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Private Document AI
Ask your files a question.
Years of contracts, tax files and patient records sitting in folders nobody can search fast enough. This is a custom engagement, not a product off a shelf. It starts with a scoping call that settles the question your insurer will ask first — where your documents are allowed to live — and puts the answer in writing before anything is built.
Why cloud AI is a non-starter
For firms with real compliance obligations
Client files are not training data.
Uploading privileged correspondence or patient records to a shared cloud model is a liability conversation nobody wants to have with their insurer. So the first decision is not which model — it is where your documents are allowed to sit. Two architectures are on the table: everything on hardware in your office, or a single-tenant deployment in a Canadian data centre that is yours alone. Neither one is a seat on a shared model.
Search that understands plain English.
Not another keyword box that returns fifty PDFs. The build answers questions like "What did we agree on renewal terms with Acme in 2023?" or "Which clients are missing T4 slips?" with a cited answer pulled from the files you already have — and you see it do that on your own documents before you pay for the full rollout.
Built for Canadian privacy rules.
PIPEDA, professional privilege, and clinic record-keeping are not afterthoughts here — they are the input. Your obligation gets written down in your own words during the scoping call, and the architecture is picked to meet it. Data stays in Canada, access is logged, and the data-flow diagram is signed off before install rather than reconstructed after an audit.
Example: how it would work
Made-up scenarios, not client results
Legal Practice · Solicitor-Client Privilege
Precedent & Indemnity Clause Retrieval
A senior partner or associate needs a specific, negotiated clause from a transaction closed three years ago without re-drafting from scratch.
The Problem & Query
"Find our commercial lease indemnification clause where the tenant assumed environmental remediation liability on ALR agricultural land." An associate could spend hours opening matter folders.
Private AI Vault Workflow
The search would run across the firm's own documents and return the matching clauses with clickable page citations (for example: matter number, file name, page and section).
Compliance & Business Result
Files would stay in the environment the scoping call chose, and nothing would go to OpenAI or another public model. Less time digging for old clauses.
CPA & Accounting · Financial Confidentiality
Historical CRA Audit Defense & Working Papers
During tax season, a CPA needs to verify how a complex shareholder loan or section 85 rollover was structured in prior-year working papers.
The Problem & Query
"Show all working papers and CRA correspondence where shareholder loan repayment timing was audited across our holdco clients." Senior staff spends hours digging through Caseware archives and tax memos.
Private AI Vault Workflow
Would search years of tax files, notices of assessment and memos in plain English and return cited excerpts with file paths.
Compliance & Business Result
Financials, T-slips and SINs would not go to a public AI. Staff could find past precedents for CRA responses quickly.
Medical & Dental · BC PIPA & Health Records
Clinical Protocol & Consent Form Verification
Clinic staff need immediate, unequivocal verification of patient sedation guidelines and approved consent documents during operatory setup.
The Problem & Query
"What is our post-op pediatric sedation monitoring protocol, and which signed consent form version is mandatory for patients under 16?" Assistant searching through binders and unorganized network shares.
Private AI Vault Workflow
Queries verified clinic policy repository. Instantly delivers the approved clinical SOP along with a direct link to the current compliant PDF consent form.
Compliance & Business Result
Staff would be pointed to the current consent form. Role-based access would limit who sees what, with an audit log.
General Contracting · Commercial Construction
Subcontractor Spec Addenda & Change Orders
A commercial builder is in a dispute with a subcontractor over HVAC fire damper specs on a multi-phase project.
The Problem & Query
"Which addendum altered the commercial HVAC fire damper specs on the Langley warehouse build, and who signed the variance?" The project manager would otherwise dig through hundreds of pages of drawings and emails.
Private AI Vault Workflow
Would point to the addendum, section and page that changed the spec, with the revision date and who signed it.
Compliance & Business Result
The PM could settle the question on site before work goes ahead.
Who this is for
Fraser Valley firms with document-heavy work
Law firms
Search engagement letters, correspondence, and matter files without risking privilege on a public API. Useful for intake, discovery prep, and finding precedent language you wrote years ago.
CPA & accounting offices
Pull answers from prior-year working papers, client instructions, and firm policies. Less time digging through SharePoint, more time on the return.
Medical & dental clinics
Find protocol details, consent forms, and internal policies fast — without patient records transiting through a third-party cloud you did not vet.
Insurance & financial advisors
Compliance binders, product sheets, and client correspondence indexed once and searchable by anyone on staff who is authorized.
