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Security and compliance

How we protect your data.

A management system needs traceability, access control and evidence of every change. The platform is built on the same principles. This page lists what is in place — nothing more.

Hosting in the EU

  • The application and its PostgreSQL database run in a data center in Frankfurt (Germany).
  • Uploaded files and exports are stored in Cloudflare R2 under EU jurisdiction.
  • Your data is stored exclusively in the EU. If your organization switches on the optional AI module, the texts sent to the assistant are processed by an AI provider in the USA — this is disclosed before the module is enabled.

Encryption in transit

  • The platform is served over HTTPS only; a session cannot be established without it.
  • The session is kept in an HttpOnly cookie that scripts on the page cannot read.
  • A Content Security Policy only allows scripts that the server itself has marked.

Nightly encrypted backups

  • Every night the database is exported, compressed and encrypted (AES-256-GCM) into a separate storage bucket in the EU.
  • Uploaded files are copied incrementally to the backup bucket; deletions are never propagated, so a deleted document can be restored.
  • Backups run with a separate access key that the application does not have — a compromised application cannot delete them.
  • Retention: 7 daily, 4 weekly and 12 monthly copies.

Restore that is tested

  • A restore drill runs automatically twice a year: the latest archive is decrypted, restored into a temporary database and checked.
  • Encrypted archives are authenticated: a changed byte is detected and the restore stops instead of restoring damaged data.
  • Targets: at most 24 hours of data loss (RPO) and database restore in under one hour (RTO).

Audit trail

  • Changes are recorded in the activity log, which is kept for 5 years as a quality record for audits.
  • The history of a document can be exported to PDF in one click.
  • Switching the AI module on or off is recorded with who, when and why.

Roles and access

  • Access profiles per module — no access, read or edit — plus special actions; anything not granted is denied.
  • Permissions are checked on the server for every request; a deactivated user loses access immediately.
  • Organizations are separated in the database with row-level security on every table that holds organization data.

Two-factor login

  • Login with a second factor from an authenticator app (TOTP), with backup codes.
  • The organization decides for which roles two-factor login is mandatory.

GDPR

For the data your organization enters into the platform, your organization is the controller and the provider acts as processor (Art. 28 GDPR). The provider is the controller for user account data.

Provider

Podjetniško in poslovno svetovanje, Neja Bonbek Natek, s.p., Tinjan 33, 6281 Škofije, Slovenia

Sub-processors (by category)

Hosting of the application and databaseEU, Germany
Storage of uploaded files and exportsEU
E-mail delivery (notifications, campaigns)EU
Development infrastructure and nightly encrypted backupsUSA/EU
AI provider — only with the AI module switched onUSA

Organization administrators receive the named list of sub-processors in the security report in the application.

Retention

After the contract ends90 days (export or earlier deletion on request)
Login log12 months
Activity log (audit trail)5 years
Backups7 daily, 4 weekly, 12 monthly — the oldest up to 12 months

You can export your data at any time in standard formats (PDF, Excel, ZIP).

Details in the privacy policy.

Questions from your IT department or data protection officer? Write to info@kvaltix.com.

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