Your data and the assistant

What is stored

Your system stores your documents and all their revisions, the folders, the people who use the dashboard and their roles, the vessels and ship PCs, the chats in the dashboard and the audit log. All of it stays in your own system.

On a ship PC, the current documents are stored locally so it can be read without internet. When the PC is disconnected by the office or the app is uninstalled, it is removed.

The assistant answers only from your documents

• The assistant has no internet access. It can only search and read the documents in your system.
• Every answer must name its sources. An answer without a valid source from your documents is rejected and not shown.
• If your documents don’t contain the answer, the assistant says so instead of guessing.
• On a ship PC, it only uses the documents that ship receives.

What the AI service receives

To answer questions and to search by meaning, the system uses an AI service:

• the question, together with the passages of your documents that are relevant to it,
• the text of your documents, once when they are added, so that searching by meaning works.

The AI service is used through its business interface and is listed as a sub-processor in our data processing agreement.

Bring your own AI model

On request, the assistant can use your own AI provider or account. It needs a chat model that supports tool calling and an embedding model. Answer quality depends on the model, so we can’t guarantee it for every model. Contact us to discuss it.

Chats

• In the dashboard, chats are saved per person, and each person can delete them.
• On ship PCs, chats are not saved.
• Every question is recorded in the audit log.

When the contract ends

Your whole system is deleted – the server, the database, the stored files and the backups. On request, you get an export of your documents first. The ship PCs can no longer connect afterwards.

Data protection

A data processing agreement (AVV / DPA) according to the GDPR and our technical and organisational measures (TOMs) are available on request.