Licensed to be used in conjunction with basebox, only.
// privacy
Where is my data?
Your chats live in your browser. Files in app knowledge bases and the processing of your requests by the language model live in your organization's basebox environment. Which environment that is: Which basebox environment am I using?
Where are my chats?
Your chats are stored locally in your browser's database. They are only available in the browser on the device where you had them.
Your organization sets one exception: if an administrator sets Administration → Organization → Audit Log Level to "High" , chats are additionally recorded in the audit log. They then also live on your organization's server.
What this means for deleting and backing up: Chat history & data and Creating a chat backup.
Where are knowledge bases and processing?
Files in app knowledge bases live on your organization's server. The processing of your requests runs there as well. Depending on the environment, that means:
- basebox Cloud
- A separate, isolated environment per organization in the noris network data center in Munich-East, on servers of the hardware partner FAST LTA. basebox runs the AI models itself in this data center. Other organizations have no access to your environment. basebox operates the system.
- basebox Server
- Your organization's server – in your own data center or, with hosting, in the basebox data center. In both cases nobody shares the server with your organization. Whether basebox has access depends on whether your organization has commissioned basebox to operate it; control over that rests with your organization.
- basebox Cloud (transition phase until November 2026)
- For Cloud accounts created before the Cloud start: a shared environment at Hetzner in Nuremberg in which organizations are logically separated from each other. The AI models run at Google Vertex in Frankfurt. basebox moves these accounts into the Cloud. Details: Transition phase.
What leaves – and what does not
In the Cloud (outside the transition phase) and on a Server, your chats and documents do not leave the basebox environment in normal operation. If your organization runs basebox hybrid – basebox in your own network, the AI models from another location –, your requests go to that location.
In the Cloud transition phase this is different: so that the AI can answer, every request you make – including attached document contents – goes to the AI models at Google Vertex in Frankfurt.
Everywhere, there is additionally web search as a deliberate exception. When you switch it on, your search query is sent to an external search provider – without your identity, but with the text of the query. Details under Web search.
Connectors also reach external systems (such as your wiki or ticket system) – with your own credentials and permissions. What is transmitted is described under Connectors.
An app with an external model is something your organization sets up deliberately: an administrator releases it for selected groups, and what you enter in this app goes to the AI model of another provider, such as Google Vertex in Frankfurt. Your administrators know which apps this applies to.
May I enter personal data or patient data?
Your organization decides that, not basebox. Clarify with your organization or your data protection officer which data you may process in basebox.
For Cloud accounts from the transition phase: it is best to process health data and other special categories of personal data under Art. 9 GDPR only after the move into the Cloud.
Background for the review in your organization: GDPR and Audit & logging.
Note
- Your chat history is private and cannot be viewed by other users.
- Your locally stored chats live only in your browser. If your organization sets the Audit Log Level to "High", chats are recorded in the audit log, which your organization's administrators can view.
- On shared devices, sign out and clear your browser data. This also removes the locally stored chats.
Need more detail – for a data protection review, say? The complete picture of data flows, storage, encryption and deletion is under Security & Compliance → Data & architecture.
Next step: Chat history & data · Creating a chat backup
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