Clients keep asking tougher questions. Regulators aren’t getting any quieter. And your lawyers want writing help that doesn’t slow them down. So the same debate pops up in every partner meeting: can we use Grammarly Business without risking confidentiality or attorney–client privilege in 2025?

Short answer: yes, if you set it up right. We’ll spell out what “safe” actually means for a law firm, then walk through the big buckets—data use and model training, data retention and deletion, identity and admin controls (SSO, SAML, SCIM), plus how to keep the browser extension from touching sensitive sites like your DMS, e‑filing, and client portals.

What we’ll cover: - Vendor security posture and what to verify in 2025 - Whether Business-tier content trains AI models—and how to lock the setting - Admin controls, audit logs, and domain allow/block moves that matter - Risk scenarios for lawyers and how to avoid them - When to say “not here,” and how to show clients proof you’re in control

We’ll wrap with how LegalSoul helps put these guardrails in place across the firm.

Executive summary — Can law firms use Grammarly Business safely in 2025?

Yes—if you put guardrails in place. For most firms, Grammarly Business is fine for internal drafts and non‑privileged work once you tighten identity, data use, and extension controls. Two risks matter most: whether Business content is ever used to train AI models, and what the browser extension does on sensitive systems (DMS, e‑filing, client portals).

Trust docs often mention encryption in transit/at rest and audits like SOC 2 Type II. Good signs—but verify the DPA, retention defaults, and the exact admin toggles you can enforce. Also, remember: a few years back a writing extension bug briefly exposed tokens before being patched within hours. It was a blip, but a useful reminder to block extensions on high‑risk sites. Treat Grammarly like any vendor that touches confidential info. Block it where exposure would sting, and set clear carve‑outs for regulated data. If you can’t enforce SSO, turn off model training (if applicable), and set retention controls, keep it to low‑sensitivity drafting. That’s the path to “Is Grammarly Business safe for law firms” being a confident yes.

What “safe” means for law firms: confidentiality, privilege, and compliance

“Safe” means your use doesn’t break confidentiality, undercut privilege, or clash with professional rules and Outside Counsel Guidelines. Confidential means anything about a client that isn’t public. Privilege lives or dies on keeping legal communications confidential and used for legal advice. With any AI writing tool, risk shows up if your text gets sent to a third party, stored too long, or processed somewhere you can’t allow.

So, safe use looks like this: tight limits on data use in your contract; admin control over retention and deletion; and a way to keep the tool off sensitive apps and sites. Map your clients’ OCGs to a simple policy: some say “no third‑party AI,” others allow use with controls and proof. Create sensitivity tiers (marketing → internal docs → client drafts → privileged work) and decide where Grammarly Business is allowed, limited, or prohibited. A practical pattern: default‑deny on privileged matters, with a documented redaction workflow if you allow narrow use. If you can’t align Grammarly Business confidentiality and attorney–client privilege needs with your setup and DPA, don’t use it on client matters. Period.

Vendor security posture to verify in 2025

Kick the tires like your clients do. Ask for current attestations (SOC 2 Type II), encryption in transit and at rest, a live vulnerability disclosure program, and regular third‑party pen tests. Review subprocessors and data flow so you know where data travels and sits. Check incident response terms—how fast they notify you, what help you get, and severity tiers—against your client commitments. GDPR expectations usually imply quick notification (think 72 hours for awareness).

Confirm exportable audit logs, enforced SSO/SAML, SCIM provisioning, and tenant‑wide toggles for model training and data sharing. Don’t accept marketing claims without evidence. Request a recent pen test executive summary and remediation status. Ask how Business tenant data is separated from consumer tiers. Viewed through a “Grammarly Enterprise SOC 2 Type II and security certifications” lens, you want parity with your DMS, plus admin controls that support firm policy and audits.

Data use and model training policies — what to confirm for Business tiers

The first question partners ask: does Grammarly use my data to train AI (Business tier)? Public statements say Business/Enterprise content isn’t used to train by default and isn’t sold. Good—now verify it in the DPA/MSA, find the setting, and lock it at the tenant level.

Clarify scope. Does “content” cover prompts, accepted suggestions, and telemetry? Are generative features covered by the same policy? If third‑party LLMs are involved, require written exclusion from training and tight caching windows. Make it enforceable: firm‑wide setting, not user preference; no end‑user overrides. Strong rollout pattern: pilot with generative features off, training/feedback sharing off, then re‑enable only after review. Log the setting and keep dated screenshots for audits. One more thing: ask how “feedback” (thumbs up/down) is used—some vendors treat it differently than raw text. If policies change, you want advance notice and an easy exit. That’s how you meet GDPR/CCPA bar and your clients’ expectations.

