Before connecting your inbox, internal documents, and client data to any AI workspace, three things are worth confirming: whether access is protected by two-factor authentication, whether permissions are enforced at the right level, and what happens to your data if you cancel. Our AI Office is secure AI workspace software built around those controls from the ground up.
This article covers how 2FA, role-based permissions, and data export work in Our AI Office, alongside the full set of security features the platform provides for small B2B teams.
Key Takeaways
- Our AI Office enforces 2FA at the admin level, meaning an administrator can require it across the entire organization rather than leaving it as an individual choice.
- Role-based permissions in Our AI Office are applied at the database level, not just the interface, which means access restrictions cannot be bypassed by navigating directly to a URL.
- Row-level data isolation keeps your organization's data separate from other clients at the database level, which is distinct from platforms where isolation depends on application-layer controls.
- Data export after cancellation is admin-only, password-protected, and time-limited, giving teams enough time to retrieve data during a migration without leaving access open permanently.
- We Capture Sales built each security control in Our AI Office to address a specific risk rather than meeting a compliance checklist, with a confirmed policy of never using client data to train AI models.
What to Look for in a Secure AI Workspace
Before evaluating any platform, five security features determine whether it is safe to connect sensitive business data. A platform that covers all five gives a small team the controls they need without requiring a dedicated IT function to manage them.
- Two-factor authentication: Ensures only authorized users can access the workspace even if a password is compromised. Admin-enforceable 2FA is stronger than individual opt-in because it removes the risk of a team member skipping it
- Role-based access controls: Determines which team members can see which data. Database-level enforcement is more reliable than interface-level controls, which can sometimes be bypassed
- Data isolation: Establishes whether your data sits in a private environment or alongside other organizations on shared infrastructure
- Audit log: Tracks who changed what across the workspace so administrators have a clear record of activity without exposing sensitive information in the log itself
- Controlled data export: Covers whether you can retrieve your data if you cancel, under what conditions, and whether export is restricted to authorized users
Security is worth verifying before connecting any platform to live business data, which is why it comes up as a consideration in marketing automation implementation as much as in workspace evaluation.
How Our AI Office Handles Security
Our AI Office enforces security at the infrastructure level. Here is how each control works in practice.
Two-Factor Authentication
2FA is available to all users and optional at the individual level. Administrators can set it up across the entire organization from admin settings, which means the security policy stays consistent rather than depending on each team member to opt in separately.
Secure Sign-In
Sign-in works through email and password or Google authentication. Email confirmation is required before any account becomes active, and anonymous accounts are not permitted. Every user is verified before accessing the workspace.
Role-Based Access
Our AI Office enforces three permission levels: owner, admin, and member. These are applied at the database level, which means access restrictions cannot be bypassed by navigating directly to a URL or manipulating the interface. If a member cannot see something in the platform, they cannot access it through the backend either.
Row-Level Data Isolation
Every table in Our AI Office is locked so users only ever see data belonging to their own organization. Your data never sits alongside another organization's data. This is distinct from platforms where isolation depends on application-level controls rather than the database itself.
Audit Log
Our AI Office maintains a record of who changed what across the workspace. Sensitive information is automatically stripped from log entries so the audit trail captures activity without exposing the content of what was changed. Administrators can review the log at any time.
Knowing who accessed or changed internal documentation is a practical operational control, especially when institutional knowledge is stored and queried across a connected workspace.
Controlled Data Export
Data export is admin-only and password-protected. After cancellation, export access is time-limited rather than immediately revoked or left open indefinitely. That window gives teams enough time to retrieve their data during a migration without leaving export access open after the account closes.
No AI Training on Your Data
Your content is never used to train AI models. This applies to everything in the workspace: inbox content, uploaded documents, task history, voice notes, and knowledge base entries. This differs from platforms that use client interactions to improve their models by default unless explicitly opted out.
Continuous Security Scanning
Our AI Office runs automated security and dependency checks continuously, with vulnerabilities patched promptly rather than held for a scheduled update cycle. Connected accounts for Google, Microsoft, Slack, and LinkedIn use encrypted server-side tokens that never expose credentials to the browser.
