Security and governance
AI deployment starts with data boundaries.
BrooksFlow defines what data can be used, where it can run, who can access it, and how AI workflows are monitored after launch. Controls come before scale — every workflow has documented boundaries before it reaches users.
Security principles
Five commitments, applied to every engagement.
Data minimization
Only the data the approved workflow needs. Broad data access is avoided when a narrower scope produces the required outcome.
Controlled deployment
The deployment model matches the sensitivity of the workflow — local, private cloud, customer-controlled, or vendor-hosted where appropriate.
Human accountability
Qualified people stay responsible for sensitive legal, clinical, financial, and operational decisions. AI output supports review; it doesn't replace it.
Documented operation
Data flows, access assumptions, review steps, limitations, and operational ownership are written down and kept current.
Measured improvement
Workflow performance, user feedback, configuration changes, and model changes are reviewed over time — not set and forgotten.
Private network access
Tailscale or WireGuard, internal-only model and data services, role-based access, admin logging, and verified backups.
What we review
Before any workflow ships, we can answer these.
- Which data categories are in scope — public, internal, confidential, client, patient-related, financial, legal, proprietary
- Who uses the workflow, which systems it touches, and where role-based controls are needed
- Whether it runs locally, in a private cloud, in your cloud account, or through an approved vendor
- How third-party tools handle retention, training, logging, and access — where any are involved
- Where human review is required, especially for client-facing, legal, care-adjacent, or financial output
- Who owns the workflow, how feedback is captured, and how issues escalate after launch
Security by stage
Controls at every step of the path.
Assessment
Data sensitivity, workflow risk, access requirements, and system dependencies identified before any pilot is proposed.
Pilot
Scope, user access, data requirements, review steps, and success metrics defined — then evaluated against real usage.
Managed Ops
Ongoing review of usage, prompts, retrieval behavior, configuration, vendor changes, access assumptions, and documentation.
Sample controls
Controls a typical engagement puts in place.
The exact control set is scoped per engagement, but these are representative of what a BrooksFlow deployment operates with.
- Role-based access with named users
- Private network access — no public endpoints
- Admin logging of usage and configuration changes
- Backup verification that actually restores
- Human review checkpoints on sensitive output
- Vendor and data-retention review where third parties are involved
- Model and runtime change review before rollout
- Retrieval quality and hallucination checks against real questions
Sensitive data notice
Don't send sensitive material through the website.
Public website forms should not be used to submit protected health information, confidential client files, legal matter documents, credentials, or API keys. If an engagement requires sensitive information, BrooksFlow defines the exchange process, access controls, and contractual requirements first. Security and compliance requirements vary by organization — final obligations should be reviewed with qualified legal, compliance, and security stakeholders.
FAQ
Security questions
Any training, fine-tuning, retention, or vendor data use must be explicitly reviewed and approved in the engagement scope. The default posture is to define data boundaries before any workflow is built.
HIPAA obligations depend on the organization, data, vendors, contracts, deployment model, and workflow. BrooksFlow helps design privacy-aware workflows, but final HIPAA determinations and required agreements should be reviewed with qualified counsel and compliance leadership.
Possibly — but only after scope, data handling, contractual, and compliance requirements are reviewed. Sensitive information should never be submitted through the public contact form.