1. Scope and General Privacy Policy
This privacy policy provides information about the processing of personal data when using our Alcilla software, including Alcilla.Desk, Alcilla.Hub, Alcilla.Nexus and Alcilla.Station.
Alcilla is modular software designed to support workflows, communication, knowledge management and AI-powered features. The personal data processed depends on the selected deployment model, the enabled features and the systems connected by the user or the organisation using the software.
This privacy policy supplements our general privacy policy. The provisions set out in that policy additionally apply to the processing of personal data by Alaska.Labs in connection with contact enquiries, the conclusion of contracts, licensing, payment processing and other business relationships.
General privacy policy: alaskalabs.de/datenschutz
This privacy policy is intended to inform you about the nature, scope and purposes of the processing of personal data (also referred to below simply as “data”). Personal data means any information relating to you as an individual, such as your name, address, email address or usage behaviour. This privacy policy applies to all data processing activities carried out by us, both as part of our core business activities and in relation to the online media we provide.
2. Controller and Data Protection Responsibilities
The controller responsible for data processing is:
Alaska.Labs GmbH
Am Ende 14, 01277 Dresden
Germany
+49 (0) 351 / 20 85 84 57
Note
Alaska.Labs is the controller, to the relevant extent, for personal data that it processes in the course of its own business relationships, customer support and the provision of its own services.
Responsibility for work-related content processed within Alcilla generally remains with the individual user or the organisation using Alcilla that determines the purposes and means of processing.
When Alcilla is operated locally or on customer-owned infrastructure, Alaska.Labs does not normally have access to this work-related content, nor is it transmitted to Alaska.Labs.
Exceptions apply where Alcilla.Station has been expressly configured for use or where a user actively submits a support request. As part of a support request, diagnostic data and content data required for error analysis may be transmitted to Alaska.Labs.
Independently of this, Alaska.Labs processes the customer, account and licence data necessary for contract and licence management on its own servers. Details can be found in our general privacy policy.
3. Deployment Models and Storage Locations
Alcilla.Desk – Local Operation
When Alcilla.Desk is used locally, personal work-related content is generally processed and stored on the user’s computer.
In particular, this includes emails, calendar data, tasks, notes, chat histories, documents and local knowledge repositories, as well as content generated by enabled AI and note-taking features.
Alcilla does not transmit product telemetry or work-related content to Alaska.Labs. External connections are established only as part of the configured features and connected services.
Alcilla.Hub – Centralised Operation Within Customer Infrastructure
Alcilla.Hub enables selected work-related content to be shared within an organisation.
Personal work-related content generally remains on the respective workstations. Shared knowledge repositories, shared Kanban boards and collaborative editor content may be stored and processed on the central Hub instance.
The Hub instance is operated within infrastructure controlled by the customer. Permissions are managed through the configured user and access rights management system.
This content is not automatically transmitted to Alaska.Labs.
Alcilla.Nexus – Customer-Owned AI Infrastructure
Alcilla.Nexus enables AI models to be connected and used on the customer’s own servers.
Content submitted to these models is processed within the infrastructure operated by the customer. This content is not transmitted to Alaska.Labs.
Alcilla.Station – Optional External Service
When Alcilla.Station is expressly configured, only the data necessary for the particular requested function is transmitted to the infrastructure operated by Alaska.Labs in Germany and processed there for the specified purpose.
Further details are provided in Section 8.
4. Categories of Data Processed
Depending on the enabled features, Alcilla may process the following categories of personal data in particular:
- Identity and contact data: Names, email addresses, telephone numbers, company affiliations and other contact details.
- Email data: Senders, recipients, subject lines, message content, attachments, folder assignments and message metadata.
- Calendar data: Appointments, titles, descriptions, start and end times, locations, participants, invitations and reminders.
- Task and project data: Task descriptions, responsibilities, deadlines, comments, Kanban cards, project assignments and progress statuses.
- Document and content data: Texts, files, notes, document content, metadata and search indexes generated from this information.
- Communication and meeting data: Audio recordings, transcripts, meeting minutes, identified tasks and other meeting content.
- AI processing data: User inputs, prompts, selected contextual information, search queries and the responses or suggestions generated from them.
- Authentication and authorisation data: Account identifiers, technical credentials, access tokens, and role and group assignments, insofar as these are required for the connected services.
Processing is limited to the data made accessible through the features actually configured and needed to perform those features.
