# Notes from Brightwell IT (outsourced provider, on site Thursdays)

Sent by Petra Lindqvist, Brightwell IT, 30 September 2026, in reply to Wendell's questions.

## Tools we know about

| Tool | Status | Detail |
|---|---|---|
| ChatGPT Team | Active | 8 seats, bought March 2026. Assigned to the directors and the marketing team. |
| ChatGPT free / personal accounts | In use, not managed | We see sign-ins from most consultant laptops. We reckon about 30 people. Personal email logins, nothing we control. |
| Microsoft Copilot | Not active | 10-seat trial. It ended on 30 June 2026 and was not renewed. |
| NoteQuill (call transcription) | In use, not managed | Browser extension. 6 consultants have it installed. Nobody bought it centrally. We have not looked at its terms. |

## Things you asked

**Do the tools train on our data / where is it stored?** We have not reviewed the terms for
any of these and can't confirm either way. Somebody would need to read the contract for the
Team plan. For the personal accounts and NoteQuill we have nothing.

**Can Brightwell own the policy?** No. We keep the laptops and accounts running. We don't
make policy decisions for clients and we are only with you one day a week. We can enforce
whatever you decide (blocking sites, removing extensions) if you tell us what.

**Who did this before?** The operations manager, but that post has been empty since
Farida left in August.

## The incident

On 16 September a consultant pasted 14 candidate CVs into a personal ChatGPT account to
get one-paragraph summaries for a client shortlist. We found out because he mentioned it.
Nothing has been done about it since.