AI governance for small and medium-sized businesses
Your team is already using AI. The question is whether they are using tools you approved, or pasting customer data into free apps on their phones when nobody is watching. Singularity Intelligence Systems builds AI governance for small and medium-sized businesses: a clear AI use policy, systems that protect personal and financial information, and approved AI tools your team actually wants to use. We are based in Highland Village, TX, in Dallas–Fort Worth, and work with clients worldwide.
The problem: shadow AI
Someone on your team needs to clean up an email to an upset customer. Someone else needs to summarize a long spreadsheet before a meeting. The fastest way is a free AI app, so that is what they use. Nobody asks, because nobody thinks to.
That is shadow AI: AI tools used for work without the business knowing or approving them. It usually starts with good intentions. People want to save time, and AI does save time.
The risk is in what gets pasted in:
- customer names, addresses, phone numbers and account details;
- financial information about customers or the business;
- pricing, contracts and internal numbers;
- employee records.
Once that information goes into a free consumer AI app, you may have no say over where it goes, how long it is kept or whether it is used to train a model. And because nobody told you, you don't know it happened.
Why banning AI doesn't work
The obvious response is a rule: no AI at work. It rarely holds. The tools are too useful, too easy to reach and already on everyone's phone. A ban mostly teaches people to stop mentioning that they use AI.
A policy on its own has the same problem. A memo that says "don't paste customer data into AI" does nothing if nothing enforces it and nothing better is offered. People go around rules that slow them down.
What works is making the approved way the easy way.
What we build
This is not a product you install. Every build is shaped to your business, your data and the tools your team already uses. Most include the following.
A clear AI use policy
A short, plain-language policy your team will actually read. Which AI tools are approved, what information can and can't go into them, and why. Written for your business, not copied from a template, and short enough that people remember it.
Protection for personal and financial information
Systems that catch personal and financial information before it reaches an AI service that hasn't been approved for it. When something sensitive is about to go somewhere it shouldn't, the protection refuses. It doesn't just pop up a warning that people learn to click past.
Approved tools that feel like the ones they'd sneak
This is the part most AI policies skip. If the approved tool is slower, clumsier or buried behind extra steps, people go back to the free app. So we build approved AI tools that feel as quick and easy as what your team would otherwise reach for, inside the systems they already use, such as Microsoft 365 or Google Workspace.
When the approved tool is the easiest one to grab, people grab it.
The right agreements and the right place to run
Where an outside AI service is used, it should be under a business agreement with data retention and model training turned off. When data is too sensitive to send to a cloud AI service at all, the AI can run on hardware you control.
How it works
A free consultation
We talk through how your team works, what kind of information you handle and where you think AI is already being used. You talk to the founders, not an account manager.
A look at how AI is being used now
We find out which tools your team relies on, what information moves through them and where the real risks are. No blame. The point is to see the work as it actually happens.
A policy and a plan
You get a plain-language AI use policy and a clear plan: which tools are approved, what protection goes where and what we will build.
We build the protection and the tools
We start inside your own Microsoft 365 or Google Workspace accounts. When a job needs more than those tools can do, we build on platforms of ours and tell you exactly what runs where.
Your team switches over
Approved tools go to your team where they already work. Because the approved way is now the easy way, there is no reason to go around it.
Who this is for
Small and medium-sized businesses are our niche. This service fits any business that handles customer personal or financial information, has employees using AI on their own, and wants to keep the time savings without the exposure.
We were built by business professionals, not a software shop. We spent our careers inside the numbers. Now we build the tools we wished we'd had.
Questions business owners ask us
What is AI governance?
The policies and systems that decide how AI is used in a business: which tools are approved, what information can go into them and how that is enforced.
What is shadow AI?
AI tools employees use for work without the business knowing or approving them, such as pasting customer information into a free AI app to save time.
How do we stop employees from pasting customer data into ChatGPT?
Banning it rarely works. Write a short AI use policy, put protection in place that catches personal and financial information before it reaches an unapproved AI service, and give your team approved tools that are just as quick and easy to use.
Do we need a written AI use policy?
Yes, if your team uses AI at all, and it probably does. But a policy only works with protection behind it and approved tools people want to use.
Do we have to switch software?
No. We start inside Microsoft 365 or Google Workspace. If a job needs more, we build on platforms of ours and explain why.
What if our data is too sensitive for any cloud AI service?
The AI can run on hardware you control instead of a cloud service.
What does it cost?
It depends on your team, your systems and the information you handle, so we don't publish prices. The first conversation is a free consultation.
Talk to us
Tell us how your team is using AI today, approved or not. The first conversation is a free consultation.