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Document layer

Can this document go into this tool?

Most AI governance guidance stops at “be careful”. Here is the actual question sequence, answered out loud for the documents a building firm handles every week: priced scopes, site meeting recordings, variation letters, subcontractor schedules.

Where the law actually sits. The 12 principles in the Privacy Act 2020 bind public agencies and the specific private-sector sectors the Act covers. A sole trader or a building firm is usually outside those provisions — so PP12 is not automatically enforceable against you. It is however how the Privacy Commissioner expects personal information to be handled, it turns up in contracts and tender conditions, and it is the answer a client gives you when their drawings leak. We give you the PP12 path anyway: it is the only test that forces you to name the country. This is not legal advice.

Decision path · tap an answer

Step 1

Never paste these into a consumer AI tool

  • Live pricing, rates or a completed scope for a named client
  • Unredacted drawings, MSJ, RISA or a structural set
  • Client contact details, addresses, keys, site codes
  • Recording of a variation or claim discussion
  • Employee or subcontractor personal information (IRD, bank, cert numbers)
  • Anything under NDA or still in a dispute

Safe to try, with a check

  • Your own template wording, generic clause libraries
  • A blank scope structure with the numbers removed
  • Internal meeting notes with no client names in them
  • Drafting a client email after you have redacted the identifiers
  • Post-meeting summary once the recording is stored, named and kept

Write down what you sent and what came back. That record is what makes the answer “we handled it” true twelve months later.

Ask the vendor three questions, in writing. 1) In which country is this document processed and stored? 2) Do you train on customer content, and can that be switched off? 3) Do you sign a data sharing agreement with a breach-notice period? If a vendor will not answer in writing, that answer is the answer — and the document stays put.