Compliance & Data
Protection at ArcaDesk

Attorney-Client Confidentiality & Legal Intake Compliance

ArcaDesk understands that legal intake calls involve privileged communications. Our systems are configured to protect attorney-client privilege in line with ABA Model Rule 1.6 and applicable state bar confidentiality requirements.

• Attorney-client privilege protection

  Legal intake scripts are written to limit data collection strictly to what is necessary for qualification and booking. We do not elicit case facts, legal strategies, or privileged disclosures beyond what your firm explicitly authorises in writing.
• Encrypted, access-controlled call storage

  All call recordings are encrypted end-to-end and stored under strict access controls. Only authorised personnel with a documented business need can access recordings — never accessible to third parties or other ArcaDesk clients.
• Multi-state call recording consent

  Our systems deliver a jurisdiction-appropriate consent disclosure at the start of every recorded call — covering federal ECPA requirements and all-party consent states including California, Florida, Illinois, Washington, Pennsylvania, and Maryland. The strictest applicable standard is always applied.
• No AI training on your client data — ever

  We never use your client data, call recordings, or intake conversations to train AI models. Any use of your data beyond direct service delivery requires explicit written authorisation from your firm's authorised representative.
• Conflict-of-interest data isolation

  Client data is held in isolated environments. No intake data, contact records, or call information from one law firm is accessible to any other client — including other firms in the same practice area or geographic market.

Financial Data Privacy & Regulatory Compliance

Accounting firms and financial advisors handle sensitive client financial data subject to federal and state financial privacy laws. ArcaDesk's systems are designed to support your obligations as a covered financial services firm.

• GLBA-aligned data safeguards

  The Gramm-Leach-Bliley Act requires financial institutions to protect client financial data. As a service provider processing data on your behalf, ArcaDesk operates as a GLBA-covered third party — bound by contractual safeguarding obligations equivalent to your own firm's requirements.
• No financial data shared or monetised

  Client financial information collected through intake calls or CRM workflows is never sold, shared with advertisers, or used for any purpose beyond delivering your agreed revenue system. This is a contractual commitment in every client agreement — not just a policy statement.
• Auditable data trails for regulated firms

  All call recordings, contact interactions, and consent records are timestamped and stored with full audit trails. For firms subject to SOX or FCA record-keeping requirements, we configure extended retention periods and produce records on request.
• Intake scripting designed for financial sensitivity

  Scripts for accounting and finance clients are written to avoid collecting specific financial figures, account details, or tax information during intake. Qualification focuses on service fit and booking — not financial disclosure from the prospective client.
• UK & EU financial services support

  For UK-based accounting and financial advisory firms, we operate as a Data Processor under UK GDPR and sign a Data Processing Agreement (DPA) upon engagement. FCA-regulated firms can request extended compliance documentation including a completed vendor risk questionnaire.

Insurance Brokerage Compliance & Client Data Protection

Insurance brokerages collect sensitive client information — health status, financial circumstances, claims history — when qualifying and onboarding clients. ArcaDesk's systems handle this data with the care your regulatory obligations demand.

• GLBA privacy notice compliance for insurance data

  Insurance brokerages are financial institutions under GLBA and must provide clients with privacy notices and opt-out rights. ArcaDesk's outbound sequences and intake flows include GLBA-aligned consent language and honour opt-out requests immediately and permanently.
• State Department of Insurance (DOI) alignment

  Insurance regulation is state-based in the US. Our systems are configurable by state to align with local DOI rules on client communication, consent, and data handling — including stricter states such as California (CCPA) and New York.
• TCPA-compliant outbound for leads & renewals

  All outbound calls and SMS to prospects and renewal clients are made with documented TCPA-compliant prior express consent. Consent records are timestamped and stored per contact — providing an auditable trail in the event of a regulatory inquiry.
• AI voice disclosure on all outbound calls

  Where AI-generated voice technology is used, callers are notified at the outset of the call — in compliance with FTC guidance and emerging state-level AI disclosure requirements. This is especially important for insurance brokerages whose clients may be sensitive to automated communications.
• E&O risk reduction by design

  ArcaDesk intake scripts for insurance clients are reviewed to ensure no coverage advice, policy recommendations, or binding commitments are made by the AI system. The AI qualifies intent and books the consultation — detailed information and advice is handled by your licensed broker.

Security Standards Across All Three Sectors

Regardless of sector, every ArcaDesk client benefits from the same baseline security and data protection standards — applied consistently, not selectively.

Compliance Agreements for Every Client

We do not reserve compliance documentation for enterprise tiers. Every professional services client receives the agreements they need — as standard, at no extra cost.