Municipal & professional associations
Board minutes, bylaws, and historical decisions — searchable for the administrator who just inherited fifteen years of PDFs.
Any firm that said no to ChatGPT
If your team already has a "do not paste client data into AI" rule, this is the version built to respect it.
What you get
How an engagement would run
Scoping & architecture decision
We document your file types, access rules, the questions your team asks most, and the compliance obligation that decides where the system runs. Flat fee, paid before anything is installed, and the report is yours either way.
Pilot on real documents
A limited index of your documents, sized in the scoping call, running in the setup the scoping call chose, so you see cited answers on your own files before a full rollout.
The architecture you chose
Either a workstation or small server in your office, or a single-tenant deployment in a Canadian data centre. Not a subscription to a model company that sees your uploads.
Role-based access
Partners see everything; staff see what they need. Audit trail of who searched what.
Handoff documentation
How to add new folders, re-index after a matter closes, and what to do when someone leaves — written down, not tribal knowledge.
Optional support
Monthly check-ins for model updates, new document batches, and tuning — only if you want it.
Compliance & privacy
For firms that get audited — not startups playing with ChatGPT
PIPEDA, decided in writing
Personal and client information stays in Canada. Whether that means hardware in your office or a single-tenant Canadian deployment is decided during the scoping call against your actual obligation, not our preference — and what is indexed, who can search it, and what crosses the office boundary fits on one page you get before install.
Solicitor-client privilege
Law firms: correspondence and matter files do not go to OpenAI, Google, or any shared training pool. Privilege-sensitive folders are mapped during the scoping call and access is restricted by role before a single document is indexed.
Clinic & health records
Medical and dental offices: patient records stay inside the environment named in your data-flow summary. Role-based access so front desk, clinicians, and admin see only what their job requires — with an audit trail.
Access audit trail
Who searched what, and when — logged. Useful for partnership reviews, compliance checks, and answering the question your insurer will eventually ask.
Written data-flow summary
Scoping ends in a plain-English diagram: where files live, how indexing works, who has keys, and what happens if someone leaves. Your lawyer or compliance officer reviews it before anything is built. If they will not sign it, we do not build.
No training on your files
Your documents are not used to train a public model. The index is yours. End the engagement and you keep the index, configs, and documentation — and the hardware too, if the build put it in your office.
Why trust us with this
The honest version
Local, and reachable
Abbotsford. On-site install when you need it. You get Harman, not a ticket queue.
Nothing is pre-built
There is no boxed product waiting to be switched on, and we will not pretend otherwise to close you faster. Each of these is built to the decision made in your scoping call, which is exactly why the scoping call comes first and why we will not quote a build without one.
Pilot before production
We do not ask for a five-figure cheque on a slide deck. You see it answer your documents first.
Flat written pricing
From $5,000. Pilot and production each get a flat written number before work starts.
You own the stack
Index, configs, and documentation stay yours, and so does the hardware when there is any. No hostage situation.
We say no when we should
If your files are a mess, your network is locked down, or cloud is actually fine for your use case — we will tell you straight.
Compliance questions
Straight answers for partners & office managers
Is this PIPEDA-compliant for BC firms?
We design against PIPEDA and settle it before we build, not after. The scoping call records your obligation in writing and picks the architecture that meets it — hardware you control, or a single-tenant deployment in a Canadian data centre. Either way data stays in Canada, access is role-based and logged, nothing goes to a shared cloud model, and your lawyer or insurer reviews the data-flow summary before install.
Can law firms use this without breaking privilege?
That is the reason the scoping call comes first. Matter files are never sent to a shared cloud model or a training pool, privilege-sensitive folders are mapped before indexing, and access is restricted by role. Whether privilege in your practice requires the index on hardware in your office, or a single-tenant Canadian deployment satisfies it, is answered with you in writing — we do not assume it for you.
Does patient or client data leave our office?
That is decided in the scoping call and written into the build, not left to a default. If your obligation requires everything to stay on hardware in your office, that is what gets built. If a single-tenant Canadian deployment is acceptable to you, that is written down too, along with exactly what crosses the boundary. Optional remote support is scoped — we do not take copies of your files off-site without a written agreement.
How much does it cost?
From $5,000. The number depends on document volume, access rules and where it runs, and it goes in writing before anything is installed.
Works best alongside
Paired with
Start with a scoping call
Before quoting we look at what you have, who needs to search it, and where it is allowed to live. You get a flat written price from $5,000 before anything is installed.
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