What data leaves your server
Applies to: Workspace Admins, the IT Admin User and your data protection officer
Overview
Out of the box, your business data stays on your server. A few features contact services outside your network, but only when you turn them on. Use this article to decide which ones your company allows.
Decision for your company
The AI assistant is the one feature that can send business data outside your network. Decide which AI provider your company allows before anyone sets it up.
Feature by feature
| Feature | When it contacts the outside | What is sent | Business data? |
|---|---|---|---|
| License and update check | Online servers, every hour | Installation ID, app version and user counts. No names or emails. | No |
| Email (mail server) | Every email you send | The email itself, through your company mail server, to its recipients | Yes, to recipients |
| AI assistant: a cloud provider (Anthropic, OpenAI or another online service) | Every question someone asks | The question, and the records the assistant reads to answer it | Yes |
| AI assistant: your company's own AI server (Ollama, vLLM, LM Studio) | Never; it runs in your network | Nothing leaves | No |
| Gmail and Outlook mailboxes | When a person connects their mailbox | Mail is read from and sent through Google or Microsoft, where it already lives | Mail only |
| Single sign-on with Microsoft 365 | At each sign-in | The sign-in goes through Microsoft | No |
| HTTPS with Let's Encrypt | When a certificate is issued or renewed | The server name only | No |
| Huddles with LiveKit Cloud (instead of the bundled audio server) | During calls | The audio of the call | Yes, audio |
The AI assistant
- The Built-in assistant on your server is whatever your IT team set up. If they entered an Anthropic or OpenAI key, questions and the records the assistant reads go to that provider.
- Workspace Admins can choose a different provider for their workspace in Workspace settings › AI assistant. Agree on the allowed providers with them.
- To keep everything inside, connect your company's own AI server. See "Configuring the AI assistant for your workspace".
Warning
If your company must keep all data inside the country or the network, use only your own AI server and the bundled Huddles audio server, and don't connect cloud AI providers.
An offline server
A server set up as No, offline never contacts digitalworkspace.app. The license and updates arrive as files. Features that need the internet (cloud AI, Gmail and Outlook, Microsoft 365 sign-in, Let's Encrypt) don't work there.
These articles are also in the Knowledge Base on your own server, after it is updated.