Data security / Compliance

Data Security and Compliance

How the protection works in practice: your files stay in your office, RODO/GDPR, EU residency, encryption, the audit log, no training on your data, and leaving.

Arrange a call Your office only

01 · Your office only

Your office only: one server, one office

Each office gets its own installation: one server in the office, with its own database, its own index and its own audit log. Data from different offices is never combined. Case-level access rights, so that some staff see only some cases, can be added later for offices that need them.

  • One server in your office, for your office only
  • Separate local store and index per client
  • No shared central case database
  • Local audit trail for reads, queries, and generated outputs
  • Case-level access rights available as a later option
One office, one server: diagram

02 · RODO / GDPR

RODO / GDPR: by design, not bolted on

Data protection is built into how the system is set up, before it is described on paper. The first deployment pack includes a DPIA worksheet, a data-processing agreement and a sub-processor list. Case records stay on the server in your office.

  • DPIA worksheet · prepared for bailiff-office workflows
  • Data Processing Agreement · PL & EN
  • Right-to-erasure procedure · file and case level
  • Sub-processor list · short, current, EU-only
  • EU-EU processing path
DPIA cover page · PL

03 · EU residency

EU residency: files in your office, processing where you choose

Case files, the index and the audit log sit on hardware inside your office. Answers are produced either on that server or on our own bare-metal server at Hetzner in Germany, depending on what the office needs. Both stay under EU law.

  • Files, index and audit log: the server in your office
  • Processing, option 1: the server in your office
  • Processing, option 2: our own bare-metal server · Hetzner Online GmbH · Germany
  • Backups: EU only, encrypted, on the server in your office
map · EU residency · DE

04 · CLOUD Act

CLOUD Act: out of scope, structurally

No US provider sits anywhere in the stack, not just for client data, but across the whole product and engineering supply chain. Bare metal, inference, billing, operations tooling, internal SaaS tools: every layer runs on an EU vendor. We are happy to walk through the supply chain on the call.

supply-chain diagram

05 · Encryption

Encryption: quantum-resistant, at rest and in transit

  • Quantum-resistant (post-quantum) encryption for data at rest and in transit
  • Encrypted disks on the server in your office
  • TLS / NetBird-protected path to our processing server in Germany, where used
  • Key handling and restore runbook included in the deployment pack
key-flow diagram

06 · Audit trail

Audit: every query and generated output stays reviewable

The server in your office records who did what, in which case, where the answer was produced, and when an answer was generated. The content of questions and answers is not written to the log; it exists for accountability, troubleshooting and review by your data protection officer.

audit event matrix

07 · No training

No training on your data: architectural, not just contractual

The system only answers questions; it never learns from them, on the server in your office or on our server in Germany. The model is fixed for each release and cannot be changed by use. Nothing exists on either server that could train on your data. The contract says so; the way the system is built makes it true.

inference vs. training · diagram

08 · Exit clause

Exit: clean offboarding, certified wipe

If you cancel, your office exports what it must keep: audit log copies, generated reports, summaries and configuration. We collect the server and erase it, and confirm the erasure with a certificate. Because we never hold your case data centrally, there is nothing else to delete.

offboarding runbook

Compliance evidence / Audit log

A DPO can read this. So can an inspector.

Every search, every change of permissions, every answer from our server in Germany: recorded on the server in your office, signed and exportable. Below: a realistic excerpt from a typical office day.

/var/log/lexindex/audit.signed.log
2026-04-22T09:14:03+02:00  user=jkowalski   action=query      case=KM/2024/0123   scope=local-only           bytes_out=0
2026-04-22T09:14:18+02:00  user=jkowalski   action=summarize  case=KM/2024/0123   scope=eu-gpu               tokens_out=412  tokens_in=298
2026-04-22T09:14:18+02:00  system          action=transit    peer=eu-gpu-01      tls=1.3  sni=gpu.lexindex.eu
2026-04-22T09:14:21+02:00  system          action=receive    bytes_in=2104      persisted_remote=false
2026-04-22T09:18:44+02:00  user=anowak      action=qa         case=KM/2023/0871   scope=local-only           bytes_out=0
2026-04-22T11:02:09+02:00  admin=mwitkowski  action=role.set   target=anowak       role=komornik-asystent
2026-04-22T17:30:00+02:00  system          action=log.sign   range=09:14..17:30   sig=ed25519:7f3a...b2c0
Storage
On the server in your office. Entries can only be added, never edited. Backups are encrypted before they leave the office.
Retention
You set it. The deployment starts with a conservative retention policy and can be adjusted with your DPO.
Export
CSV · JSON · signed PDF. For your DPO, your KRK inspection, or your own quarterly review.