What is an AI secretary?

An AI secretary is a tool configured to your business that drafts emails, replies, summaries, and documents based on your instruction. You stay in control and approve everything before it goes out.

Can it run locally for GDPR compliance?

Yes. The system can run fully locally using open models such as Ollama, so client data never leaves your machine. That makes it suitable for lawyers, accountants, and other professions with confidentiality requirements.

Setup starts from around €270 for installation and configuration. Integrations with email clients, CRM, or case-management systems are quoted by scope.

AI Secretary · Email Drafting · Document Generation

An AI secretary that knows your business

A custom AI assistant that drafts emails, replies, quotes, and documents in your tone of voice - using your templates and your workflow. Optional local deployment keeps confidential data on your machine.

Set Up Your Secretary See Gmail Drafting

Built around how you actually work

Configured to your tone and templates

Not a generic chatbot. The secretary is set up with your typical message patterns, your sign-off style, your standard quote structure, and your common client scenarios - so drafts come out feeling like something you'd write.

You stay in control of every send

Drafts are prepared, you review, you approve. No autopilot sending unless you specifically want it. Every reply can include the source context the AI used to decide what to write.

Local-first option for GDPR

For lawyers, accountants, healthcare, or any business with confidential client data, the secretary can run entirely locally through Ollama - no API calls, no cloud, nothing leaves your machine.

What the secretary handles

A focused work tool - not another generic chat window in another tab.

Inbox work

Email drafts and replies

Client correspondence, follow-ups, quote requests, support replies. Describe the situation, get a structured draft you adjust before sending.

Documents

Summaries and standard documents

Contract summaries, meeting minutes, report drafts, standard letters. Drop in source material, get a structured output in your house style.

Repeat tasks

Quotes, reminders, and confirmations

The repetitive writing tasks that drain time but rarely get the attention they need - drafted in seconds, ready for a final human pass.

Frequently asked questions

How is this different from ChatGPT?

ChatGPT is a generic chat window with no memory of your business. An AI secretary is configured to your specific tone, templates, and tasks. It also has the option to run locally, which ChatGPT cannot - so confidential client data never leaves your machine.

Is it really GDPR compliant?

It can be, depending on deployment. The local setup using Ollama runs the model on your hardware - no cloud, no API calls, nothing leaves your environment. That's the version we recommend for any business handling sensitive client information.

What does it cost to run, ongoing?

Local deployment has effectively no ongoing cost beyond electricity. Cloud-based setups using OpenAI or Claude have usage-based fees - typically modest for individual or small-team use. The right setup depends on your speed, accuracy, and privacy priorities.

Can it integrate with my email client or CRM?

Yes. Integrations with Gmail, Outlook, common CRM systems, and case-management tools are scoped as part of the project. The secretary can write drafts directly into your existing inbox or system.