What your security review needs.

Written for the IT lead, the security reviewer or the counsel who was sent this link: what runs where, what the assistant receives, who can see what, what is kept, and how a firm leaves. The Security Overview has the full detail, including the limits we know about.

Security Overview security@proxara.ai

Where it runs

Your firm’s environment: Each firm has its own application and database in Microsoft Azure in the United States, with keys of its own. Nothing is shared with another firm.
Your documents: They stay in Outlook, SharePoint, Karbon and CCH. Proxara reads them when the work needs them and does not keep a copy.
The model that reads them: A model Proxara runs itself, in Azure. No outside AI provider receives your documents, requests are not logged, and nothing of yours trains a model for anyone else.
Sign-in: Each person signs in with their own Microsoft account. Your Microsoft administrator approves Proxara once for the firm.

What the assistant receives

The swap happens in your firm’s own environment, before anything reaches Claude, ChatGPT, Gemini or Microsoft 365 Copilot. The same client always gets the same code, so the assistant can follow the work across questions, files and weeks.

Stays in your firm’s environment

Names. SSNs, ITINs and EINs. Account numbers. Addresses, emails and phone numbers. Dates of birth. The documents themselves.

Goes to the assistant

Your question. Codes such as P-7KQ2M. The amounts, dates, forms, lines and tax years the work needs.

Names of people, businesses, trusts, estates and households: Codes such as P-7KQ2M or B-4F2KD
SSNs, ITINs and EINs: A reference to the owner. The number never reaches the assistant.
Account numbers: An account code
Street addresses, emails and phone numbers: References to the owner
Dates of birth: The age at the relevant year end
Amounts, dates, forms, lines, tax years, city and state: Kept as they are. The work depends on them.

Two limits, plainly. What a person types into the assistant goes to that provider under your firm’s own agreement with it; the window’s search lets people pick a client without typing the name. A file dropped straight into the assistant goes as it is, which is why right-click Redact exists. And codes are not anonymity: someone who knows a client may recognise them from the figures, and detection can miss a value, so people review what they approve.

Who can see what

A person at your firm: Sees a client, a document or a fact only if they can already open at least one source behind it. Microsoft decides for Microsoft 365, CCH for CCH, and Proxara mirrors Karbon’s private and restricted rules.
Background reading: Covers only the client mailboxes and the SharePoint sites your administrators choose. The console prepares the exact Microsoft commands, with your firm’s details filled in.
Changes to your systems: Every email, Karbon update, filing or import runs only after a person clicks Approve, as that person. A recipient outside the client’s own parties or your staff is highlighted first, and an attachment must belong to that client. A firm can start reading only.
Proxara staff: No standing access. Support sees your console only in a read-only session your administrator opens, and each page viewed is logged. Emergency access is time-limited, approved by your administrator and logged.
Proxara’s engineers: The people who run the Azure environment have technical access to it, used only to operate, support and secure the service.

What is kept

A record of each client: Names, identifiers and the code for each, which documents mention them, and facts with a pointer to their evidence. Encrypted field by field under your firm’s own keys. Tax ID numbers are stored only as one-way indexes, never as numbers.
A working cache: What the model found in a document, so it is not read twice. It expires 30 days after last use and is purged at once when the source changes or is deleted.
Approvals and receipts: Each proposed step with its real values, who approved it, and the receipt, kept for seven years.
The audit log: Who asked, which tool, about which client, when, with what result, and who approved what. It holds no document text, and your administrators can export it.

Leaving

Disconnecting: Proxara disconnects your systems and deletes your firm’s keys and environment. Once the key-deletion protection period ends, every backup is unreadable.
Backups until then: Azure’s automated backups, kept for seven days.

Right-click, on Windows

For the file a person hands the assistant themselves. Right-click it in File Explorer, choose Redact, and a copy with codes appears beside it.

Where the file goes: Over HTTPS to the redaction service in Azure, East US. The app talks to nothing else, and never to an assistant.
How long it is held: In memory, for the job. Never on disk, never in the database, and discarded within 15 minutes of the job’s last activity.
What comes back: A copy, only once it has been redacted and checked, or when a complete read found nothing to protect. Anything else is refused and the original stays as it was.
What is recorded: Each protected value and the tag that replaced it, encrypted, so the names can be put back later. Usage records hold no file names and no document text.
Installing: Each person installs it for themselves, without administrator rights, or IT pushes it through Intune. Windows names Jex Pearce, Proxara’s founder, as the publisher.

Documents and counsel

IRC Section 7216: Proxara sets out what is processed, where, by whom, and what the assistant receives. Whether your use needs taxpayer consent is your firm’s decision with its counsel.
FTC Safeguards Rule: Proxara is a service provider your firm oversees under its own program. The Security Overview, the Data Processing Addendum and the Sub-processor List are written for that review.

See it on your own firm’s work.

We set it up with your firm, reading only at first, and walk your partners through what it finds on your own clients.

Your IT lead gets the Security Overview and the sub-processor list before anything is connected
Nothing in your systems changes while you decide