Data, privacy & retention

Security & operations

What AIOTIC stores per order

Data	Where you can see it	Notes
Original files (PDF, images, .eml)	GET /order/{id}/{filename}, artifacts zip, the app	Needed for review and support.
Extracted purchase order (result)	status endpoints, the app	Includes customer contact details as printed.
Processing state and validation notes (state)	status endpoints, the app	Which fields were flagged and why.
Operator corrections	the app; merged into the hand-off payload	Original values are kept next to corrections (audit).
ERP reference (erp_ref)	status endpoints, the app	Your order number, after a successful send.
Classification records for rejected mails	/rejected/*, the app	Sender, subject, reason.

Master data you sync (customers, products, mappings) is stored in full; customer records are additionally indexed for identification.

Personal data

Purchase orders routinely carry names, e-mail addresses and phone numbers of contact persons, and sometimes bank details. In GDPR terms your company is the controller; AIOTIC processes on your behalf under the agreement you have with DevOps Company. Practical consequences for the integration:

• Sync only the customer fields that help identification (name, address, VAT, e-mail, phone, contact). Do not sync notes, credit information or private remarks.
• Your receive endpoint should store what your ERP needs; log request_id and outcomes, not entire payloads, unless your log store is in scope of your retention policy.
• Downloaded artifacts (PDFs) are copies — keep them where the originals of orders are kept, not on developer machines.

Retention

Retention of orders and artifacts in AIOTIC is a tenant setting agreed during onboarding. Deleting a customer or product record via the API removes it from AIOTIC's master data immediately; it does not alter historical orders.

Where data is processed

Tenants run in the EU. The AI models used for extraction are configured per platform; ask your AIOTIC contact for the current processing overview and DPA if you need it for your records.

Your integration service

The SDK's default stores are local SQLite files (integration.db, sync-state.db, watch.db). They hold request_ids, order numbers, fingerprints and statuses — no payloads. Include them in your backup and retention policies like any operational database.