Security, Privacy, and AI Governance

Archie is built on customer interactions and business knowledge. That’s why security isn’t just an added feature—it’s the foundation of the platform. On this page, you’ll learn how Archie is structured: where your data is stored, how we protect it, and how humans maintain control over the AI.

Archie was developed by VANAD Digital B.V., a subsidiary of VANAD Group.

In a nutshell

• Your data and the AI processing remain within the European Union.
• Your data will not be used to train AI models.
• Each customer has their own secure environment.
• Multiple backups per day and a restore test every month.
• Humans remain in control: Archie hands things over to a staff member when necessary.

Where is your data stored?

Archie runs in Microsoft Azure data centers within the European Union. AI processing also takes place within the EU, via Azure OpenAI.

Each customer receives their own environment, with its own server, its own secure network, and its own AI service.

What happens to your data in the AI?

Archie answers questions based on your own knowledge base: the AI first searches for the correct information and then uses it to formulate an answer. No AI model is trained on your data. Microsoft also does not use data processed through Azure OpenAI to train models.

Employees can see the sources Archie uses to generate answers. This allows them to verify each answer. We use fixed versions of AI models to ensure that Archie’s behavior does not change without notice.

Security

• Encryption: Data is stored in encrypted form, and connections are made via HTTPS.
• Access: roles and permissions per user. You can sign in using Microsoft Entra ID (single sign-on) and two-step verification.
• Network: Each environment has its own secure network.
• Updates: Security updates are installed automatically every month; critical updates are installed as soon as possible.
• Monitoring: Availability and performance are continuously monitored automatically, with alerts issued in the event of anomalies.
• Tested: We test Archie against AI-specific attacks, such as prompt injection.

Continuity

We perform backups several times a day and retain them for thirty days. Every month, we test whether we can fully restore an environment, and we document the results.

Privacy and the GDPR

• Customers retain ownership of their data. VANAD Digital processes it as a data processor, based on a data processing agreement.
• Archie can automatically redact personal information in saved conversations. We configure this on a per-customer basis.
• We have a standard procedure in place for security incidents and data breaches, which includes notifying the customer in accordance with the data processing agreement.

AI Governance: Humans Remain in Control

• Transfer: If Archie can't answer a question properly, or if the customer asks to speak to a human, Archie transfers the call to a representative, along with the context.
• Confirmation before action: You can configure actions that have consequences so that Archie only carries them out after you confirm them.
• As agreed: Archie responds within the specified topic and based on the knowledge base. If Archie doesn't know the answer, Archie will say so.
• Transparent: You can clearly let customers know that they are talking to an AI assistant, as required by the European AI Regulation.
• Insights: With Insights, you can see which questions Archie was and wasn't able to answer, how customers rate the answers, and where the knowledge base could be improved.

Frequently Asked Questions

Where is our data stored?

In Microsoft Azure data centers within the European Union. AI processing also takes place within the EU.

Is our data being used to train AI?

No. Archie does not train AI models using your data, and Microsoft does not use data processed through Azure OpenAI for training.

Can employees log in with their Microsoft account?

Yes, through Microsoft Entra ID (single sign-on).

What does Archie do if the answer isn't in the knowledge base?

In that case, Archie will indicate that the answer is unknown, or Archie will transfer the call to a staff member. That depends on how you set up Archie.

What about backups?

We back up our data several times a day, retain backups for thirty days, and test the restore process every month.

We have a security questionnaire. Could you please fill it out?

Yes. Please contact us at info@archie.cx.

Do you have questions about security or privacy? Email info@archie.cx or schedule a meeting.