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Privacy Policy

What personal data Praesidia collects, why, who receives it, how long we keep it, and how to exercise your rights.

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Contents

1. Who we are

Praesidia is built and operated by Squad Technology SRL, registered in Cluj-Napoca, Romania (Trade Register no. J12/5539/2023, Tax ID / CUI 49317363) ("Praesidia", "we", "us"). This policy covers the website praesidia.ai and the Praesidia service: the web app (app.praesidia.ai), the API (api.praesidia.ai), the MCP server (mcp.praesidia.ai) and the model gateway (gateway.praesidia.ai).

For any privacy question or request, write to privacy@praesidia.ai.

2. Controller and processor

  • We are the controller of account data, billing data, security and audit logs about your use of the service, website measurement data, and the email we send you.
  • We are a processor for the content your organization puts through the service: agent, application and MCP-server records, tasks and traces, prompts and model responses passing through the gateway, uploaded documents, and your organization's audit trail. Your organization is the controller of that content. Business customers can request our Data Processing Agreement from legal@praesidia.ai. If you are a member of an organization that uses Praesidia, send requests about that content to your organization; we help it answer them.

3. What we collect

  • Account data: your email address, first and last name, a hash of your password (never the password itself), email-verification and password-reset state, failed sign-in counts and lockout time, notification preferences, and your organization and team memberships. If you sign in through single sign-on, the identity provider and your identifier there. If you register a passkey, its public key. If you turn on multi-factor authentication, your authenticator secret (stored encrypted) and backup codes.
  • Records of what you accepted: which version of the Terms of Service and this policy you accepted at signup, when, and the network (IP) address and browser user agent of that request.
  • Security and audit logs: for each audited action, who acted, what they did, when, and the network address it came from. Sign-in sessions are held as refresh tokens that we store only as hashes.
  • Billing data: Stripe handles payments. We store the Stripe customer and subscription references and invoice details. Card details go from your browser to Stripe and do not pass through our servers. Stripe also calculates tax, which uses your billing address.
  • Product usage events: in-product events about which features are used. They are collected without names, email addresses or other personal data fields.
  • Customer content (as processor): whatever your organization sends to the service, including agent definitions, tasks, traces, tool calls, content checked by guardrails, prompts and model responses routed through the gateway, uploaded documents and evidence exports.
  • Website visitors: the website uses Cloudflare Web Analytics, when enabled, to count visits, referring sites, countries, devices and page performance. Its browser beacon sends the page and referrer address, a page-load identifier that is not kept across visits, and performance measurements to Cloudflare. It uses no cookies, no browser storage and no persistent visitor identifier. Cloudflare receives your network address to process the request and states that it discards it at the nearest data center. The beacon is not loaded when Global Privacy Control or Do Not Track is turned on in your browser. Form entries and assessment answers are not sent to analytics.

4. Why we use it and the legal basis

  • To provide your account and the service (account data, customer content): performance of our contract with you or your organization (Art. 6(1)(b) GDPR).
  • Billing, tax and accounting (billing data): performance of the contract, and our legal obligations (Art. 6(1)(c)).
  • Security, abuse and fraud prevention (security and audit logs, network addresses): our legitimate interest in keeping the service and its users safe (Art. 6(1)(f)).
  • Keeping a signed audit trail (audit records): our legitimate interest, and your organization's, in records that can be verified later; for customer content, your organization's instructions.
  • Showing which version of our terms you accepted (acceptance records): our legitimate interest in establishing, exercising and defending legal claims.
  • Account, security and service email (email address): performance of the contract.
  • Website measurement (Cloudflare analytics data): our legitimate interest in understanding how the website is used, with no cookies or cross-site tracking.

We do not sell personal data. We do not make decisions about people that have legal or similarly significant effects based solely on automated processing; trust scores and risk ratings in the product rate AI agents and systems, not people.

