What your security review needs.

Written for the IT lead, the security reviewer or the counsel who was sent this link: what runs where, what the AI receives, who can see what, what is kept, and how a firm leaves. The Security Overview has the full detail, including the limits we know about.

Security Overview security@proxara.ai

Where it runs

XARA: Installed in your firm’s own Azure subscription with one command, on cloud computers there, and the model that does its work runs in Microsoft Foundry in that same subscription. Client data never leaves your firm’s Azure. Proxara sees whether XARA is healthy and how many months it has closed, and ships its updates.
The connector: Each firm has its own application and database in Microsoft Azure in the United States, with keys of its own. Nothing is shared with another firm.
Your documents: They stay in Outlook, SharePoint, Karbon, QuickBooks and CCH. Proxara reads them when the work needs them and does not keep a copy.
The models that read them: Models in Microsoft Azure in the United States, which Microsoft does not use to train its models. Nothing of yours trains a model for anyone else.
Sign-in: Each person signs in with their own Microsoft account, and your Microsoft administrator approves Proxara once for the firm. XARA has a work account of its own in your firm’s Microsoft Entra, and signs in to QuickBooks Online Accountant with it.

What the AI receives

When someone at the firm asks about a client, the swap happens in your firm’s own environment, before anything reaches Claude, ChatGPT, Gemini or Microsoft 365 Copilot. The same client always gets the same code, so the AI can follow the work across questions, files and weeks.

Stays in your firm’s environment

Names. SSNs, ITINs and EINs. Account numbers. Addresses, emails and phone numbers. Dates of birth. The documents themselves.

Goes to the AI

Your question. Codes such as P-7KQ2M. The amounts, dates, forms, lines and tax years the work needs.

Names of people, businesses, trusts, estates and households: Codes such as P-7KQ2M or B-4F2KD
SSNs, ITINs and EINs: A reference to the owner. The number never reaches the AI.
Account numbers: An account code
Street addresses, emails and phone numbers: References to the owner
Dates of birth: The age at the relevant year end
Amounts, dates, forms, lines, tax years, city and state: Kept as they are. The work depends on them.

Two limits, plainly. What a person types into the AI goes to its provider under your firm’s own agreement with it, and so does a file dropped straight into it; the window’s search lets people pick a client without typing the name. And codes are not anonymity: someone who knows a client may recognise them from the figures, and detection can miss a value, so people review what they approve.

Who can see what

A person at your firm: Sees a client, a document or a fact only if they can already open at least one source behind it. Microsoft decides for Microsoft 365, CCH for CCH, and Proxara mirrors Karbon’s private and restricted rules.
Background reading: Covers only the client mailboxes and the SharePoint sites your administrators choose. The console prepares the exact Microsoft commands, with your firm’s details filled in.
XARA’s work: XARA works in QuickBooks as its own user, so each entry it makes is under its name in QuickBooks’ audit log, and each month’s work is noted on the client’s Karbon job. It never emails, messages or pays anyone. In your firm’s bank and payment portals it only reads and downloads.
The connector’s changes: Every email, Karbon update, filing or import runs only after a person clicks Approve, as that person. A recipient outside the client’s own parties or your staff is highlighted first, and an attachment must belong to that client. A firm can start reading only.
Proxara staff: No standing access. Support sees your console only in a read-only session your administrator opens, and each page viewed is logged. Emergency access is time-limited, approved by your administrator and logged.
Proxara’s engineers: The people who run the Azure environment have technical access to it, used only to operate, support and secure the service.

What is kept

XARA’s record: Every change XARA makes, kept in your firm’s Azure, with the month’s papers in SharePoint where your firm files them.
A record of each client: Names, identifiers and the code for each, which documents mention them, and facts with a pointer to their evidence. Encrypted field by field under your firm’s own keys. Tax ID numbers are stored only as one-way indexes, never as numbers.
A working cache: What the model found in a document, so it is not read twice. It expires 30 days after last use and is purged at once when the source changes or is deleted.
Approvals and receipts: Each proposed step with its real values, who approved it, and the receipt, kept for seven years.
The audit log: Who asked, for what, about which client, when, with what result, and who approved what. It holds no document text, and your administrators can export it.

Leaving

Disconnecting: Proxara disconnects your systems and deletes your firm’s keys and environment. Once the key-deletion protection period ends, every backup is unreadable.
Backups until then: Azure’s automated backups, kept for seven days.
XARA: It lives in your firm’s own Azure. Its cloud computers are deleted there, and its user in QuickBooks and its Microsoft account are removed like any departing colleague’s.

Documents and counsel

IRC Section 7216: Proxara sets out what is processed, where, by whom, and what the AI receives. Whether your use needs taxpayer consent is your firm’s decision with its counsel.
FTC Safeguards Rule: Proxara is a service provider your firm oversees under its own program. The Security Overview, the Data Processing Addendum and the Sub-processor List are written for that review.

See it on your firm’s work.

We set it up with your firm and start where you are comfortable: XARA working nights on a few clients’ months, the connector reading only. Then we go through what it did with your partners.

Your IT lead gets the Security Overview and the sub-processor list before anything is connected
Nothing in your systems changes while you decide