AI tools are safe to use if you treat them like email: don't paste anything you wouldn't want stored on someone else's server.

Step by step

Strip sensitive details
Remove Social Security numbers, bank details, birthdates and loan numbers before pasting.
Use initials
"Buyer J.S." works just as well as a full name for drafting.
Check the settings
Paid business plans (ChatGPT Business, Claude for teams, Google Workspace) offer stronger data controls. Review your plan's privacy settings.
Follow brokerage policy
Ask whether your brokerage has an approved AI tool list.
Be careful with recordings
Get consent before recording calls with tools like Otter or Fathom.

Try this prompt

Voice memo to CRM notes

Below is a transcript of a voice memo I recorded after a call/showing. Turn it into:
1. A 3-line summary
2. Client needs and preferences (bullets)
3. Concerns or objections
4. Action items with who / what / by when
5. A suggested follow-up message
Don't add anything I didn't say. Mark anything unclear with [?].

Transcript:
[PASTE TRANSCRIPT]

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