Security and data protection

Alcilla.Desk is designed for controlled, self-determined operation. Which data leaves the local computer depends on the enabled functions and connected systems.

This page describes the fundamental technical principle. A legally binding data protection assessment must always consider the specific installation, the data processed, and the company’s organizational measures.

Our guiding principle

Anything that can be processed locally should be capable of being processed locally.

In a typical local setup, the following data and functions in particular remain on the workstation or operated system:

• the knowledge index and search,
• the local database,
• chat using a local Ollama model,
• locally operated document conversion,
• notes,
• Recorder content,
• chat history,
• local Kanban boards.

Alcilla does not transmit product telemetry.

When are external systems contacted?

External connections arise only through configured functions, for example:

If a function is not configured, no corresponding connection is made through that function.

Local and centralized operation

Local operation

The local instance is intended to be bound to the user’s own computer. Protection is provided by the operating system, file permissions, and local network restrictions.

A local instance must not be made publicly accessible on the network without additional safeguards.

Centralized operation

The central service is secured through TLS and OIDC-based sign-in. Groups and approvals control which shared content is visible.

Search access follows this principle: content for which the user lacks suitable permission is not disclosed.

Personal data in the central model

The central instance is designed so that personal content such as Recorder data, notes, and chat histories is not stored there.

Credentials and secrets

Passwords and tokens are not stored openly in the normal configuration. Alcilla uses a separate secrets area for them.

Important context:

• The integrated secrets area reduces the risk of accidental disclosure.
• It does not replace securing the computer or server.
• The integrated storage alone should not be considered sufficient protection against an attacker with comprehensive file access.
• File permissions, user separation, system hardening, and backup protection remain necessary.

Transport encryption

Encrypted HTTPS/TLS connections are required for central services. Production systems should use certificates issued by a trusted company PKI or an appropriate certificate authority.

Technical protective measures

Depending on the operating model, Alcilla supports measures including:

• central sign-in and permission management through existing company identities,
• encrypted connections to central services,
• protected handling of credentials,
• separation of personal content and centrally shared content.

The specific technical implementation depends on the installation and existing company infrastructure.

Data protection

Whether operation complies with data protection requirements depends not only on Alcilla itself but also on configuration, data types, and organizational measures. On request, we assist with technical documentation and with preparing the assessment by your data protection and security teams.