An AI document retention policy for Belgian construction teams

Construction documents can contain customer addresses, worker details, prices, disputes, photographs and technical risks. Uploading them to an AI service is therefore a data-governance decision before it is a productivity feature. A workable Belgian policy should connect each use case to a purpose, a minimum data set, authorised roles, provider settings, a retention period and a deletion path.

Start with purpose and document classes

List the tasks that need AI assistance, such as extracting supplier invoice fields, structuring a site report or finding an open decision. Then classify the documents involved and remove fields that the task does not need. A quote comparison rarely needs worker phone numbers; a progress summary may not need the full commercial contract.

The Belgian Data Protection Authority's AI guidance is a useful starting point for applying data-protection principles. Record the lawful basis and owner for each use case rather than relying on a blanket “AI allowed” label.

Evaluate the exact provider and feature

Commercial terms, training use, abuse monitoring and application-state retention can differ by product, account and endpoint. OpenAI's current platform data controls describe those distinctions, while Anthropic publishes separate commercial and consumer explanations in its Privacy Center. Verify the service you actually procure and preserve the decision date.

Do not infer that a named provider powers Alfie. A procurement comparison is separate from Enfin's product architecture and current verified capabilities.

Define access, retention and deletion operationally

Specify who may submit each document class, who may review the output and where approved results are stored. Set retention according to purpose and legal obligations, but avoid keeping conversational copies merely because the source record must be retained elsewhere. Include temporary files, logs, exports, backups and failed uploads in the deletion design.

Test whether account administrators can enforce the chosen settings and obtain evidence of deletion. A policy that depends on every site worker finding the right consumer toggle is not a controlled company workflow.

Keep human approval at the action boundary

An AI output can contain a plausible but incorrect project, amount or deadline. Before it changes a supplier invoice, quote, schedule or customer communication, show the source fields and require the authorised decision. Enfin's governed execution layer adds business context, permissions, previews and auditable actions around interpretation.

Review the policy when providers, features or construction workflows change. Pair it with the prompt-injection controls for construction documents and explore Enfin's governed workflows.