The AI landscape changes every month. Instead of chasing the newest tool, start with your data, your existing systems, and what your people need to get done. This guide is vendor-neutral; we don't accept referral fees.
Chat-based assistants for writing, research, analysis, and summarizing. The fastest way to give staff safe, everyday AI.
Choose a business or enterprise plan — not personal accounts — so you get admin controls and contractual data protections.
Connect apps and move data between them, with AI steps for classifying, extracting, and drafting.
Watch the permissions: automations often hold broad access to email and files. Scope them tightly.
For custom solutions: build assistants and agents inside your own cloud with enterprise security and data residency.
Best when you need custom integrations, strict data control, or will scale beyond a few users.
Open-weight models that can run on your own hardware or private cloud, so data never leaves your control.
Trade-off: maximum privacy and control, but you own the upkeep, security patching, and quality testing.
Product names are trademarks of their respective owners and are listed as common examples, not endorsements. Plans, features, and data terms change often — verify current terms before purchasing.
Answer four questions and we'll suggest which category to look at first. It's a starting point for a conversation, not a final answer.
| Question | Why it matters | What good looks like |
|---|---|---|
| Is our data used to train your models? | Training can expose your information in ways you can't undo. | No by default, in writing, for your plan |
| How long do you keep prompts and files? | Longer retention means more exposure if the vendor is breached. | Configurable retention; deletion on request |
| Do you support SSO and MFA? | Shared or personal logins are the most common way access goes wrong. | SSO with your identity provider; enforced MFA |
| What admin controls and audit logs exist? | You need to see who's using what and switch off risky features. | Admin console, usage logs, feature controls |
| Which security certifications do you hold? | Independent audits are evidence of mature security practices. | SOC 2 Type II and/or ISO/IEC 27001; ISO/IEC 42001 is a plus |
| Will you sign a DPA (or BAA for health data)? | Contracts define your legal protections and the vendor's duties. | Standard DPA available; BAA if you handle PHI |
| Where is data stored and processed? | Some data and contracts require U.S. residency. | Clear regions; U.S. residency option |
| How do we get our data out? | Avoid lock-in when needs or prices change. | Export tools and documented APIs |