Data subjects: Users of Alcilla and individuals whose data is contained in connected emails, calendars, tasks, documents and other work-related content.
5. Purposes of Processing
Alcilla processes personal data to provide the features selected by the user or customer.
These include, among other things, displaying and editing emails and calendar appointments, managing tasks and projects, searching documents and knowledge repositories, and supporting workflows.
Depending on the configuration, AI-powered features may also be used for summarisation, structuring, classification, translation, research, content extraction or generating suggestions.
This processing takes place to provide the requested features. It does not constitute analysis of work-related content by Alaska.Labs for its own business purposes.
No Use for Internal Analytics or AI Training
Alaska.Labs does not use work-related content processed by Alcilla for its own product analytics, advertising purposes, the creation of user profiles, or the training or improvement of AI models.
Work-related content is not transmitted to Alaska.Labs for these purposes.
6. Connection to External Services and Systems
Alcilla enables connections to existing services and IT systems. These include, in particular, email servers, calendar and task servers, file storage systems, project management systems, time-tracking services, identity providers and AI model endpoints.
Depending on the service, connections may be established via IMAP, SMTP, CalDAV, ICS, OAuth 2.0, OpenID Connect or other supported interfaces.
Access and Permissions
A connection to an external service is established only within the scope of the configured features. The access permissions required for those features must be granted.
Where a service supports OAuth 2.0, authorisation may take place through its sign-in and consent process. Permissions granted in this way allow Alcilla to access the data and functions authorised by the user.
Required credentials and access tokens are managed in the designated protected secrets storage area of the Alcilla environment.
Data Transmission
Communication takes place directly between the configured Alcilla environment and the respective connected service. The information necessary for the requested function is transmitted in the process.
The work-related content processed in this way is not additionally transmitted to Alaska.Labs unless Alcilla.Station has been expressly configured for the relevant processing or the user has submitted content to support.
Data processing by connected third-party providers is subject to their respective privacy policies and contractual terms.
Legal Basis and Responsibility
The individual or organisation acting as controller for the connected work-related content determines the legal basis for processing that content in accordance with the respective purpose of processing.
Using an interface or granting technical access permission does not replace any legal basis required under data protection law.
7. Google Services
Alcilla allows users to connect their Google account voluntarily in order to manage emails and calendars within the application. Access is granted only following the user’s explicit authorisation through Google’s OAuth 2.0 process. The permissions granted are used solely to provide the features described below.
Gmail
Alcilla is an email client that allows users to manage their own Gmail mailbox within the application. The connection to Gmail is established exclusively through the standardised IMAP and SMTP protocols using OAuth 2.0 with the XOAUTH2 authentication mechanism. The Gmail REST API is not used for this purpose.
Once access has been authorised, Alcilla can retrieve, display, search and process emails and their attachments, and compose and send new messages and replies via SMTP.
Supported features also include saving and managing drafts and scheduled messages in the Drafts folder; marking messages as read or unread, important or starred; moving and archiving messages; deleting emails; and creating, renaming and removing labels.
Messages classified as spam by the user or by an enabled spam detection feature may be moved to the Spam folder.
Alcilla may also provide AI-powered features enabled by the user. In particular, these include spam detection, identifying and extracting tasks and appointments from emails, and translating messages. Processing takes place solely to provide these user-visible features.
For these purposes, the data processed may include senders, recipients, subject lines, message bodies, attachments, labels, message statuses and other email metadata. Changes made in Alcilla may be synchronised with the Gmail mailbox and take effect there.
Permission used:
https://mail.google.com/
This permission is required to access Gmail via IMAP and SMTP with XOAUTH2. Google supports full Gmail access through this permission for these protocols. More restrictive scopes, such as gmail.readonly, gmail.modify or gmail.send, are intended for the Gmail REST API and cannot be used to authenticate the IMAP and SMTP connections employed here.
Technically, this permission enables extensive access to the connected Gmail mailbox, including reading, composing, sending, organising and permanently deleting messages. Alcilla uses this access solely to provide the email features described above.
When operated locally, email data and OAuth access tokens are stored exclusively on the user’s device. Access tokens are kept in encrypted local storage. Email content is transmitted to external services only in connection with features enabled by the user, as described under “Data Processing and Transmission”.
Google Calendar
Alcilla allows users to view their Google calendars and manage their own appointments. The connection to Google Calendar is established exclusively through Google’s CalDAV interface using OAuth 2.0.
