Security & data
Read-only, hosted in the EU, sources on every answer.
We build on the most sensitive tables a company has. We designed for that from the first project. Nothing is written back, the platform runs in the European Union, each customer has its own environment, and every answer shows where it came from.
Where it runs
Your platform runs in Falkenstein. Its backups are kept in Helsinki.
Both are Hetzner data centres in the European Union, certified to ISO 27001. Only the assistants reach outside the EU. They use Anthropic’s models, which run in the US.
Falkenstein, Germany
Your platform runs here, in a Hetzner data centre. We patch and maintain it, and only the two of us can access it, with personal SSH keys.
50.48° N · 12.37° EHelsinki, Finland
Backups go here, encrypted before they leave Falkenstein. With 1,330 km between them, a fire or a flood in one cannot reach the other. Every month we restore one as a test.
60.17° N · 24.94° EAn environment of your own
Your platform has its own application container, its own database and its own credentials. No table is shared with another customer.
One server in Falkenstein
YoursOther customersApplicationDatabaseCredentialsNothing is shared between customers
Read-only
We ask for read access, and your IT team sees exactly what it is for.
No connection we build requests a write permission, and no code in a Kovicta platform issues one. Your systems cannot be changed from the platform, by us or by anyone who got into it. Before we make a connection, we write down what we read, which page needs it and what your IT team sets up.
- The least access the pages need, table by table
- Credentials only on our servers, and each customer’s environment holds only its own
- Your IT team sets it up, with a read-only login or app, or our IP address in the firewall
Connection scopeTarlen B.V.approved by Tarlen IT · 3 Jun 2026SQL ServerSales database
Read-only login| What we read | Fields | Needed for |
|---|---|---|
| Orders | Order number, customer, date, status | Overview, Sales |
| Order lines | Item, quantity, price, cost price | Margin, Sales |
| Items | Item code, description, product group | Margin, Stock |
| Stock | Item, location, on hand, reorder point | Stock |
The database’s other 208 tables: no access
What your IT sets up
- 1
A login that can read these four tables and nothing else
- 2
Our IP address allowed through the firewall, to the database port only
HubSpotCRM
Read permissions only| What we read | Fields | Needed for |
|---|---|---|
| Deals | Amount, stage, close date, owner | Pipeline review |
| Companies | Name, VAT number, debtor number | Matching to Exact Online |
| Owners | Name, email | Roles: own customers |
Contacts, emails, notes and tickets: no access
What your IT sets up
- 1
A private app that can read deals, companies and owners, and nothing else
- 2
Its access token, handed to us and kept in Tarlen’s environment only
DocumentsSharePoint
Read on one site| What we read | Fields | Needed for |
|---|---|---|
| Price lists | PDF, the current version of each | Finance assistant |
| Manuals | PDF, 412 files | Service assistant |
Mail, Teams and every other site: no access
What your IT sets up
- 1
Our app, approved for selected sites only
- 2
Read access to this one site
Tarlen and its systems are made up. Every connection we build is scoped like this.
Controls
The list your IT team will ask for.
This is the short version. We are happy to walk your IT team through the detail.
- Hosting
- Hetzner in Falkenstein, Germany, in ISO 27001-certified data centres
- Encryption in transit
- TLS 1.2 or higher on every connection to the platform
- Access to production
- Only the two of us, with personal SSH keys
- Sign-in
- With your Microsoft or Google work account, and access ends when the account does
- Access control
- Roles you define, per page, per entity and per row, enforced in the query. A row someone may not see never reaches their browser
- Page-view log
- If you want it, we log who opened which page and when, for you to export
- Backups
- Continuous, encrypted before they leave the server, kept in Helsinki, tested by restore every month
- Your data
- Source rows kept for the window you choose · everything exportable in plain files · deleted within 30 days if you leave, backups included
- Vulnerability management
- Dependencies scanned daily
- Incident response
- Customer notified within 24 hours of a confirmed incident affecting their data
- Model inference
- Anthropic through its business API, in the US, under its data processing agreement and the EU’s standard contractual clauses · no training on your data · each assistant can be switched off
- Availability
- Monitored around the clock, and scheduled reports have a documented fallback path
The AI model in detail
Anthropic’s models, on your data, never trained on it.
Assistants answer from your data and documents and cite the source every time, with the referenced passage highlighted in the original. We use Anthropic’s models for their data-privacy posture, through Anthropic’s business API. That falls under a business contract with a data processing agreement, not under the consumer terms of a plan such as Pro or Max. Anthropic runs the models in the US, so when someone asks an assistant a question, the question and the data needed to answer it are processed there. If your policy requires everything to stay in the EU, a self-hosted model is possible, at a significantly higher cost.
- Run by Anthropic in the US, under its data processing agreement and the EU’s standard contractual clauses
- Your data and documents are never used for training
- Every answer is logged together with the sources it was built from
- Dashboards and reports do not use the model. Switch an assistant off and they keep working
Documents
What your compliance team gets with the contract.
Ask for them in the discovery call, or write to security@kovicta.com
- Included with every contract
Data processing agreement
Our standard DPA under the GDPR.
- With the DPA · changes announced in advance
Subprocessor list
Hosting, email delivery and model inference, each with the country where it processes your data.
Bring your IT team to the call.
We would rather answer the hard questions in the first conversation than in the sixth.
- Read-only, EU-hosted, one environment per customer
- Our DPA with every contract
- A page-view log, if you want one