Document this in a firm AI register and map to client OCGs. Finally, verify how “feedback” data (e.g., thumbs up/down) is used—some vendors treat it differently than raw text. If policies change, you want advance notice and an easy way out. That alignment helps you meet GDPR/CCPA expectations from clients.

Data retention, deletion, and backups

Get specific on the Grammarly Business data retention policy 2025 details. How long is user text kept in primary systems? What about logs and analytics? Can admins set a firm‑wide window (30–90 days is common) and trigger on‑demand purges tied to client requests? Ask how deletion flows to backups and the maximum backup window. Some telemetry sticks around longer than text—decide if that could be client data for your purposes.

Example: some enterprise writing tools process text briefly for suggestions but keep security logs longer; admins can request purges through support. Use language like that in your DPA. Many firms align retention with the matter lifecycle: no persistent draft storage, 90‑day security logs, and purge on matter close if a client asks. Also check whether you can export and delete user dictionaries, style guides, and snippets—those often hold client names without anyone noticing. And test deletion for real: submit a purge for a pilot user, then confirm via export that content is gone. That proof helps when clients ask how you’re handling privileged information with Grammarly Business.

Identity, access, and admin controls

This is basic SaaS hygiene. Enforce SSO/SAML for everyone. Use SCIM so joiners/movers/leavers sync automatically and the right people lose access at the right time. Keep admin roles tight and make sure audit logs capture admin actions and feature toggles (e.g., training off, generative features off).

If native controls fall short, lean on your IdP to block personal accounts and require managed devices, and use device management to deploy the extension with locked settings. One large firm required MFA via SSO and SCIM before rollout, blocked unmanaged devices, and saw access tickets drop while audits got easier. Aim for this: Grammarly Business admin controls SSO, SAML, and SCIM working together so there are no shadow accounts and no ex‑employees hanging around. Pro tip: set up a “canary” account and watch it closely—unexpected events usually mean a misconfig somewhere.

Enforce SSO for all users; deprecate email/password logins. Use SCIM for automated joiner/mover/leaver workflows so access is removed the same day lawyers depart a matter or the firm. Restrict admin privileges to IT/Risk, and ensure audit logs capture admin actions and feature toggles (e.g., training off, generative features disabled). Integrate with device posture checks if available.

Domain and application restrictions to protect sensitive data

Love the edits; keep them away from the crown jewels. Build allow/block rules by domain and app type: your DMS, e‑discovery, e‑filing, banking, client portals, HR/payroll—anything high risk. If the admin UI doesn’t let you do this, use enterprise browser policies to limit the extension to a small allow‑list (email, intranet, web word processors) and block everything else by default.

Need to know how to disable Grammarly on specific websites (law firm DMS)? Push an allow‑list via your device management platform and flip the rest to off. On desktops, you can even disable a writing app when your DMS client is running. A litigation shop did this and cut accidental exposure on client portals by over 90% compared to “please don’t use it there” reminders. Don’t forget mobile—turn off any AI keyboard for everyone except testers. Review logs every month; the top 20 active domains should all be approved. This is AI governance for legal, not just IT housekeeping.

Handling privileged or regulated matters

Some work is a hard no. No BAA? Then no PHI. Many writing tools say they’re not HIPAA compliant—believe them. Same caution for export‑controlled data, matters involving minors, sealed filings, and anything that would be painful if disclosed.

If narrow use is acceptable, lead with redaction. Strip names, numbers, and matter IDs before any text leaves your control. Keep it to clarity and style on generic language. Track redacted drafts in a secure log that references, but doesn’t include, client identifiers. A privacy boutique built a “safe phrases” library for boilerplate and only ran that through checks; they got positive marks in audits. Add client‑by‑client carve‑outs since OCGs vary. Train lawyers on privilege basics in this context: don’t paste client communications or your mental impressions into third‑party tools. If you’re unsure, don’t use it. Simple.

Deployment hygiene and change management

Clean rollout, fewer headaches. Run a 6–8 week pilot across legal ops, KM, and a few practices. Enforce SSO, keep model training and generative features off at first, and use a default‑deny domain policy. Measure time saved, collect user feedback, and record any “blocked here” friction so you can tune your allow‑list.

Hold updates in a staging ring for a week, then push firm‑wide. Share a one‑pager with “Dos and Don’ts,” your domain policy, and how to request exceptions. Give people a simple “I think we leaked something” path: pause, notify IT/Risk, include URL and timestamp. A global firm rolled out in waves with practice champions and hit high satisfaction while keeping risky domains blocked because exceptions had a fast SLA. Keep change logs and route new features to your AI risk group before turning them on. That keeps settings from drifting and reassures partners who worry about confidentiality.

