Being able to understand what Ubicio does with your data is part of the product.
Ubicio draws on work conversations to surface lessons that may be useful elsewhere.
That comes with a simple requirement: you should be able to understand which spaces are involved, how data is handled, what role AI plays, how lessons are validated and what you can control.
Transparency is not a layer added around Ubicio. It is part of its architecture.
You choose the spaces involved.
Ubicio works only from the spaces and channels your organisation chooses to connect.
This does not mean giving Ubicio general access to all of your work conversations.
For private spaces, connection requires explicit consent.
Your organisation defines the scope within which Ubicio can operate.
Your data is hosted in the European Union.
Data processed by Ubicio is hosted on infrastructure located in the European Union.
The precise location of hosting services and the providers involved is documented in the applicable contractual terms and legal notices.
Ubicio is a French company. Wherever possible, we favour European solutions to maximise European sovereignty over our infrastructure and data.
Sensitive data is protected within the Ubicio environment.
Ubicio includes masking mechanisms designed to limit the exposure of sensitive data during processing.
This masking can be reinforced by models running directly on Ubicio’s servers.
When these mechanisms prevent certain data from being exposed to a third-party service, that data is not retained by that service.
Data protection is part of the processing itself, not just the rules around it.
The role of AI is clearly identifiable.
Ubicio uses AI as a means of surfacing potentially useful lessons from work conversations.
When Ubicio proposes a lesson, it is presented as a proposal. It remains distinct from a lesson validated by a person.
AI can also play a role in certain technical mechanisms, including reinforcing the masking of sensitive data.
Ubicio does not present a system-generated proposal as a conclusion validated by your teams.
Your teams stay in control.
The people you designate can confirm, adjust or discard each proposed lesson.
A proposed lesson is therefore not automatically treated as something the organisation has accepted.
Only validated lessons can later be presented when a future context makes them relevant.
Ubicio helps surface lessons and bring past experience into context. Validation belongs to your organisation.
Ubicio focuses on work situations, not on people’s performance.
Ubicio is designed to surface what can be learned from situations encountered and ways of working.
It is not designed to assess individual performance, assign performance ratings to people or rank colleagues.
A difficulty encountered on a project is not treated as a measure of the value of those involved.
What matters to Ubicio is what the organisation can learn from the situation.
Your data remains under your control.
You can export or delete your data at any time.
You can also change the spaces Ubicio can access.
If you stop using Ubicio, you can retrieve or delete your data.
No lock-in.
The GDPR is our reference framework.
Ubicio is a French company and operates within the framework of the GDPR and applicable European law.
In practice, this means paying particular attention to:
- the scope of the data processed;
- access control;
- the protection of sensitive data;
- understanding the role of the different processing activities;
- the ability to export and delete data;
- clear responsibilities between Ubicio and the organisation using it.
The relevant contractual documentation sets out roles, processing arrangements and any subprocessors.
Transparency should also extend to the technical detail.
Here are the main elements of the architecture Ubicio currently uses.
This section is kept up to date when the architecture, providers or protection mechanisms change. We only publish information that is actually in place and verified.
The database and authentication are hosted by Supabase in its European Union region (Paris, France).
The pseudonymisation models run on Hetzner servers in Germany, operated by Ubicio.
The web interface is served by Vercel.
Supabase: database and authentication.
Hetzner: servers for the pseudonymisation models.
Mistral AI (France): analysis of pseudonymised content.
Vercel: web interface hosting.
Resend: transactional emails.
Mistral AI only receives pseudonymised content: names are replaced with tokens before anything is sent.
Zero data retention is active: Mistral AI does not keep the requests and does not use them to train its models. Processing takes place in the European Union.
Raw message content is deleted as soon as it is pseudonymised, and no later than 14 days after receipt if processing fails.
Detected items are kept for 90 days, pseudonymised messages for up to 180 days, AI processing traces for 365 days.
These periods can be viewed in the app.
Each organisation is isolated from the others in the database, and permissions depend on each person’s role.
Two-factor authentication is available.
Sensitive actions are recorded in an activity log.
The Ubicio team can only access your organisation’s data with its explicit permission, which can be revoked at any time.
Data is encrypted in transit and at rest.
Message content is also encrypted by the application, with a key specific to each organisation.
Questions about how Ubicio handles your data?
If your organisation would like to understand more precisely how Ubicio could fit into its environment, we can look together at the scope of a first deployment, the spaces involved, the data flows and the constraints specific to your organisation.
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