Your data, in Europe, for exactly as long as you say
Where it runs, what is kept, what leaves and how to be rid of it. None of the answers below are a policy we intend to write. Each one is a setting, a line of code or a term we can show you.
You set the window, and the window is enforced
Each customer company chooses how long a conversation and everything pulled into it are kept, counted from its last activity. When the window passes, a daily job deletes the conversation, the queries it ran and the rows they returned from the live system. Backups roll off on their own cycle.
Days a conversation is kept
0 days – 365 days
- Conversations
Zero days to a year, set by your company
Your administrators set it on the company's AI settings page, and the change is audited. Fourteen days is only the value it starts at. They can also let people keep chosen chats, and give conversations held inside an outside-access window their own period.
- What goes with them
The tool calls and the rows they returned
A conversation is not only its messages. The queries it ran and the records those queries brought back are deleted with it, because that is where your ledger data actually sits.
- Knowledge
A separate setting, with no expiry unless you set one
Business terms and memories are not conversations; a definition that is still true should not expire because a chat did. Left alone they live until the loop retires them as superseded, denied or stale. Set a number of days and they are deleted on that window too, and you are warned first that still-true terms will go.
Where each part runs
The application, the database, the models, the files and the index all run in Europe. Two services sit apart from that: the portal's mail is delivered through a separate mail service, and this website has its own host.
Application and database
Ireland
The API and the database it writes to run in a cloud region in Ireland. Report snapshots and cached report results are kept there, encrypted, in the database.
The models
The EU
The models run in the EU, at model providers that guarantee zero data retention. Prompts go to their EU endpoints and nowhere else.
Files and exports
European object storage
Uploads, generated CSV, XLSX and PDF files, and the report extracts you schedule are stored in European object storage, reachable only through the portal's own access rules.
The knowledge index
Germany
Approved knowledge entries, and only approved ones, are embedded into a managed vector store in Germany, run by a sub-processor. Nothing pending, denied or superseded is ever indexed.
Your Business Central and Outlook
Where Microsoft hosts your tenant
The platform reads from your own tenant through your own connection when a question, a report or a workflow needs it. There is no standing mirror of your tenant; what a read returned is kept encrypted, for the window your company set.
What actually goes to a model, and what does not
This matters more than where the servers are.
- What is sent
The question, the conversation, and the rows this turn needed
A tool result is part of the next request, so the records a query returned do reach the model. That is what makes the answer real, and it is bounded: a result too large to carry back is reduced to a handful of rows and a note saying so.
- What is not
Your database, and anything the question did not reach for
There is no standing mirror of your Business Central tenant. A chat reads when a question needs it, a report reads again once its data is older than the refresh you set, and only the extracts and snapshots you schedule are stored. All of it goes through your own connection, and nothing is synchronised into a training set.
- Training
Your data does not train a model
The models are hosted, and nothing of yours is used to train or fine-tune one, including conversations, query results and uploaded files.
- At the provider
Zero data retention, guaranteed
We only use model providers that guarantee zero data retention, and only their EU endpoints. Nothing of a prompt is kept on their side once it is answered. The copies we keep ourselves are encrypted and follow your company's retention window.
What a procurement checklist asks
The short answers. The detail is in the sections above and on the Security page.
- Who processes your data
- UNI4C Global Network ApS, Hørsholm, Denmark · VAT Reg. No. DK46131967
- Where it runs
- Application, database, files and index in Europe; models in the EU; mail delivered through a separate mail service
- Model providers
- EU endpoints only
- Model training
- None of your data trains or fine-tunes a model
- At the model provider
- Zero data retention, guaranteed by every model provider we use
- Conversation retention
- 0 to 365 days, set by your company, default 14; tool results are deleted with it
- Access
- Each user's own delegated credentials, with Business Central enforcing the permissions; a shared report may read through its owner's connection, only for the companies the owner named
- Encryption at rest
- AES-256-GCM; tampered data is rejected, not decrypted
- Audit
- An append-only log of every state-changing action
- Privacy policy
- portal.uni4c.com/legal/privacy
Anything this list does not answer, ask us and a person replies within one working day: hello@uni4c.ai
Send this page to your DPO
Then start a trial and see for yourself what a conversation keeps, and for how long.
Questions for us first? Write to hello@uni4c.ai