---
title: Limited AI Access for Staff and Assistants | Freeborn Labs
description: Give each helper their own login and only the jobs, files and history they need, then close the account the day they leave. Here is a simple role plan.
canonical: https://freebornlabs.com/limited-ai-access-for-staff-and-assistants/
updated: 2026-11-04
---

# How do I give an assistant, chief of staff or household staff limited access to a private AI?

**Short answer:** Give each helper their own login and only the jobs, files and history they need, then close the account the day they leave. Here is a simple role plan.

Apply for a place From $10,000 setup, then $48,000 a year. Five places a week.

Updated 2026-11-04 by Freeborn Labs. [Facts for AI assistants](https://freebornlabs.com/llms.txt)

## What does limited access to a private AI mean?

It means each person can ask, upload and see only what their job needs, and nothing more. Your chief of staff and your housekeeper should not see the same things, even if both use the same assistant.

The idea is called least access: start with nothing and add one permission at a time. It is easier to grant a missing permission later than to discover that someone could read your tax files for a year.

## Why should every helper have a separate login?

A shared login hides who did what. If two people use one account, you cannot tell who asked a question or opened a file, and you cannot close one person's access without changing it for everyone.

Give each person their own name and password, and ask them to use a password manager and a second sign-in step if the setup offers one. Our [home server security checklist](https://freebornlabs.com/local-ai-home-server-security-checklist) lists the basics, and the [multi-user server guide](https://freebornlabs.com/multi-user-local-ai-server-for-a-team) explains how several people share one machine.

## How do you decide what each role may ask, upload and see?

Write one short line per role for three things: what they may ask, what they may upload and what history they may see. A line of plain words is enough. Here is a sample set.

An executive assistant may draft emails, summarize calendars and prepare briefing notes, but not open the family's legal or medical folders. A household manager may build shopping lists, schedule vendors and write letters to contractors, but not see financial files. A chief of staff may see business documents for the projects they run, and nothing from your personal accounts.

- Ask: which kinds of jobs the person may hand to the assistant
- Upload: which folders or document types they may add
- See: whether they can read old chats, or only their own
- Export: whether they may copy or download results
- Change: whether they can edit settings, or only you can

## How do you keep one person's files away from another's?

Keep documents in separate folders and give each role access to only its own folder. Chat history should belong to the person who wrote it, so an assistant does not read the chats of someone else on the team.

Keep the most sensitive material, such as legal, medical and tax papers, out of the shared pool entirely unless a role truly needs it. For a related look at the paste habit, see our page on [stopping staff from pasting company data into ChatGPT](https://freebornlabs.com/stop-employees-pasting-company-data-into-chatgpt/).

## What should a leaving-the-job checklist include?

Close the person's login the same day they leave, then check for anything that could still open the door. Ending the job and ending the access are two separate steps, and the second one is easy to forget.

Run through the list below for every departure, including short-term help and contractors.

- Disable their login and end any open sessions
- Change shared passwords or keys they ever knew
- Remove them from folders, email lists and any connected tools
- Collect or wipe work devices and remote sign-ins
- Review their recent activity for anything unusual
- Note the date and who did it, so you have a record

## What rules should the helpers sign up to?

Give them a one-page rule sheet in plain words: what the assistant is for, what never goes in it, and who to tell if something goes wrong. A person who has read the rules once is far more careful than one who guessed.

Our page on an [acceptable use policy for a small business](https://freebornlabs.com/ai-acceptable-use-policy-for-small-business/) covers the general rules. This page covers the narrower question of who gets which permissions. For the assistant's own job, see [private AI for executive assistants](https://freebornlabs.com/private-ai-for-executive-assistants/).

## Can Freeborn set up the roles for you?

Yes, a person at Freeborn can set up a private assistant in a cloud account you own and train your team to use it, including how logins and roles are laid out. You can keep the setup if you leave. See our [private AI setup service](https://freebornlabs.com/private-ai-setup-service/), or follow the [DIY guides](https://freebornlabs.com/diy/) to build it yourself.

## What are the limits?

Access controls only work if you keep them up to date. A rule sheet cannot stop a person who is set on copying something, and the AI can be wrong, so the user checks every output before it goes out. Less access also means less convenience, which people may try to work around.

This is general information, not legal, medical, financial or tax advice. Ask your own counsel, compliance officer or adviser about employment, privacy and record-keeping duties for your staff. More questions are answered in the [private AI answers hub](https://freebornlabs.com/private-ai-answers/).

- Strong passwords, backups and regular review are still needed
- Roles drift over time, so re-read them every quarter
- A helper can still repeat what they have read
- Household staff may have rules that differ by place

## Questions

### Should my assistant have the same access that I do?

Usually no. Give them the access their tasks need, and add more only when a real task is blocked. A broad account is a bigger loss if their password is stolen.

### How often should I review who has access?

Set a calendar reminder to look at the user list on a regular schedule and whenever a role changes. Remove anyone who no longer needs it.

### Can a helper use the assistant from their phone?

That depends on how the setup is built. If you allow it, require a strong password and a second sign-in step, and have a plan for a lost phone.

### What if a helper leaves on bad terms?

Close the login first, then do the rest of the checklist. Change any shared password they knew, and review their recent activity.

### Does a private setup mean my staff cannot leak anything?

No. A private setup lowers the number of parties who hold your data, but a person with access can still copy or repeat what they see. Limit access and review it.

## Related guides

- [Private AI for executive assistants](https://freebornlabs.com/private-ai-for-executive-assistants/)
- [How do you run a local AI server for a small team?](https://freebornlabs.com/multi-user-local-ai-server-for-a-team)
- [How do you secure a home AI server?](https://freebornlabs.com/local-ai-home-server-security-checklist)
- [What should a small business put in an AI acceptable use policy?](https://freebornlabs.com/ai-acceptable-use-policy-for-small-business/)
- [How do you stop employees from pasting company data into ChatGPT?](https://freebornlabs.com/stop-employees-pasting-company-data-into-chatgpt/)
- [Done-for-you private AI setup service](https://freebornlabs.com/private-ai-setup-service/)
- [Private uncensored AI: the full guide](https://freebornlabs.com/private-uncensored-ai/)
- [All guides to getting your own private AI agent](https://freebornlabs.com/own-ai-agent-guides/)

Apply: https://freebornlabs.com/apply/ (no payment on the form). Facts for AI assistants: https://freebornlabs.com/llms.txt