Security & Privacy FAQ

Last updated: August 31, 2026

Common questions from customers about how Blina Desk handles data, privacy, and security. For detailed legal terms, see our Privacy Policy and Data Processing Agreement.

Where is my data stored?

All data is stored in Germany (European Union), at Hetzner Online GmbH. Databases, files, logs and backups stay in the EU: the offsite backup copies are held in Nuremberg. We use no storage provider outside the EU.

Some services we rely on are outside the EU and process data in transit rather than storing it — content delivery and attack protection, payment processing, the AI providers, and the voice provider if you use the phone assistant. Each is named, with its purpose and its safeguards, in our Data Processing Agreement.

Can other customers see my data?

No customer can reach another's data through the application. Every record carries the company it belongs to, every query filters on it, and the database enforces row-level security on the tables that hold your data.

We do not claim this is beyond the reach of any conceivable software defect — no one can honestly claim that. What we do is narrow the room for one: automated checks run on every change and refuse a query that reads or writes without that filter, and the tests that guard it were written after real defects, not before.

What happens with AI and my data?

Generative AI features — asking a question, drafting a text, summarising a document — run only when you start them, and only the content you submit is sent to the provider. Your data is never used for model training: all providers operate in API-only mode under data processing agreements.

One AI feature runs without you starting it: semantic indexing, which prepares your documents so they can be searched. It is on by default and uses the embedding provider configured for the Service. You can ask us to switch it off for your account, and you can choose which sources it covers from the administration panel.

For organizations with stricter requirements, the on-premise version supports fully local AI processing with no external data transfer.

Which AI providers do you use?

OpenAI (GPT), Anthropic (Claude), Google (Gemini), and self-hosted models. If you use the AI phone assistant, ElevenLabs performs the speech recognition and speech synthesis. All of these are US-based and operate under the EU Standard Contractual Clauses and, where applicable, the EU-US Data Privacy Framework. The complete list, with purposes and links to each provider's own terms, is in our Data Processing Agreement.

Is there two-factor authentication?

Two-factor authentication is available and is off by default. A company administrator turns it on for the whole company from the administration panel, choosing between a code by email and an authenticator app. Until it is turned on, a password is all that is needed to sign in — so if it matters to you, turn it on: it takes a minute, and it is the single most effective thing you can do for your account.

Can I get an on-premise installation?

Yes. Blina Desk is available as a self-hosted installation for organizations with stricter regulatory or data sovereignty requirements. In this mode, all data and AI processing stays on your own servers. Contact us at info@blina-desk.com for details.

Is there a digital signature feature?

Yes. Blina Desk sends documents for signature, records who signed and when, and keeps the signed file with its audit trail. These are simple electronic signatures under eIDAS: admissible as evidence, and enough for most commercial documents. They are not qualified electronic signatures, which require a certified trust service provider and identity verification and which the law prescribes for certain contracts. Where a qualified signature is required, use a qualified provider.

How does email work in Blina?

You connect your own business email server (Gmail, Outlook 365, or any IMAP/SMTP provider). Blina syncs your messages and sends from your own domain: the mail you write to your customers leaves through your server, not ours. Your credentials are stored encrypted on our servers. See our Email Setup Guide.

Separately, Blina Desk sends its own messages to you — login codes, account and subscription notices — through a transactional email provider. Those are our emails, not yours; the provider is named in our Privacy Policy.

Do you have backups?

Yes. Automated daily backups, with offsite copies held in the EU. See our Privacy Policy for retention details.