A bank statement contains financial information that should be handled under your firm's security rules and client commitments. Before using AI-assisted software, identify what data will be sent, who can access it, how long it is kept, and what approval is required. Do not assume that providers or account types share the same controls.
Questions to resolve before a real statement is used
- Purpose: Is the processing necessary for the task, and is the tool approved for it?
- Authority: Do client terms, internal policy, or professional obligations require approval?
- Data use: How does the provider describe processing, reuse, and any model-improvement use?
- Access: Which people or connected services can view uploaded files and outputs?
- Retention: How long are source files, extracted rows, and logs retained?
- Deletion: Can files be deleted, and what happens to backups or audit records?
- Location and transfer: Are processing locations or cross-border transfers relevant to your rules?
- Incident handling: Who should be contacted if data is sent to the wrong place?
Reduce exposure without breaking review
Use the minimum data needed for a test and prefer synthetic or properly anonymized samples until real-data processing has been approved. Redaction can make reconciliation impossible if it removes the values needed to check the output, so validate any test copy against the intended review task. Keep client files in approved storage and limit access to the people who need it.
Check both the provider and the process
Review current product terms, privacy information, settings, and any agreement your organization relies on. Then document the internal workflow: who uploads, who reviews, where corrected exports are kept, and when the source and output are removed. A privacy notice by itself does not replace your firm's approval and access controls.
For Doxify's stated practices, read the Doxify Privacy Policy directly before use. For general-purpose assistants, see the provider's current data controls; the ChatGPT and Tally XML guide discusses why format testing and data approval are separate questions.