in lane 4.
What it can't do
- It takes out who, not what. What happened stays in the text. BriefSafe replaces names and personal details before text goes to an AI tool. You can replace anything else that would point to someone, like a job title or an event, and you approve every document. Read the approved copy as a stranger would.
- It can't see or control what you send. BriefSafe gets the approved copy ready. What you paste into an AI tool, and what that tool does with it, is up to you and the tool. BriefSafe protects what you copy out with its buttons. It can't stop other programs running as you on the same computer from reading your files, for example an AI app that reads files on your computer, or Windows Recall.
- A person approves every document. Nothing skips that step, so it takes reading time. Suggestions can miss names, and the person who approves is the safeguard.
- The names can be put back. This is pseudonymizing, by design: the placeholder table stays on your computer, encrypted, so BriefSafe can put the names back for you.
What you get
- Names stay out of the prompt. Names that never go into the prompt can't leak from it.
- The same placeholder across a project. The same name is [PERSON_KRT_001] in every document of a project, so the AI can follow a whole file.
- The names come back, on your PC. Paste the AI's answer back into BriefSafe and it puts the real names back. Drop in a Word file the AI wrote and it does the same, layout kept.
- A log of what was approved and copied. Who approved each document and when, and each copy made in BriefSafe: counts and fingerprints, never the text.
- The AI tool you already use. Claude, Copilot, ChatGPT or another. Nothing to connect.
Three examples
Invented, from three kinds of work.
Interview notes for an investigation
An HR investigator has twelve sets of interview notes about the same five people. Each person keeps one placeholder across all twelve, so the AI can compare the accounts, and the names come back in the draft summary on the investigator's computer.
Reports into a briefing note
A director has three department reports to turn into a two-page briefing note. Each report is approved once, the AI drafts the note from the placeholder copies, and the real names go back in before the note is sent.
Client files into a summary
A consultant needs a summary of a client's files. The client's staff names are replaced, and the client's confidential project name is added to the consultant's list of words to replace, so it's replaced in every file.
Who it's for
For anyone who wants to use AI tools such as Claude, Copilot or ChatGPT with documents that hold personal or confidential information: a person working alone, a business, or any other organization.
We keep your email, and anything else you choose to give us, in our Microsoft 365. We use it to send you one email when BriefSafe opens. To be taken off the list, email support@briefsafe.ca.