Letters and AI data leakage: what a pasted letter gives away in ChatGPT or Claude.

Formal letters are drafted slowly and reviewed carefully, which is why staff ask an AI tool to speed up the draft. A letter puts the client in the header, repeats the advice and the figures behind it, and carries the signature of a named professional. These pages mark up real letter types across professions and show what each paragraph exposes.

Accountants

Law firms

Financial advisers

Insurance brokers

Aged care

Mortgage brokers

Healthcare

General practitioners (GPs)

Dental practices

Conveyancers

Migration agents

Real estate agents

NDIS providers

Recruiters

Common questions

Is it safe to put a letter into ChatGPT or Claude?
Not when it holds client, patient or participant information. A letter puts the client's full name and address in the header and then repeats the advice, the figures and the reasons behind it. The Office of the Australian Information Commissioner (OAIC) recommends in its guidance on commercially available AI products that organisations do not enter personal information, and particularly sensitive information, into publicly available generative AI tools, because of the significant and complex privacy risks. The OAIC's guidance also tells organisations to review carefully the terms and settings that will apply to their use of any AI product.
Do ChatGPT and Claude use the information in a letter?
As at October 2026, whether a conversation on a personal plan (ChatGPT Free, Plus or Pro; Claude Free, Pro or Max) can be used to train the models depends on a setting each user controls. Business plans (ChatGPT Business and Enterprise, Claude Team and Enterprise) and the developer APIs sit under commercial terms, and OpenAI and Anthropic each say they do not train on that content by default (OpenAI, Anthropic). On either product, the thumbs up and thumbs down buttons can send a whole conversation back for training. Whatever the plan, the AI company receives everything pasted or uploaded to produce its answer.
Can I remove the names from a letter before using ChatGPT or Claude?
Removing names rarely makes a document anonymous. Information stays personal information while the person is reasonably identifiable, and the OAIC warns that information can be at risk of re-identification even when it has been de-identified or anonymised. A letter puts the client's full name and address in the header and then repeats the advice, the figures and the reasons behind it.
How can a practice use AI on letters without sending them to ChatGPT or Claude?
Ermos is built so the document stays under your control. On the Dominion AI unit it is drafted inside your office and none of it is sent to an AI provider. On Ermos Edge your documents and index stay on your own instance in an Australian data centre, and only the question and the excerpts the user is permitted to see go to a named Australian provider that is contractually barred from keeping them or training any model on them. A person still checks the result against the source before it is relied on.
What do the pages about letters show?
Each page takes one kind of letter from one profession, invented in every detail, and marks every item the business is obliged to protect. Hover or tap an item for the obligation it touches and a three-way comparison of Frontier Models (ChatGPT, Claude), Ermos Edge and Ermos Dominion. Items are rated honestly, so some are neutral or not applicable and some are fine to share.
Are the example letters real?
No. Every document is invented, including the names, figures and references. Identifiers use published example values or obvious placeholders, so nothing can match a real person or business.
Which professions are covered?
Lawyers, accountants, financial advisers, insurance and mortgage brokers, healthcare and dental practices, aged care and NDIS services, conveyancers, migration agents, real estate agencies and recruiters. Each profession's page lists all of its documents.

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