Start with the information.
Identify the client records, contract text and internal material your team handles. Agree which information can be used with an external AI service before introducing a technical rule.
Connect guidance to a workflow.
Choose a small set of tools and test how your policy behaves in everyday work. Review exceptions with the people responsible for confidentiality and data handling.
Keep the scope understandable.
Staff should know which tools and data categories the policy covers. Technical controls support that guidance; they do not replace the organisation’s decisions about handling client information.