Policy, training, and user behavior guardrails

Update your Acceptable Use Policy to cover AI tools directly. Spell out what’s allowed (internal drafts, marketing), what’s not (client identifiers, privileged communications, regulated data), and how you’ll enforce it. Short, clear, and tailored to practice realities beats a wall of text.

Make training practical. Quick scenarios like “You’re drafting a fee letter—what’s okay to check?” or “You’re prepping a sealed filing—what’s off‑limits?” Add a one‑click macro to swap identifiers with placeholders before using the tool so redaction becomes muscle memory. Remind folks why certain domains are blocked and how to ask for temporary access when it’s safe. Monthly nudges help: a two‑minute tip video, a one‑minute near‑miss story. Reward good behavior—shout out teams that submit useful improvements. Default‑deny for new sites, a visible “AI in use” indicator, and a quick‑report button go a long way.

Risk scenarios and mitigations

Plan for a few likely oops moments:

1) Someone pastes client identifiers into a prompt. Fix: a pre‑flight check that flags names and numbers before submission, plus a friendly coaching pop‑up. Hotkeys that trigger redaction first also help.

2) The extension runs on a sensitive domain. Remember that old extension bug that briefly exposed tokens and got patched quickly? Treat that as a nudge to enforce allow‑lists, review active domains quarterly, and log exceptions.

3) Shadow IT: a partner signs up for a consumer plan with different data-use terms. Fix: block personal logins at the IdP, watch DNS for known endpoints, and send targeted, helpful comms when you spot it.

For each scenario, define detect–respond–recover steps. If someone uses the tool in an e‑discovery portal, auto‑notify IT/Risk, disable it on that domain for everyone, and review logs for the time window. Grammarly browser extension risks for lawyers are manageable with layers, not a reason to ditch helpful tech.

Auditing, monitoring, and evidence for clients

Clients want proof, not promises. Decide what you’ll log: SSO status, SCIM events, admin changes (training off, feature toggles), extension domain policies, and user activity counts (not content). Send logs to your SIEM and set alerts for policy drift or unusual spikes. Build an evidence pack you can send anytime: DPA excerpts, subprocessors, a data flow diagram, screenshots of retention and SSO settings, and a one‑page summary of your allow/block approach.

Map security questionnaire questions to your controls and attach time‑stamped screenshots. Do a quarterly attestation to confirm SSO is enforced, model training is off, and domain policies match your register. One firm cut questionnaire time by more than half after creating a pre‑approved package that answered Vendor DPA and subprocessors list for Grammarly Business up front. Also run tabletop drills: simulate accidental input of client data, document the response, and share a sanitized recap internally. Less panic, faster answers.

Due‑diligence checklist and RFP questions

Use a tight checklist when you assess or renew:

- Model training: Is Business content excluded by default? Is there a tenant‑wide, auditable toggle?
- Data handling: What do “content” and “telemetry” cover exactly? Are third‑party LLMs excluded from training?
- Retention: Default and configurable windows for text and logs? Backup horizons? Purge SLAs?
- Residency and transfers: Where is data processed and stored? SCCs in place? EU/UK options if required?
- Security posture: Current SOC 2 Type II? Pen‑test cadence and remediation speed?
- Identity and access: SSO/SAML required, SCIM supported, admin roles with least privilege?
- Admin controls: Generative feature toggles, exportable audit logs, domain/app restrictions (native or via device/browser policies)?
- Incident terms: Notification timelines, evidence preservation, liability caps, indemnities.
- Support and roadmap: Named enterprise support, advance change notices for policy updates.

Include pointed prompts like “Describe incident response and breach notification terms (Grammarly) with specific timelines,” and “Share the most recent pen test executive summary.” You’ll spot gaps fast and compare vendors on facts, not vibes.

Implementation plan and timeline (30/60/90 days)

30 days: Kick off with IT, Risk, and KM. Review the DPA, switch model training OFF for Business, and stage SSO/SAML and SCIM in a test tenant. Push a default‑deny domain policy via device management; allow only email, intranet, and approved web editors. Draft your AUP addendum and quick training. Start a 50–100 user pilot with practice champions and collect baseline metrics.

60 days: Expand to 30–40% of fee earners. Enforce SSO firm‑wide, block personal accounts, and deploy the extension with managed settings. Tune the allow‑list, add redaction macros, integrate logs with your SIEM, and set alerts for policy drift. Run office hours and post short “safe use” videos. Start building the client evidence pack.

