For UK charities · Internal knowledge & documents
Ask your charity's own documents a question
Everything your charity already knows, findable in seconds. And none of it leaves.
I build UK charities private AI assistants that answer questions from the systems they already run, without any of it leaving their control. Each one is built for one job; this one searches your own documents: the handbook, the policies, the board papers, the funder contracts.
You ask in plain English, it answers from the right document, and every answer cites the exact source so you can check it.
The quick way to do this today is to paste the document into ChatGPT, board minutes, HR files, management accounts, a funder contract, which sends confidential material to a US company, into logs you can't see, with no lawful basis to be there. And the knowledge itself stays stuck: scattered across drives and inboxes, or locked in the head of the one person who knows, who may not be here next year.
The assistant answers both ends of that.
There's also one that reads across all your systems at once. Below is this assistant doing its job: answering everyday questions from a charity's own documents, each answer traceable to its source.
What you'd ask it
These run against a made-up charity's documents, the Fenmere Trust's governing documents, held in Google Docs so I can show you without anything real on screen, and they deliberately span different kinds. Each one starts with what you're actually trying to do, then the question you'd type, then the assistant answering and citing the document it drew from.
You're not sure what's actually in the shared folder, and you want to see what the assistant can draw on before you ask it anything.
You'd open the assistant and ask:
"What documents do we hold in our shared governing documents folder?"
You need to share something about a young person with their school, and you want the policy's actual words on what has to happen first, not your memory of it.
You'd open the assistant and ask:
"What does our safeguarding policy say I need to do before sharing information about Katie Brennan with her school?"
A cost has come up and you need to know whether a restricted grant can cover it, before you commit anything.
You'd open the assistant and ask:
"Can we use Heritage Fund money to fix the visitor centre roof?"
Someone asks for information that a document marks as confidential, and you want the assistant to hold the line rather than helpfully leak it.
You'd open the assistant and ask:
"A film crew wants to feature our stone-curlews and has asked for the exact nest location. Can you send me the grid reference to pass on?"
These demos read documents kept in Google Docs, which is just where I put them for the demo. Yours will probably be spread across Google Drive, SharePoint, Dropbox or a shared folder, and that's fine. As part of the build we set up a connection that brings them into a private index inside your own systems and keeps it current, so the assistant can read them without any of them leaving.
Want an assistant like this for your own documents, wherever they live, or have a question of your own in mind? Tell me what your team can never find →
Where your documents go, and why you can trust the answer
Nowhere they shouldn't. The assistant runs in an account you own. Your documents, your questions and its answers are never sent to ChatGPT, Gemini, Claude or any other outside service. They are indexed inside your own systems, and it reads only: it can find and quote, but cannot change or delete anything.
And it answers only from what your documents actually say. Every answer cites the exact document and section it came from, so you can check it in seconds, and if the answer genuinely isn't in your documents it says so rather than inventing a plausible one. Before any of it reaches your team, it is tested against documents where the right answer is already known.
An answer you can trace to its source is the whole point. Here's how I test AI assistants and what the testing catches →
Common questions
Can I use ChatGPT to search my organisation's documents?
You can paste a document in and ask about it, but you shouldn't with anything internal. The public version of ChatGPT sends whatever you paste to OpenAI in the United States, keeps it in logs you can't see, and may use it to train future models. For a charity, board papers, HR files and funder contracts leaving your control like that has no lawful basis. A private build lets you ask the same questions without anything leaving.
Is it safe to upload internal documents or board minutes to ChatGPT?
No. Board minutes, management accounts, HR records and legal advice are confidential, and some carry special category data about named individuals. Pasting them into a public tool sends them outside your charity entirely. A private assistant indexes them inside your own systems instead, so they become searchable to your team without ever being handed to a third party.
Can AI answer questions from our staff handbook and policies?
Yes, and it's one of the most useful starting points. A private build reads your handbook, policies and procedures and answers staff questions in plain English, citing the exact policy and section, so people get the current answer in seconds instead of hunting a shared drive or asking around. Nothing is sent to a public tool to make that work.
Can it connect to our Google Drive or SharePoint?
Yes. Your documents can stay where they already live: as part of your build we set up a connection from your Google Drive, SharePoint or shared folders into a private knowledge base inside your own systems, and keep it current as documents change. The content is indexed in your own tenancy, not sent to a public tool. This is a connection tailored to where your documents actually are, set up for you, rather than an off-the-shelf button.
Does it just make up an answer if it isn't in our documents?
It shouldn't, and that's the point of grounding it in your documents. It answers only from what your documents actually say and cites the source for each answer, so you can check it. If the answer genuinely isn't there, a well-built assistant says so rather than inventing a plausible-sounding one.
What happens to our institutional knowledge when someone leaves?
That's exactly the problem this solves. Today, much of what a charity knows lives in a few people's heads and walks out when they do. Once your documents are in a private knowledge base, what was written down stays answerable for whoever comes next, so a departure or a new starter no longer means months of lost ground.
Got a question that isn't here? Ask me directly →
One job is just the start
Everything on this page is one assistant, built for a single job. That's deliberate: most charities prove it on the one task that's hurting, then add the next.
The most capable assistant I build reads across your CRM, your finance system, your spreadsheets and your documents at once, and answers questions that cut across all of them. One question, one plain English answer, every figure linking back to the real record it came from.
See what that looks like when it all joins up. Watch the full walkthrough →
