Which files
Agree which records the task may use and who can see them.
Access agreed
Where they go
Name the services used and how long they keep the information.
Storage agreed
Who approves
Test who can approve a change and how to stop a mistake.
Approval tested
Agree where your files go
The app, uploaded files, saved searches, activity records and backups may live in different places. We list every service that would see your information and check it against your requirements. If you need private or on-site processing, we confirm whether every part can meet that requirement before work begins.
| Area | Required decision |
|---|---|
| App and files | Where they live, who owns the accounts and which countries store the information. |
| Outside services | Which companies see each file and what their written terms say. |
| Saved copies and activity | What is kept, who can see it and when it is deleted. |
| Support | Who may investigate a problem, how they get access and how the tool can be stopped. |
What may leave your network
Check each service the task would contact, including the AI provider, file storage and message delivery. A request to an outside service may include part of a business record. Keeping the app on a private network does not mean every part of the work stays there.
Use only the information the task needs
A report may need totals and reference numbers, not full customer profiles. An invoice reminder may need a contact and payment status, not someone's entire mailbox. We also check what private information could appear in error messages or saved activity.
Check whether providers keep or use your data
Before using a service, check its written terms and account settings. Find out whether it keeps your requests and results, uses them to train its AI, and how deletion works. Personal and business accounts may have different terms. If a provider cannot meet your requirements, we need another approach.
Give access only where it is needed
The tool should reach only the files and actions its task needs. Someone who can review a summary may not be allowed to see every file behind it. We check access for each client, team and property in the app and storage, not just in written instructions to the AI.
We agree how account keys are kept, who can grant access and what happens when someone loses permission. We test that an unauthorised person cannot see a result or another client's files. Text inside a document or message must never give the tool extra permission.
Agree who may approve a change
Start with a draft if that is enough. Before the tool sends a message or changes a record, agree exactly what it may do, who may receive it and who must approve it. The app must enforce those rules; asking the AI to remember them is not enough.
- Show the exact message or change the person is approving.
- Check their permission and the latest record again before acting.
- Handle declined, expired or repeated requests without doing the same thing twice.
- Save what happened and give the team a way to pause the task.
The approval guide gives a starting checklist. We agree and test the rules for your specific task.
Agree what history to keep
Decide which files used, drafts, approvals, attempted changes, failures and costs should be saved. That history can contain private information too, so we agree who may see it and how long it stays.
What proof your organisation needs
Use the questions for providers to list the documents and checks your organisation needs. This page does not claim a certification. If you require one, or need data kept in a particular country, tell us early so we can confirm what is possible in writing.
Genaima AI Ltd is registered in England and Wales, company number 17138081. The privacy policy covers this website. We agree separately how project data is handled and who is responsible for it.
Common questions on security and control
Can we talk before sharing business records?
Yes. Describe the task or use an example with private details removed. We agree what data is needed and where it may go before using it.
Can everything stay inside our network?
We must check the app, AI provider, connections, saved activity and support access together. We confirm whether it is possible before proposing that setup.
Who can see Omni's results?
Only the people agreed for the task. We test access for both allowed and blocked users, including files from different clients or teams.
Get startedInclude any data-location, access or procurement requirements in your enquiry.