90 days: Roll out to the rest, skipping carved‑out practices (e.g., healthcare). Recheck retention settings and perform a live purge test. Run a control attestation (SSO/SCIM, training OFF, domain policies). Finalize client‑ready docs and FAQs. Put quarterly reviews on the calendar for features, subprocessors, and OCG changes. Steady pace, low drama.

When to avoid or limit Grammarly Business

Be clear about the “nope” zones:

- Regulated data: No BAA, no PHI. For export‑controlled matters, avoid unless you get attested controls and residency.
- Residency demands: If a client requires EU/UK processing and the vendor can’t deliver, don’t use it for that matter. Confirm Grammarly data residency options (EU/UK/US) during RFPs.
- Sealed or ultra‑sensitive litigation: Prohibit use and rely on internal style guides or human editors.
- Client OCG bans: Respect them and document compliance.

Offer alternatives: internal checklists, offline style plug‑ins, or human review. Build a pause switch: disable the extension for everyone if there’s an incident or a policy change that touches training or retention. One firm paused for two weeks after a new “rewrite” feature launched, reviewed it, then resumed—no drama, because the pause was written into policy. Saying “not here” makes your “yes” elsewhere credible.

How LegalSoul helps govern Grammarly Business safely

LegalSoul makes the governance part less painful. Keep your vendor register, DPAs, and client carve‑outs in one place, tied to matters and practice groups. Push guardrails—SSO/SAML, domain allow/block lists, and feature toggles like model training OFF—across browsers and devices, even when the vendor admin UI is limited, by orchestrating MDM and IdP controls from one console.

Get redaction prompts before any external processing and real‑time flags on risky inputs. Pull unified, exportable logs of policy changes, domain activity, and retention actions straight into your SIEM and evidence packs. Set retention per client or practice and issue verified purge requests with receipts. If you’re answering “Is Grammarly Business safe for law firms,” LegalSoul gives you the receipts: dashboards aligned to OCGs, self‑serve reports for questionnaires, and a 30/60/90 rollout playbook. Net effect: faster drafting where it’s safe, hard stops where it’s not, and documentation that helps you win panels.

FAQs for managing Grammarly Business in law firms

• Is Business content used to train models? Business‑tier content is generally excluded from training by default. Lock it in your DPA, enforce the tenant‑wide setting, and save a dated screenshot for audits.
• Can admins purge user text and logs? Many vendors offer admin retention controls and support‑assisted purge. Get SLAs for primary storage and backups, run a live deletion test on pilot data, and keep the confirmation.
• How do we prove compliance to clients? Keep an evidence pack: DPA excerpts, subprocessors, screenshots showing SSO enforced and training OFF, your domain allow‑list, and quarterly control attestation results. Send it with questionnaires to speed reviews.
• How do we restrict use on sensitive sites? If native controls are light, enforce an allow‑list with device/browser policies and disable mobile keyboards. Publish approved domains and a 24‑hour exception process.
• What about Grammarly GDPR and CCPA compliance for legal teams? Look for clear data subject rights, transfer mechanisms (SCCs), and how to submit access/deletion requests. Map this to client obligations and document your steps end to end.

Key Points

• Safe with guardrails: Use Grammarly Business in 2025 for internal and non‑privileged work by enforcing SSO/SAML and SCIM, turning model training OFF at the tenant level, restricting the extension to an approved allow‑list, and treating the vendor as handling confidential data.
• Control the data lifecycle: Nail down DPA terms, residency, and subprocessors; set admin‑controlled retention and purge (including backups); and keep it off privileged or regulated matters unless you have a strict redaction workflow to protect attorney–client privilege.
• Show proof to clients: Centralize audit logs, capture evidence (SSO enforced, training OFF, domain policies), do quarterly attestations, and keep a ready‑to‑send evidence pack for questionnaires and OCG reviews.
• Roll out without drama: Pilot with default‑deny domains, gate new features, and script incident playbooks. LegalSoul helps you set guardrails, prompt redaction, and generate client‑ready reports.

Conclusion

Grammarly Business can be safe for law firms in 2025—if you add the right guardrails. Enforce SSO/SAML and SCIM, turn off model training, set firm‑wide retention and purge, keep the extension to approved domains, and skip privileged or regulated matters unless you use strict redaction.

Keep clean audit logs and a client‑ready evidence pack so you can prove confidentiality, attorney–client privilege protections, and compliance on demand. Want help putting this in place fast? Book a 30‑minute LegalSoul assessment to design your allow/block strategy, retention policy, and rollout plan—and give partners and clients confidence from day one.