Once access has been authorised, Alcilla can identify the available Google calendars associated with the connected account, retrieve and display calendar entries, and create, edit or delete appointments at the user’s request. This also includes managing participants and reminders, and accepting or declining meeting invitations received by email.
Users may also transfer appointments from their Google Calendar to time-tracking entries in a time-tracking service they have connected themselves.
The data processed may include calendar identifiers, calendar names, event titles, descriptions, start and end times, time zones, participants, invitation statuses, locations, reminders and other information required to manage appointments. Changes made by users in Alcilla may be synchronised with the connected Google Calendar and take effect there.
Permission used:
https://www.googleapis.com/auth/calendar
This permission is required to access the user’s calendars through the CalDAV interface, identify available calendars, and read and manage calendar entries. The more restrictive scopes calendar.events and calendar.readonly are not sufficient for the described functionality, including calendar discovery via CalDAV.
Technically, this permission enables comprehensive access to calendars for which the connected Google account has the appropriate rights. In principle, this may also include sharing calendars and permanently deleting entire calendars. Alcilla uses this access solely for the calendar features described above. Alcilla is not designed to manage calendar sharing independently or to delete entire calendars.
When operated locally, calendar data and OAuth access tokens are stored exclusively on the user’s device. Access tokens are kept in encrypted local storage. Calendar content is transmitted to external services only in connection with features enabled by the user, as described below.
Data Processing and Transmission
Alcilla uses data received from Google exclusively to provide the calendar and email features selected by the user.
When operated locally, emails, calendar data and, where applicable, attachments are synchronised and cached on the user’s device. This information may be indexed locally for search purposes. The resulting search indexes may also contain information derived from Google user data.
Communication with Gmail and Google Calendar takes place directly between Alcilla.Desk on the user’s device and the respective Google services. Google user data is not routed through Alaska.Labs servers. This data is not routinely transmitted to or centrally stored on Alaska.Labs servers.
Processing by AI Features
When enabled AI-powered features are used, the email and calendar content required for the respective feature may be transmitted to the language model server configured by the user.
This is either a server operated by the user or customer themselves, or Alcilla.Station, which is operated by Alaska.Labs in Germany.
The transmitted content is processed exclusively to perform the relevant AI feature and generate the requested result. When Alcilla.Station is used, this processing is temporary; the transmitted email and calendar content is neither permanently stored nor logged there.
The AI features may be used, in particular, for spam detection, extracting tasks and appointments, and translating emails. The transmitted data is not used to train or improve general-purpose AI models.
Further details on processing by Alcilla.Station are provided in Section 8.
Transmission to Connected Services
Where users connect additional services to Alcilla themselves, particularly time-tracking services, individual items of calendar information may be transmitted to these services at the user’s request. Such transmission takes place solely to perform the selected function.
Support Requests
Google user data is not automatically transmitted as part of support requests. Such data may be transmitted to Alaska.Labs only if users provide it themselves in a support request they actively submit. Further information is provided in Section 9.
No Use for Other Purposes and Limited Use
Google user data is processed solely to provide Alcilla features that are visible to and selected by the user.
Google user data is not used for personalised advertising, commercial user profiles, sale to advertising networks or data brokers, or creditworthiness assessments.
Google user data is not used to train, develop or improve general-purpose AI or machine-learning models that are not specific to the user. This also applies to information derived from this data, including locally generated search indexes.
Data is not shared with third parties for advertising or commercial trading purposes. Function-specific transmission takes place only within the scope of features enabled by the user and to services selected or connected for those features, as described under “Data Processing and Transmission”.
Alcilla’s use of information received through Google services and Google APIs complies with the Google API Services User Data Policy, including the Limited Use Requirements, and the applicable Google Workspace User Data and Developer Policies.
Further information: https://developers.google.com/terms/api-services-user-data-policy
Revoking Access and Disconnecting an Account
Users may revoke the access permissions they have granted at any time through their Google account’s security settings or remove the corresponding connection in Alcilla.
Disconnecting an account terminates Alcilla’s future authorised access to the respective Google account. This does not delete the original emails or calendar entries stored in the Google account.
Emails, calendar data and attachments already synchronised to the user’s device, as well as search indexes derived from them, may remain stored locally after the connection has been removed. Users can manually remove this data within their local Alcilla environment.
8 Processing via Alcilla.Station
Alcilla.Station is an optional service that provides selected AI and additional features on infrastructure operated by Alaska.Labs in Germany.
