Encrypted in transit
All data is encrypted using TLS during transmission between your device and our servers.
No data selling
We never sell personal data, use email content for advertising, or build marketing profiles.
Secure hosting
Hosted in the EU, in Germany, on access-controlled infrastructure.
Data storage & isolation
Tasks, metadata, voice transcriptions, and account settings are stored securely with strict account isolation. Each user's data is logically separated to prevent cross-account access.
- Voice notes are transcribed and are not used for anything else; automatic deletion of the audio immediately after transcription is being built and is not in place yet In build
- Transcriptions retained up to 30 days or until account termination
- The Service does not access or import device phone contacts
- Integration data (Google/Microsoft) used exclusively for core functionality
Data retention
| Data type | Retention period | Deletion trigger |
|---|---|---|
| Voice recordings | Retained in processing logs; immediate deletion in build | Account termination |
| Transcriptions | Up to 30 days | Automatic or account termination |
| Account data | Duration of subscription | Account deletion |
| Task and execution data | Duration of subscription | Account deletion |
| Integration data | While integration is active | Disconnection or account deletion |
| Security logs | Not yet set | Not yet set |
Upon account termination, personal data is deleted or anonymised within a commercially reasonable timeframe unless retention is legally required.
Auditable activity trail
Every delegated action is logged for an operational audit trail, so what was asked, what was done and by whom can be reconstructed. No fixed retention period for security event logs has been set yet; when one is, it will be stated here.
Security measures
- Encryption in transit (TLS)
- Role-based access control
- Limited internal access to production data
- Hosted in the EU, in Germany; some AI processing, such as transcription, uses providers in the United States
- Contractual subprocessor safeguards
- OAuth 2.0 for Google and Microsoft integrations (we never see your passwords)
Access control
You are responsible for maintaining the confidentiality of your account credentials and all activity under your account. We recommend:
- Using strong, unique passwords
- Notifying us immediately of any unauthorised access
- Revoking third-party integration access if no longer needed
International data transfers
ChiefofStaff is hosted in the European Union, in Germany: the system of record (tasks, time entries, account data) and the automation that carries out each request both run there. Some processing uses AI providers in the United States, for example OpenAI's Whisper for speech to text and OpenAI's language models, so the content of an instruction passes through the United States even though the record of it is stored in the EU. Transfers are safeguarded by:
- Standard Contractual Clauses (EU 2021/914)
- UK International Data Transfer Addendum (where applicable)
- Technical and organisational security measures
- Contractual safeguards with subprocessors
AI & automated processing
The Service uses AI to interpret instructions and coordinate the work that follows. Important safeguards include:
- No decisions producing legal or similarly significant effects without human involvement
- Users retain full control over actions taken based on AI-generated outputs
- During early access, selected tasks may be reviewed internally to improve accuracy; no data is shared externally
Subprocessors
We may use third-party service providers to host or support the Service. All subprocessors are contractually required to provide appropriate data protection safeguards.
A current list of subprocessors is available upon request at privacy@chiefofstaff.pro
Questions about security or data handling?
Send them before you decide. You will get a straight answer.