Accountants and bookkeeping firms
PrivaSearch is software that lets your team search its own client files with Claude, ChatGPT or Mistral Vibe, after names, BSNs (Dutch citizen service numbers) and addresses have been replaced by pseudonyms and a colleague has checked that. For an accounting or bookkeeping firm, that means: querying annual accounts, payslips and tax files, while the AI knows no client by name.
A payroll administration contains BSNs (Dutch citizen service numbers), salaries and sometimes sickness absence. In a chatbot, all of that goes along.
PrivaSearch replaces that data with pseudonyms and has a colleague release the document.
The tax retention obligation of seven years remains yours; PrivaSearch neither extends nor shortens it.
What you use AI for
At an accounting or bookkeeping firm, it is rarely about one document. It is about years of documents per client, in which the same names and numbers keep coming back.
Finding which accounting policy or estimate a client used last year, with the passage and the page.
Searching payslips, employment contracts and changes, with BSNs, salaries and IBANs replaced by pseudonyms.
Searching returns, assessments and correspondence with the Dutch Tax Administration for a position or a deadline.
Keeping the documents of a Wwft investigation findable for whoever may see them, without taking them outside the firm.
Do you mainly do the bookkeeping, VAT and payroll for small business owners? See the page for bookkeeping firms.
Which rules apply
The GDPR applies to every firm. On top of that come the obligations that belong to the profession. They determine what is in your client files and how long it stays there.
The question we hear most often
No tool does that for a firm, PrivaSearch included. The GDPR and the AI Act place the obligations with you as the controller. What your firm arranges itself, and what PrivaSearch does to help:
PrivaSearch is designed for the GDPR. The assessment of your situation remains yours and that of your data protection officer or lawyer.
How it works
The AI only receives text that a colleague has released, with pseudonyms instead of names. See how it works.
The difference
| Topic | WithoutUploading a client file to a chatbot | WithPrivaSearch between your client file and your assistant |
|---|---|---|
| What the AI sees | The entire client file, with names, BSNs and addresses. | Released passages with pseudonyms. |
| Check beforehand | None. | A mandatory review by a colleague. |
| Who may see it | Whoever uploads it, outside any arrangement for the client file. | Only the members of the project. |
| What is recorded | Nothing. | Every view, search and release in the activity log. |
| Where the originals are | With the provider of the chatbot. | In data centres in the EU. |
What you type into the assistant yourself goes straight to it, outside PrivaSearch. So ask about the role or the pseudonym, not about the person.
Frequently asked questions
No tool does that for you. Your firm arranges a lawful basis, a data processing agreement, a DPIA where one is required, an AI policy, AI literacy and professional secrecy itself. PrivaSearch does the technology: pseudonymising before the AI, a mandatory review, permissions per project, the activity log, storage in the EU and a starter document for your AI policy and your DPIA.
Not just like that. It contains BSNs, salaries and sometimes sickness absence data, and the entire file goes to the provider. On a personal account there is no data processing agreement. With PrivaSearch, the assistant only sees released passages with pseudonyms, and not a single BSN.
PrivaSearch detects a BSN with the eleven test and replaces it with a pseudonym, as it does with IBANs and KvK numbers (Dutch Chamber of Commerce numbers). In the review, a colleague checks whether everything was found and adds what the model missed.
That depends on what you process and how much. With payroll administrations for many employers or with health data, the chance is high. PrivaSearch creates a DPIA starter document based on your own set-up; have it reviewed by a lawyer or your data protection officer.
They are stored in data centres in the EU, in a database of its own for your firm. If you connect SharePoint, the originals stay there; PrivaSearch only reads them.
As long as you set per project. After the end date, PrivaSearch removes originals, passages and pseudonyms. You arrange your tax retention obligation of seven years in your own records; it always takes precedence.
Sources
The legislation and the pages of the supervisory authority were consulted on 3 November 2026. If you see something that is no longer correct, email us at privacy@privasearch.ai.
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We show it with fictitious client files from your sector: upload, detection, review, search and the connection with your AI assistant. Afterwards you'll know exactly what your team can use safely.
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