Selected data necessary for a feature is transmitted to this infrastructure only when the corresponding Alcilla.Station feature is used. Depending on the feature, this may include:
- Audio data for transcription
- Documents and document content for conversion or indexing
- Emails and calendar entries for indexing
- Search queries and selected contextual information for semantic search
- Texts, prompts and contextual information for AI-powered processing, summarisation or extraction
If the selected feature transmits Google user data to Alcilla.Station, this is clearly indicated in Alcilla before transmission. The transmission takes place only after the user has given the consent required for that feature. The data is used exclusively to perform the corresponding user-requested function and not for Alaska.Labs’ own advertising, profiling or AI training purposes. Transmitted Google content, search indexes generated from that content and AI responses are not permanently stored on Alaska.Labs servers.
Data subjects: Users with an existing Alcilla.Station contract or authorised customer contacts, and, where applicable, other individuals whose data is included in the transmitted data.
Purpose of processing: Technical execution of the features requested by the user or customer.
Processing and storage: Transmitted content is processed exclusively to fulfil the respective request. Work-related content is not permanently stored for Alaska.Labs’ own purposes, and its content is not logged.
Legal basis: Performance of a contract and steps taken prior to entering into a contract, Art. 6(1)(b) GDPR. Where personal work-related content is processed on behalf of a customer organisation, the corresponding provisions on processing on behalf of a controller apply.
Processing on behalf of a controller: Where Alaska.Labs processes personal data on behalf of a controller, it does so on the basis of a data processing agreement in accordance with Art. 28 GDPR.
No disclosure to third-party AI providers: The AI models used for Alcilla.Station run on infrastructure operated by Alaska.Labs. The work-related content processed is not transmitted to external AI model providers for further analysis.
No use for AI training: Transmitted content is not used to train or improve AI models.
Access by employees: The intended routine processing does not involve Alaska.Labs employees reviewing the substance of transmitted work-related content.
9. Support Requests and Transmission of Diagnostic Data
For customers with an existing support agreement, Alcilla offers the option of sending support requests directly from the application to Alaska.Labs.
Data is transmitted only when the user actively submits a corresponding support request.
In addition to the error description and optionally attached screenshots, technical diagnostic, licence and system information may be transmitted as part of a support request.
Data concerned:
- Identity and contact data: Name of the signed-in user, if signed in, and a voluntarily provided contact address for replies.
- Content data: Error descriptions, attached screenshots and any personal information they may contain.
- Application and system data: Application version, update channel, build, operating system, instance role and language.
- Licence data: Licence ID, licence number, customer, product, edition, licence status, expiry date and enabled features.
- Device identifiers: Installation ID, hardware fingerprint and public host key.
- Station data: Identifier of the Station access and Station address if Alcilla.Station is used. The access key itself is not transmitted.
- AI configuration data: The AI models configured for the respective tasks.
- Log and diagnostic data: Application logs for the selected period and any available crash reports from the last 30 days. Crash reports are transmitted regardless of the selected log period, including when “No log” is selected, if such reports are available.
Credentials contained in logs are redacted before transmission. Nevertheless, logs and crash reports may still contain personal information, such as file names, email addresses, subject lines or other details included in error messages.
Data subjects: Users with an existing support agreement or authorised customer contacts, and, where applicable, other individuals whose data is included in the transmitted diagnostic or content data.
Purpose of processing: Receiving, handling and responding to support requests, analysing technical errors, investigating application crashes and resolving reported malfunctions.
Legal basis: Performance of a contract and steps taken prior to entering into a contract under Art. 6(1)(b) GDPR, and legitimate interests under Art. 6(1)(f) GDPR in efficiently delivering contractually agreed support services, analysing technical errors, ensuring the functionality of the software provided and communicating with our customers’ contact persons. Where personal work-related content is processed on behalf of a customer organisation, the corresponding provisions on processing on behalf of a controller apply.
Submitting a support request and transmitting the associated data is voluntary. There is no legal obligation to provide this data. Without sufficiently detailed error descriptions and, where necessary, diagnostic data, handling a support request may be limited or impossible.
Storage and deletion: Transmitted data is used exclusively to handle the respective support request and for the documentation required for that purpose. Users can delete their support requests in the customer portal. Details of server-side deletion, any backup copies and any applicable retention obligations are governed by the relevant laws.
