DeepFile

Positioning the first NDA-certified AI as the go-to choice for privacy-driven industries in Germany

ROLE

Product Design

Intern


Timeline

2 Months


Team

4 Consultants

Platforms

Figma


BACKGROUND

The Why

DeepFile started as an AI-powered document search tool but faced a positioning challenge. Their hybrid mix of a B2C/B2B approach diluted their message, making it hard to stand out in the saturated consumer AI market. Early adopters appreciated the privacy-first offline architecture, but the value wasn’t resonating with security-sensitive industries like law, finance, and healthcare. We needed to realign our strategy, focusing entirely on B2B and emphasizing privacy.

RESEARCH

Competitive Analysis

DeepFile – An offline AI tool that searches and manages documents for privacy-critical industries like law and healthcare, ensuring GDPR compliance and data security.

Duo Mobile – A mobile app providing two-factor authentication, helping organizations secure user logins and protect systems from unauthorized access.

Clay AI – An AI platform for sales and marketing teams that enriches contact data, identifies leads, and automates growth workflows.

M-Files – A document management system that organizes, secures, and automates workflows, improving efficiency across businesses.

In the context of this case study, the market positioning chart is a snapshot of the competitive landscape. It plots companies by portfolio attractiveness and competitive strength, helping stakeholders see which companies are emerging.

RESEARCH

Understanding Users

To guide DeepFile’s B2B pivot, we needed to better understand the day-to-day realities of small companies in privacy-sensitive sectors. Over three weeks, we conducted 4 one-on-one interviews and 1 group workshops with 4 business owners, operations managers, and IT leads from industries including law, real estate, healthcare administration, and boutique financial services.

In total, through these sessions we received a total survey of 8 small business decision-makers.

User Segments Identified

  1. The Compliance Guardian

    • Roles: Compliance officers, legal counsel.

    • Needs: Proof of privacy, audit-ready documentation, NDA protections.

  2. The Efficiency Seeker

    • Roles: Office managers, operations leads.

    • Needs: Faster workflows, intuitive UI, reduced manual search.

  3. The Tech-Constrained Decision Maker

    • Roles: Small business owners, administrators.

    • Needs: Low-maintenance setup, minimal training, budget-conscious solutions.


SYNTHESIS

User Persona

ABOUT

Hanford & Cole LLP handles high-stakes litigation and government contract disputes, managing sensitive client data like trade secrets and settlement agreements. Their siloed storage systems- local drives, network folders, and encrypted USBs- cause search delays, version mix-ups, and compliance risks. While open to AI for document review, they reject tools that send data to third-party servers, needing a centralized, offline, NDA-compliant system for secure search, retrieval, and collaboration.


PAIN POINTS

  • Siloed storage systems slow down legal research and case prep.

  • Cloud-based AI tools are disqualified for client confidentiality reasons.

  • Paralegals and junior associates spend hours locating files.

  • Inconsistent version control leads to mistakes in filings.

SCENARIO

A partner is preparing for a trial and requests every precedent case the firm has handled on a specific intellectual property dispute. In the past, this would involve emailing requests to multiple associates and waiting up to two days. With DeepFile, the firm’s legal database is indexed offline, allowing the search to be run in seconds. The partner receives all relevant documents- organized, verified, and ready for review- within 15 minutes, without any file leaving the firm’s servers.

SYNTHESIS

Problem Statement

Professionals in high-security industries lack an intuitive, offline AI-powered document search tool that guarantees data privacy while delivering rapid, accurate retrieval. Without such a tool, they face inefficiency and compliance risks.

IDEATION

Developing A Solution

To address the UI issues identified, we developed a solution centered on making DeepFile’s interface both visually distinct with its unique capabilities. The previous design too closely mirrored generic AI chatbots like ChatGPT and DeepSeek, which diluted brand identity and failed to convey DeepFile’s specialized feature set. Our redesign introduced a modular dashboard layout that surfaces core capabilities- Secure GenAI, Smart Search, Folder Connection, and Multi-Lingual Processing- front and center. We restructured the navigation to prioritize document search as the default entry point, paired with guided prompts and subtle onboarding nudges to encourage feature discovery. Additional enhancements included context-aware tooltips, a more professional B2B visual language with trust-oriented colors, and a custom iconography set that reinforces DeepFile’s brand differentiation.


IDEATION

Low-Fidelity Storyboard

Unlike a typical ground-up design, this project was a redesign of an existing product, which meant the focus wasn’t on building full low-fidelity wireframes but on creating a functional prototype to demonstrate how the app could evolve. Instead of detailing every screen in grayscale, I prioritized a scenario-based mockup that showed the founders exactly how DeepFile could operate in a collaborative environment such as secure upload workflows, as well as a more intuitive document intelligence hub.


IDEATION

Design System

IDEATION

Inspiration

We drew heavily from Duo Mobile’s B2B strategy, which excels at blending technical credibility with user-friendly communication. Duo breaks down complex concepts like 2FA, builds trust through detailed testimonials paired with well-known brand logos, and positions itself as a partner that adapts to client needs.

