Security | Clossara

1 · Architecture

Your data stays in your instance. The model only ever sees redacted text.

A dedicated instance per customer. Each customer gets its own application and its own database, hosted in the EU. No other customer's data is stored with yours.
Redaction before analysis. Before any text reaches the model, your instance replaces email addresses and people's names with labels and removes phone numbers.
Clossara's own model, operated by Clossara. Analysis runs on Clossara's own model on GPU servers that Clossara operates. The model server is shared between customers, receives only redacted text, does not log or store it, and holds it in memory only while answering.
No third-party AI. No conversation is sent to OpenAI, Anthropic, Google or any other AI provider when Clossara analyses your deals.
Never used for training. Your conversations are never used to train or fine-tune any model, including Clossara's own.

2 · Your data

Data	Where it comes from	How it is stored
Deals, accounts, contacts	Your CRM (Salesforce or HubSpot), through a connection you authorise	Your instance's database
Emails	Mailboxes your users connect (Gmail or Outlook), read-only	Original text encrypted at rest; a redacted working copy is what the model reads
Call records	Your CRM's activity records, where connected	Your instance's database
Documents	Files your users upload (price lists, proposals)	Original file encrypted at rest; redacted text used to ground drafts
Connection credentials	CRM, mailbox and optional enrichment connections	Encrypted at rest, never stored in plain text

Deletion. You can delete conversations, documents and users at any time. Removing a user also removes the mailbox data synced for them, and records deleted in your CRM are removed on the next sync.
Retention. Data is kept while your contract is active. Retention and deletion after the contract ends are set out in the data processing agreement.

3 · Encryption and access

At rest. Original conversations, uploaded documents and connection credentials are encrypted with AES (Fernet, which also detects tampering). In production, an instance will not start without its encryption key.
In transit. Your users reach your instance over TLS. Your instance reaches the model server over an encrypted (WireGuard) tunnel that is not exposed to the internet.
Your team. Users sign in to your instance with their own accounts; passwords are stored only as salted PBKDF2-SHA256 hashes. Every data request is checked against the user's own workspace.
Clossara staff. No standing access to your data. An engineer accesses your instance only for a support request you have approved, and every such access is logged.
Read-only mailbox access. Clossara connects to Gmail and Outlook with read-only permissions (gmail.readonly, Mail.Read), so it cannot send from your mailboxes. Drafts are suggestions a person copies and sends. The only emails Clossara itself sends are account emails: sign-up verification and team invitations.

4 · Compliance

GDPR roles. You are the controller of your data; Clossara processes it on your instructions, as your processor.
Data processing agreement. Available on request: [email protected].
EU AI Act. Clossara is a decision-support tool: it informs, a person decides, and every claim it makes is cited to the message it came from. We are assessing what the Act requires of Clossara; ask us for our current position.

Provider	Purpose	Data involved
EU cloud hosting provider	Hosts your dedicated instance	Your instance's data, encrypted as described above. Named in the DPA.
Cloudflare	This website and the waitlist	Waitlist email addresses only. No product data.
Email delivery provider	Account emails (sign-up verification, team invitations)	Your users' email addresses only. Named in the DPA.

Provider	When	Data sent
Apollo, People Data Labs, ZoomInfo	Only if you connect your own account with that provider, to fill in company details	Company website domains only — never conversations or contacts' messages

Your CRM and mailbox providers are your own systems, which Clossara reads with your authorisation.

5 · Certifications and testing

Independent certification in progress — ask us for the current status.
Security questionnaires available — we will complete yours as part of your review.