Artificial Intelligence Use Policy
The ECS Firm – Client Confidentiality & Data Protection Standards
The ECS Firm is committed to protecting the confidentiality, intellectual property, and sensitive information of every client we serve.
To ensure this protection, the following standards apply to our use of artificial intelligence tools.
1. No Client Documents Uploaded
We do not upload, submit, or paste client documents, files, proposals, financial information, rosters, applications, or identifying organizational materials into artificial intelligence systems.
This includes but is not limited to:
• grant applications
• concept papers
• budgets
• internal plans
• financials
• personnel information
• proprietary program models
All client materials remain within our internal working environment.
2. Limited AI Usage
Artificial intelligence tools may be used only for general drafting support and structural assistance, such as:
• outline development
• language refinement
• formatting suggestions
• template generation
• editing assistance
AI tools are never used to analyze or process identifiable client data.
3. De-Identification Standard
If examples are needed for writing support, all information is first fully de-identified.
All names, locations, program identifiers, financial figures, and recognizable details are removed before any limited drafting assistance is sought.
4. Human-Directed Work
All final deliverables are created, reviewed, edited, and approved by The ECS Firm team. Artificial intelligence does not replace professional judgment, strategy, or authorship.
We do not allow automated systems to independently produce or submit client work.
5. No Data Retention by AI Tools
We do not rely on artificial intelligence tools to store client data. Client records, files, and materials are maintained only within our controlled business systems.
6. Confidentiality Commitment
The ECS Firm treats all client information as confidential professional material. We do not sell, distribute, share, or disclose client information to third parties except when required to complete filings or submissions authorized by the client.
The ECS Firm utilizes a variety of professional tools, including software platforms, automation systems, and artificial intelligence–assisted drafting tools, as part of its internal workflow. These tools are used solely to support organization, editing, formatting, brainstorming, and efficiency in preparing client deliverables.
AI systems are not used as decision makers and do not replace professional review. All work product is reviewed, edited, and finalized by ECS personnel before delivery to the client.
Clients are not required to approve or manage ECS internal processes or tools. The Firm retains full responsibility for the accuracy, quality, and confidentiality of the final work product delivered.
Confidentiality & Client Information Policy
The ECS Firm treats all client materials and communications as confidential. We understand that clients often share sensitive business plans, financial information, internal documents, and organizational strategy.
All documents, drafts, notes, and communications provided to us are used solely for the purpose of performing the services requested by the client. We do not share, sell, or distribute client information to other clients or third parties unless specifically authorized by the client or required by law.
We do not reuse proprietary plans, proposals, or internal materials from one client for another client. While our experience and knowledge naturally inform our consulting work, each engagement is handled independently and client-specific information remains private.
Clients are responsible for determining what information they choose to share with us. If a client believes certain information requires special handling, they should notify us in writing so we can take additional precautions.
No Guarantee of Funding or Outcomes
The ECS Firm provides professional consulting, strategy, research, and writing services. We do not control third-party decisions.
Grant awards, contract awards, loans, certifications, admissions, partnerships, or other external approvals are determined solely by the reviewing organization, agency, or funding entity. Because these decisions are outside our control, we cannot and do not guarantee funding, approvals, or specific outcomes.
Payment to The ECS Firm is for time, expertise, and professional services performed, not for a guaranteed result.
Independent Contractor Disclosure
The ECS Firm operates as an independent contractor. Our role is advisory and administrative in nature.
We are not a partner, officer, employee, fiduciary, or legal representative of the client’s business or organization. Clients retain full authority and responsibility for operational decisions, financial management, compliance, and regulatory filings.
Clients are responsible for reviewing and approving all submissions before they are submitted to any agency or funder.
We do not provide legal advice, tax advice, or accounting services. Clients should consult their attorney, CPA, or other licensed professional for matters requiring licensed professional guidance.
Data Security & Document Retention Policy
Client documents are stored electronically and may be maintained on secure cloud-based systems used for normal business operations. We make reasonable efforts to protect files from unauthorized access.
We do not intentionally publish or distribute client materials. However, clients should be aware that no electronic communication or storage system can be guaranteed to be completely secure.
Client files may be retained for recordkeeping and reference purposes after the completion of an engagement. We reserve the right to securely delete inactive client files after a reasonable retention period.
Clients should not send highly sensitive personal information (such as Social Security numbers, full banking credentials, or passwords) unless specifically requested and necessary.
Payment & Engagement Policy
Services begin once an agreement is accepted and any required initial payment is received.
Invoices are due upon receipt unless otherwise stated in writing. Late or missed payments may result in paused services until the account is brought current.
Fees are for professional services performed and time reserved. Work already completed is not refundable.
Website Terms of Use
All content on this website, including text, templates, educational materials, and written guidance, is the property of The ECS Firm.
The information provided on this website is for general informational purposes only and should not be relied upon as legal, financial, or tax advice.
Users may not copy, reproduce, distribute, or republish materials from this website for commercial use without written permission.
Use of this website does not create a client relationship. A client relationship is established only through a written agreement.