Security and capabilities

How Monitor Link keeps council data safe

Monitor Link gives the AI assistant your council already uses controlled access to Monitor CRMS. This page sets out the controls, who looks after what, and what the assistant can do.

Controls Shared responsibility What the assistant can do For your security team

Within your IT and security strategy

Monitor Link doesn't bring its own AI model. It gives the assistant your organisation already uses controlled access to Monitor CRMS. That access is governed by your sign-in policies and by the agreements you already have with your AI provider.

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Your existing sign-inUsers sign in with Microsoft Entra ID (including Copilot single sign-on), Google, or their Monitor CRMS password with multi-factor authentication. You decide which methods are allowed.
Scoped to your councilEvery request is tied to the signed-in user and their council. The assistant can't select a different council or database.
Your Monitor CRMS permissions applyUsers only see what they can see in Monitor CRMS: module access by role and department, departments that hide their engagements, and confidential notes.
Off until you switch it onAccess is enabled per council. It starts read-only, and writing to Monitor CRMS is only turned on once you approve it.
Human in the loopNothing is saved until the user confirms a preview. Unconfirmed drafts expire after 2 hours. Nothing is deleted: a removed note is archived, as in Monitor CRMS.
Saved like Monitor CRMS savesChanges are saved as the user, with the same history and change logging as Monitor CRMS itself.
Fully auditedEvery sign-in and every action the assistant takes is recorded in an audit log.
Access ends when you say soWhen you deactivate a user in Monitor CRMS, their AI access stops within a minute. Access tokens last one hour.

Shared responsibility

Using AI with council data is shared between us, your council and the AI provider you choose. This is who looks after what.

Area	UE Tech (Monitor Link)	Your council	Your AI provider
Sign-in	Supports Microsoft, Google and Monitor CRMS password with MFA, and applies your council's choice of methods	Chooses the sign-in methods and runs its own Microsoft or Google policies (MFA, conditional access)	Holds the access the user grants it
Who can use it	Off by default for each council; checks every request against Monitor CRMS	Asks for Monitor Link to be enabled; manages user accounts in Monitor CRMS
What users can see	Applies Monitor CRMS role, department and confidential-note rules	Sets roles and departments in Monitor CRMS
Changes to data	Preview first, then the user confirms; writing off until the council approves it	Decides whether to enable writing; trains users to check previews	Shows the preview and asks before acting
Data handling	Doesn't store the records returned to the assistant; logs each request in the audit log	Privacy impact assessment; chooses the AI provider and plan	Retention, training use and location of conversations
Other tools in the assistant		Decides which other connectors, web access and plug-ins users may use	Keeps tools in the assistant separate

What the assistant can do

These are the capabilities Monitor Link gives the assistant. Each one runs as the signed-in user, within their Monitor CRMS permissions. Lists return up to 50 records at a time, with the total number of matches.

Capability	What it does	Access
`search_records`	Find businesses and contacts by name, ABN, email, suburb, precinct, tag or industry (ANZSIC)	Read
`get_business` · `get_contact`	Show the full record for a business or contact, including industry and addresses	Read
`list_engagements` · `get_engagement`	Browse and open engagement records	Read
`summarise_engagements`	Count engagement activity over a period, by type, precinct, user or month	Read
`get_council_overview`	Give a snapshot of your council's Monitor CRMS activity	Read
`get_engagement_options`	List your council's engagement types	Read
`list_notes`	Read the notes on a business, contact, engagement, mission or site	Read
`list_missions` · `get_mission` · `get_mission_options`	Browse projects, leads and other missions the user has access to, and the options for changing them	Read
`search_sites` · `get_site`	Find sites and properties and see who occupies them	Read
`list_tags`	List the tags the user can use, or the tags on a record	Read
`get_business_options` · `get_anzsic`	List your council's precincts, and browse the ANZSIC industry classification down to class level	Read
`draft_engagement`	Prepare an engagement, for example from an email, as a preview. Nothing is saved.	Preview
`draft_note` · `draft_note_update` · `draft_note_archive` · `draft_tag`	Prepare a note (including confidential notes, where the user may use them), a change to or removal of a note, or a tag on a record, as a preview	Preview
`draft_mission` · `draft_mission_update`	Prepare a new mission, or changes to its stage, status, fields, users and links, as a preview	Preview
`draft_contact` · `draft_business`	Prepare a new contact or business, or changes to one (including industry, precinct and linked sites), as a preview. Possible duplicates are flagged.	Preview
`report_gap`	When the assistant can't do what was asked, it tells us in general terms, without personal details, so we can improve Monitor Link. Nothing is saved in your CRM.	Feedback
`confirm_draft`	Save a draft as the user, once they approve it. Logging the same email twice is prevented.	Write · when enabled

For your security team

We're happy to walk your IT and security team through Monitor Link, answer your security questionnaire and support your privacy impact assessment.

Security briefing

A session with our development team on the architecture and controls. Contact us to arrange one.

Connection guide

Settings for Claude, ChatGPT, Microsoft 365 Copilot and other MCP clients. Open the guide.