Since OpenAI’s release of ChatGPT, generative AI has received significant attention across various domains. These AI-based chat systems have the potential to enhance the productivity of knowledge workers in diverse tasks. However, the use of free public services poses a risk of data leakage, as service providers may exploit user input for additional training and optimization without clear boundaries. Even subscription-based alternatives sometimes lack transparency in handling user data. To address these concerns and enable Fraunhofer staff to leverage this technology while ensuring confidentiality, we have designed and developed a customized chat AI called FhGenie (genie being a reference to a helpful spirit). Within few days of its release, thousands of Fraunhofer employees started using this service. As pioneers in implementing such a system, many other organizations have followed suit. Our solution builds upon commercial large language models (LLMs), which we have carefully integrated into our system to meet our specific requirements and compliance constraints, including confidentiality and GDPR. In this paper, we share detailed insights into the architectural considerations, design, implementation, and subsequent updates of FhGenie. Additionally, we discuss challenges, observations, and the core lessons learned from its productive usage.