Licensed to be used in conjunction with basebox, only.
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Policies
Overview
Organisation-wide rules that basebox enforces or displays: retention and detail level of the audit log, the notice in the chat, web search approval, connectors, write permissions, limits, system prompt. This page is the map: what exists, where it is set and what it does technically – so you can translate data protection and compliance requirements into concrete settings.
What it is for
Data protection officers ask "What do you record, for how long, and who sees it?". IT security asks "What may go outside?". Management asks "What does it cost?". Each of these questions has one or two settings in basebox as its answer.
The policies at a glance
| Policy | What it does | Where | Enforced or displayed |
|---|---|---|---|
| Audit retention | How long audit entries are kept | Administration → Organization, audit log section | No effect yet – the slider exists, but entries are not yet deleted |
| Audit detail level | Whether only questions or also answers are recorded | Audit log settings | Enforced |
| Notice in the chat | As soon as conversation content is recorded, all users see a clear notice | Automatic, follows the detail level | Displayed – cannot be switched off |
| Web search for the installation | Whether web search is available at all | Administration → Connectors | Enforced |
| Web search per app | In which apps users can switch it on | App settings | Enforced |
| Consent before the first search | "Enable web search" dialog with warning | Automatic | Displayed – cannot be switched off |
| Connectors | Which external systems are reachable | Administration → Connectors + per app | Enforced (egress allowlist at the MCP gateway) |
| Write tools | Whether a connector may change things in systems | Per app, off by default | Enforced |
| Limits | Upload sizes, file count, usage limit | Settings | Enforced |
| System prompt | Style, language, behaviour rules for all chats | System prompt | Behavioural instruction to the model – not a technical block |
| App sharing | New apps are private; sharing with groups or organisation | App sharing | Enforced |
| Roles | Administrator vs. user | Users | Enforced |
Recording and retention
By default the audit log records security-relevant actions: logins, changes to users, groups, messages of the day, apps, exports – each with timestamp, user, result, resource and client address. For web search calls, organisation, user, tool, provider, result and timestamp are recorded, not the text of the query.
Two settings go beyond this:
- Detail level: you can specify that questions or questions and answers are recorded in addition. As soon as this is active, all users see a clear notice in the chat – transparency cannot be switched off here.
- Retention period: how long entries are meant to be kept. The slider exists but currently has no effect – entries are kept without limit until the feature is implemented. Take this into account before setting the detail level to "High".
What users can do themselves – rename, delete, back up chats – is under Chat history & data.
What may go outside
In Cloud and Server, content does not leave the basebox environment in normal operation; in the Demo every model request goes to Google Vertex AI (Model providers). You control two deliberate exceptions:
- Web search – queries go to the configured search provider (without user identity). Three switches: for the installation, per app, per chat by the user; plus the consent prompt. Recommendation: a dedicated app whose only connector is web search – see Introduction to web search security.
- Connectors – access your own systems with the respective person's credentials; the MCP gateway lets through only the declared hosts. See Connector permissions.
On basebox Server the infrastructure comes on top: firewall, egress, optionally air-gapped operation – the Platform Operator's job, see Air-gapped environments.
Behaviour rules for the assistant
The system prompt applies to all chats of the organisation – style, language, blocked topics. It is followed very reliably, but it is an instruction to the language model, not a technical block. What has to be enforced you control via the sharing of apps and connectors. Users complement it with their personal personalisation; both apply together.
Step by step: implementing a requirement
Example "No patient data in external services":
- Web search off for the installation – or only in a dedicated app for a trained group.
- Enable connectors only for internal systems; leave write tools off.
- State in the system prompt that no personal data belongs in web searches – as an additional layer.
- Communicate the usage rule (message of the day, welcome message).
- Check the audit log regularly for web search calls.
Notes
Note
- Defaults are restrictive: web search off, new apps private, write tools off, connectors only with personal credentials.
- Every change to these settings is itself in the audit log.
- How to assess the settings in the context of Cloud or Server – controller/processor, storage locations, deletion – is under Security & Compliance.
Frequently asked questions
Can I hide the notice in the chat when recording is enabled? No. It is part of the transparency commitment towards users.
Are chats recorded by default? By default the audit log records actions, not conversation content. Content only if you set the detail level accordingly.
Can I block topics technically? Only indirectly – via the system prompt (behavioural instruction) and via sharing (which apps, connectors and knowledge bases exist). basebox deliberately does not offer content filtering as a security guarantee.
Who may change policies? Administrators only.
Need help? Contact support