5. Who receives it

We share personal data only with the service providers that help us run Praesidia, or where the law requires it. The service provider inventory lists each provider, its role, the data that can pass through it and, for Amazon Web Services, the region of every service. In short:

  • Amazon Web Services: hosting, database, cache, queues, storage, encryption keys, logs and transactional email (Amazon SES) in eu-central-1 (Frankfurt, Germany); delivery of the website and the app through Amazon CloudFront.
  • Cloudflare: DNS for praesidia.ai, and website analytics when enabled.
  • Stripe: payments, invoicing, subscriptions and tax calculation.
  • Sentry, when configured: error monitoring.
  • OpenAI: model requests when an organization uses the platform's configured model connection instead of its own key, and guardrail screening when configured. Anthropic and Microsoft Azure AI Content Safety, when configured: guardrail evaluation.
  • Sigstore Rekor, when external anchoring is enabled: a signed hash of each audit-trail batch and the public key that verifies it. Never the audit records or their content.
  • Render, our former host, holds data its services handled before 7 October 2026 until those services are deleted.

Your own model providers. When your organization connects its own provider key (for example OpenAI, Azure OpenAI, Anthropic, Google Gemini, Mistral AI or Cohere), the gateway forwards those requests to that provider under your organization's account with it. Your agreement with that provider governs its processing.

6. Where it is stored and transferred

Production runs on Amazon Web Services in the eu-central-1 region (Frankfurt, Germany), where the data it stores is held; the website and the app reach visitors through Amazon CloudFront edge locations in North America, Europe and Israel, so the data path is not EU-only end to end. Database backups are kept in AWS regions inside the European Union.

Some providers can process personal data outside the European Economic Area: CloudFront edge locations, Stripe, Sentry, Cloudflare, and OpenAI for platform-configured calls on its standard API. Where that happens, we rely on a transfer mechanism recognised under Chapter V GDPR, such as an adequacy decision or the EU Standard Contractual Clauses. To receive more information about the safeguards for a given provider, write to privacy@praesidia.ai.

7. How long we keep it

  • Account data: while your account exists. When you delete your account, we erase it from the live service.
  • Product usage events: 90 days by default.
  • Revoked API keys: 90 days after revocation by default.
  • Audit records: kept when an account or organization is deleted, so the audit trail can still be verified. The record of which action was taken, by whom and when, including the network address it came from, remains. Personal details in the descriptive part of those records, such as names and email addresses, are removed when we act on an erasure request for that person.
  • Billing records: for the period that tax and accounting law requires.
  • Backups: data deleted from the live service can remain in database backups until they expire, which happens within 35 days.

8. Your rights

Under the GDPR you have the right to access, correct, erase, restrict and port your personal data, to object to processing based on legitimate interests, and to withdraw consent where processing relies on it. In the app you can:

  • export your account data, and delete your account, from your profile. Deleting the account erases it and ends every session; you confirm with your password, or with a fresh second-factor check if you sign in through single sign-on;
  • change your email address, with confirmation;
  • as an organization owner, export your organization's data.

For anything else, including erasure of a person's details inside an organization's data, write to privacy@praesidia.ai. We may ask you to confirm your identity before acting on a request. We answer within one month, as the GDPR requires. Erasure inside an organization's data is carried out by our staff with a second staff approval.

You can also lodge a complaint with a data protection supervisory authority, in particular in the EU country where you live, work or where you believe an infringement took place.

9. Cookies and browser storage

The app and the API set only the cookies needed to sign you in and keep your session secure:

  • token: the access token for your signed-in session;
  • refresh_token: renews your session;
  • praesidia_sudo: short-lived proof that you recently confirmed your identity before a sensitive action;
  • sso_state, saml_sso_state and sso_handoff: protect single sign-on against forgery and carry its state between steps, for a few minutes;
  • saml_session_index: links your session to your SAML identity provider so sign-out reaches it.

We use no advertising or cross-site tracking cookies. Error monitoring in the production app does not record your session. The website sets no cookies. It stores your light or dark theme in your browser's local storage only after you choose one.

10. Security

Data is encrypted in transit (TLS) and at rest (AWS KMS). Organizations are isolated from each other in the application and in the database. The audit trail is signed and hash-chained, and you can verify it yourself offline. No method of transmission or storage is completely secure. See Security for our control set.

If a security incident affects personal data we process, we notify the affected customers without undue delay. Report vulnerabilities to security@praesidia.ai.

11. Children

Praesidia is a service for businesses. It is not directed at children, and we do not knowingly collect children's personal data.

12. Changes to this policy

When we change this policy we publish the new version here and update the date at the top. We tell account holders about material changes by email or in the app. The app records which version of this policy you accepted.

13. Contact

Privacy questions and requests: privacy@praesidia.ai. Squad Technology SRL, Cluj-Napoca, Romania.