> ## Documentation Index
> Fetch the complete documentation index at: https://help.guardbook.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Data safeguards check

> A yearly signed check of how your firm keeps private and confidential data secure and prepares it before it goes into AI tools.

The RICS standard (clause 3.1) says private and confidential data must be stored securely, access must be limited to the people who need it, and data must be prepared for AI use in a way that protects privacy. Identifying data should only go into an AI tool with the client's express written consent.

Your AI policy commits the firm to these safeguards. The signed check is the evidence that you follow them. It takes about five minutes.

> [!NOTE]
>
> Only the firm owner can sign this check. Members can see it.

## What the check asks

Eight questions in two groups.

**Storing data securely**

* Laptops, phones and storage that hold private and confidential data are encrypted.
* Data is backed up, and a restore has been tested in the last 12 months.
* Access to private and confidential data is limited to staff who need it, and removed when they leave.
* Email and cloud accounts use multi-factor authentication.

**Preparing data for AI use**

* AI tools are used through firm-managed business accounts, not personal or free accounts.
* AI tool settings stop your inputs being kept or used to train the tool, where the tool allows it.
* Names, addresses and other identifying details are removed or kept to a minimum before data goes into an AI tool.
* Where identifying private or confidential data does go into an AI tool, the client's express written consent is obtained first.

## Signing the check

**1. Open Data safeguards**

Go to **Data safeguards** and choose **Start the check** (or **Sign a new check** if you have done one before).

**2. Answer each question**

Answer **Yes**, **Partly**, **No** or **Not applicable**. Anything other than Yes needs a short note: what is in place and what is missing, or why it does not apply.

**3. Record what you will do about gaps**

If any answer is Partly or No, say what the firm will do about it. You cannot sign without this.

**4. Sign**

Choose who is signing and the date of the check, then choose **Sign the check**.

Be honest. A check that records a gap and a plan to close it is better evidence than one that says Yes to everything.

## How often

A check lasts 12 months. The page shows when it was last signed, when the next is due, and how many gaps the last check found.

Sign a new check sooner if something changes, such as a new AI tool or a new way of storing files. Earlier checks stay on record.

## In your evidence pack

The current check, with every answer, note and agreed action, goes into your [evidence pack](https://help.guardbook.ai/evidence-audit/evidence-pack.md).


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