Every backend function verifies identity and organization membership before processing any request, blocking redirect hijacking, server-side request forgery, and injection attempts at the infrastructure level.
Protected Routes and Input Validation
Two additional controls run without requiring any configuration:
- Protected routes: Every private page requires login, 2FA verification, and an active subscription before it loads. Unauthenticated requests are blocked before reaching any workspace content
- Input validation: Every form is checked and sanitized before data is saved, preventing malformed or malicious input from reaching the database
How Our AI Office Security Compares to Other Workspace Tools
Most AI workspace platforms offer some security controls. The difference shows up in how those controls are implemented and whether they apply by default or require configuration. Here is how Our AI Office compares to three tools small B2B teams commonly evaluate:
Two features separate Our AI Office from the others in this table. Row-level data isolation means your data never sits alongside another organization's data at the database level, not just the application level.
No AI training on your data is a confirmed policy, not an opt-out setting. On the other platforms, client data may be used to improve AI models unless you actively opt out, and the process varies by platform.
The other features, 2FA, role-based access, audit logs, and data export, are available across all four platforms. The meaningful differences are in how they are implemented. Notion AI's audit log, for example, requires a Business+ plan rather than being available on all tiers. Our AI Office includes it across both plans.
4 Security Questions to Ask Any AI Workspace Provider
Before connecting sensitive data to any platform, four questions can surface what security documentation doesn't always make clear.
1. Is 2FA admin-enforceable?
Individual opt-in means security depends on each team member remembering to enable it. Admin enforcement removes that dependency entirely. Ask whether the platform allows an administrator to require 2FA for all users, not just recommend it.
2. Where is access enforced?
Interface-level restrictions prevent users from seeing certain pages. Database-level restrictions prevent users from accessing the underlying data at all. Database-level enforcement is harder to bypass and more reliable for a team storing sensitive business documentation. Ask which level applies before connecting anything.
3. Does my data train your AI models?
Some platforms use client interactions to improve their models by default. Others require an explicit opt-out. A small number have a confirmed policy of never training on client data.
Ask for the policy in writing rather than assuming the default protects your data. The answer changes significantly between platforms.
4. How does data export work after cancellation?
Immediate revocation gives no time to retrieve data during a migration. Indefinite access leaves the export open longer than necessary.
A time-limited, password-protected export window is the most practical approach for a team that needs to migrate data without leaving access open permanently.
Ask how long the window is and what format the export produces before signing up.
How We Capture Sales Built Security into Our AI Office
Security in Our AI Office was not designed around compliance checkboxes. Each control addresses a specific risk that comes with connecting sensitive business data to a connected workspace.
Every WCS product runs on the same private AWS infrastructure, which means the no-training policy and data isolation apply across AI tools for business automation built on the platform, not just the workspace itself.
The same infrastructure and access controls extend to custom AI agent development for businesses that need something built beyond the standard workspace configuration.
Our AI Office is available on two plans with a 14-day free trial and no credit card required.
Start your free trial or book a demo with the We Capture Sales team to get started.
FAQ
What is the difference between interface-level and database-level access control?
Interface-level access control prevents users from seeing certain pages or features within an application. Database-level access control restricts what users can retrieve from the underlying data entirely.
The difference is that interface-level restrictions can sometimes be bypassed by accessing data directly through an API or URL. Database-level restrictions cannot, because the data itself is inaccessible regardless of how the request is made.
Can team members export data without an administrator knowing?
No. Data export in Our AI Office is restricted to administrators and requires a password. Individual team members cannot initiate an export independently. The audit log also records when exports are initiated, so administrators can see when data was retrieved and by whom.
What happens to connected accounts like Google or Microsoft if I cancel?
Connected accounts in Our AI Office use encrypted server-side tokens, meaning credentials are never stored in a form accessible to the browser or retrievable after cancellation. Disconnecting an account or canceling removes the token from the system.
The time-limited export window after cancellation covers workspace data, not the credentials of connected third-party accounts.