For DeepFile, we applied these tactics by creating a testimonial spotlight from a law firm partner to highlight trust and real-world results, adding a clear “How It Works” section that simplifies technical processes with icons and plain language, and shifting our messaging to focus on adaptability to unique workflows and compliance needs.

ITERATION

Testing

As consultants working directly with the DeepFile startup team, our role was to deliver strategic design concepts rather than execute full testing cycles. Given the project’s short timeline, feedback was gathered primarily through direct presentations to the founders, with minimal hands-on user testing. The startup plans to conduct more comprehensive testing and user feedback sessions in future development phases beyond the scope of our engagement.


ITERATION

Changes

The notes below reflect observations on the current website’s primarily B2C design and key considerations that informed the high-fidelity redesign.

FINAL PRODUCT

High Fidelity

Features

Why DeepFile?

Solutions

Industries

Pricing

Protect your company and power your team with secure, locally stored AI. DeepFile runs entirely on your device- no data transmission, no encryption needed. It works offline or in read-only sync with your network or cloud, ensuring your data never leaves your device.

Where smart meets secure

We adapt to your team

How does DeepFile work?

Lease

agreement

Sync Folders

At DeepFile, we know there’s no one-size-fits-all solution for data security. Every organization has unique workflows, compliance needs, and levels of data sensitivity. Whether you’re safeguarding confidential files, navigating strict regulatory standards, or simply looking to bring AI into your operations without compromising privacy- we’re here to help. From offline processing to secure cloud integrations, DeepFile gives you full control with zero data exposure. Whatever your file flow, DeepFile has you covered.

DeepFile operates as a secure, on-device GenAI assistant designed for enterprise-grade document intelligence. Once installed, it performs local indexing of your selected image and document directories, parsing and vectorizing content to build a high-performance, queryable knowledge base. This enables semantic search and context-aware Q&A over both structured and unstructured data- without transmitting any files off-device.


You define the scope: connect private folders, shared drives, or mounted volumes. DeepFile respects your access hierarchy, offering full administrator control over indexing policies, inclusion/exclusion rules, and content visibility. For networked environments, DeepFile supports read-only sync with internal servers and cloud drives (e.g., Google Drive, SharePoint, OneDrive), ensuring the integrity of your data while keeping it local to your machine.


Unlike cloud-based AI tools, DeepFile adheres to strict data sovereignty principles. All processing- from tokenization to embedding generation to LLM querying- occurs on your hardware. No document content is ever transmitted, logged externally, or used for model training. This makes DeepFile compliant-ready for regulated industries requiring full data residency.

Use DeepFile to analyze contracts, client data, and property documents with AI- all processed locally. Sensitive financial and personal information stays secure and never leaves your device.

Automate claims and risk analysis with on-device AI. DeepFile keeps customer data compliant and confidential.

A plethora of industries

Process classified documents and intelligence securely on-device. DeepFile meets strict government security standards without cloud reliance.

It’s time to level up your workplace. Try DeepFile Now.

Insurance

Legal

Healthcare

Government

Real Estate

Education

Find out how DeepFile can be applied to your industry, as well as how it has changed the landscape of many others.

“As a law firm handling highly sensitive client data, we needed an AI solution that respected confidentiality. DeepFile delivered exactly that- fast, powerful document analysis with zero data leaving our devices. It’s become an essential tool in our practice.”

... And many more! DeepFile is not just limited to these industries and our team is ready to meet your teams needs.

DeepFile processes medical data locally, ensuring HIPAA compliance and full patient privacy. AI-powered insights never leave your device.

Analyze academic data and research locally to meet FERPA standards. DeepFile secures student and institutional data at every step.

Analyze contracts and legal documents with AI while keeping all data on-premises. DeepFile protects confidentiality and attorney-client privilege.

MacOs Early Access

Contact Sales

— Jane Doe, Managing Partner at Mitchell & Rowe LLP

See Our Demo

Contact Sales

MacOs Early Access

LOOKING FORWARD

Future Tasks

Test Design Messaging Across B2B Channels
Run targeted campaigns showcasing new design elements- such as the streamlined upload flow and collaborative workspace- to see which visuals and UI narratives resonate most with business users.

Gather Design-Centric Feedback from Pilot Users
Invite a select group of businesses to use the redesigned interface, collecting feedback on layout clarity, feature discoverability, and visual hierarchy in real-world workflows.

Iterate on Website and UI Based on User Testing
Use pilot insights to fine-tune navigation patterns, optimize key interaction points, and enhance visual cues that guide users toward core features.


LOOKING FORWARD

Reflection

Interning in Berlin was honestly one of the most eye-opening experiences I’ve ever had. Being in a whole new country, surrounded by a completely different startup culture, pushed me to see design and AI in a totally new light. The energy in Berlin’s startup scene felt raw and fast-moving- everyone wore multiple hats, and design allowed me to build something that truly drove other businesses forward. I learned how much AI can transform workflows when it’s built thoughtfully, especially for industries where privacy is prioritized. More than anything, it taught me to be adaptable, to listen, and to approach problems with a mix of creativity and practicality. It changed the way I think about my work and the kind of designer I want to be!