Support data is not transmitted during Alcilla’s normal operation, but only when a support request is actively submitted.
10. Data Recipients and Transfers to Third Countries
When Alcilla is used exclusively locally, work-related content is not transmitted to Alaska.Labs. An exception applies where the user actively submits a support request. In that case, the information submitted to handle the request is transmitted to Alaska.Labs.
When Alcilla.Hub and Alcilla.Nexus are used, processing takes place within the infrastructure configured and controlled by the customer.
When Alcilla.Station is used, the content required for the respective feature is processed on Alaska.Labs infrastructure in Germany.
Where the user or customer configures additional external services, in particular email providers, calendar providers, research services or external AI model endpoints, personal data may be transmitted to those services.
Whether processing takes place outside the European Union or the European Economic Area depends on the respective provider and configuration.
The assessment of such customer-configured connections under data protection law, and the determination of their permissibility, generally rests with the organisation using the software or the relevant controller.
11. Storage, Retention and Deletion
The storage of work-related content depends on the selected deployment model and the configured storage locations and features.
When operated locally, data and any search indexes generated from it are stored on the respective device.
With Alcilla.Hub, shared knowledge repositories and collaborative work-related content may additionally be stored within the customer’s own infrastructure.
The determination of retention and deletion periods for this content is generally the responsibility of the relevant individual or organisation acting as controller.
Alcilla makes it possible to remove locally stored content, chat histories, transcripts and search indexes from the respective environment. Indexes can also be deleted or rebuilt. Removing a data source does not necessarily mean that all previously synchronised local copies, derived content or backup copies are automatically deleted.
With Alcilla.Station, transmitted work-related content is processed for the purpose of the respective request, without permanent storage or content logging for Alaska.Labs’ own purposes.
For personal data processed by Alaska.Labs as part of its own contractual and business relationships, the storage and deletion provisions of the general privacy policy apply.
12. Technical and Organisational Security Measures
Alcilla supports technical measures to protect personal data and manage access permissions.
These include, in particular, encrypted network connections, protected management of credentials and access tokens, and role- and group-based access rights management when Alcilla.Hub is operated centrally.
With Alcilla.Hub, access rights are managed through an identity provider supplied by the customer. Shared knowledge repositories and workspaces are made accessible only in accordance with the permissions configured by the customer.
Responsibility for securing local devices, servers, data storage, backup copies and connected services rests with the respective operator of the infrastructure.
13. Obligation to Provide Personal Data
The use of individual Alcilla features and the connection of external services are generally voluntary.
There is no general obligation to connect personal email accounts, calendars, documents or other data sources to Alcilla.
However, certain features require the provision of relevant data or technical access permissions. Without these, the respective features cannot be used or can be used only to a limited extent.
Where Alcilla is used within an organisation, additional obligations and requirements may arise from the relevant employment, contractual or organisational relationship.
14. Automated Decision-Making and Profiling
Alcilla supports the processing and structuring of information and the generation of AI-powered suggestions.
The software is not designed to independently make decisions that produce legal effects or similarly significantly affect data subjects within the meaning of Art. 22 GDPR.
Alaska.Labs does not carry out automated decision-making, including profiling, within the meaning of Art. 22(1) and (4) GDPR as part of the software provision described here.
15. Rights of Data Subjects
Under the GDPR, data subjects have, in particular and subject to the applicable conditions, rights of access, rectification, erasure, restriction of processing, data portability and, where applicable, objection or withdrawal of consent.
For work-related content processed exclusively locally or within the infrastructure of an organisation using the software, the relevant individual or organisation acting as controller is the appropriate point of contact.
Alaska.Labs does not have access to this content during normal operation and therefore cannot itself fulfil corresponding requests for access, rectification or erasure.
Where Alaska.Labs acts as a processor under support agreements or in connection with Alcilla.Station, it assists the relevant controller in accordance with the data processing agreement concluded with that controller.
For processing activities for which Alaska.Labs is itself the controller, you can exercise your rights using the contact details provided in Section 2.
Further information about your rights can be found in our general privacy policy:
16. Current Version and Changes to This Privacy Policy
This privacy policy is currently in effect and was last updated in November 2026. Changes in statutory or regulatory requirements may make it necessary to amend this privacy policy.
This privacy policy was created with the assistance of the SOS Recht privacy policy generator. SOS Recht is a service offered by Mueller.legal Rechtsanwälte Partnerschaft, based in Berlin.