Security and data protection

What happens to a document after you upload it, and who touches it. This page is written for a security review, so it states what we do not have as plainly as what we do.

Data Protection Registration: ZC013758

Where your data is stored

Your documents, the page images we generate from them, and your account, billing and extraction records are held in the European Union. Our database and our document storage are provisioned as EU-restricted resources, which is a property set when they are created and cannot be changed afterwards. Document processing and the search index run on servers in Finland.

Two things are deliberately not covered by that sentence, because they are not true of them. Our application code runs on Cloudflare’s global network, at the location nearest the person making the request — so while your data is stored in the EU, it is processed in transit wherever you are. And a small internal lookup table, holding references to stored files rather than the files themselves or any personal information, is replicated globally.

We do not train on your content

Your documents and the answers extracted from them are not used to train our models or our providers’ models. That is not only a contractual position: every request our extraction engine sends to a language model carries a routing policy that restricts it to providers which do not retain or train on the content. Where no such provider is available for a model, the request fails rather than falling back to one that would.

We do not read your documents to improve the product, and our own product analytics receive account and organisation identifiers only — never document content, and never extracted values.

Who else processes your documents

Running the service means a small number of providers handle document content on our behalf: hosting and storage, the processing pipeline, embedding generation, and routing to language models. Each is named, with what it is used for and where it processes data, in the sub-processor table in our Privacy Notice. That table is the single list we maintain, and it is updated before a new provider begins processing.

Where a provider is outside the UK or EEA, transfers are made under the UK International Data Transfer Addendum or the EU Standard Contractual Clauses.

Access and separation

A workspace is private to whoever creates it, and access is granted per workspace — Read, Read & Write, or Manage. Every request resolves your access to the specific workspace before it touches any data; there is no ambient trust from being signed in.

API keys inherit the access of the person who created them and can never exceed it. If that person’s access is reduced, their existing keys narrow with it, without anyone editing the keys. Keys are stored only as a hash: the value is shown once, at creation, and cannot be recovered from us afterwards.

There is no support impersonation feature and no administrative route into your workspace content. Nobody here can open your documents from a support console, because no such console exists.

Deletion

You can delete a document or a table at any time, and archiving a workspace can delete its documents with it. Deletion is not instantaneous: the document is withdrawn from the service immediately, and a clean-up process running twice daily then removes the stored file, the page images and the search index entries. Deletion of the database record happens last, and only once every other store has confirmed clean — so a partial failure retries rather than reporting success.

Copies can survive in routine backups for a short time after that: up to 30 days for related records in our database, and up to 7 days for the search index, before each is overwritten in the ordinary course. Backups are used for recovery only, and what you delete from the service is not restored from them.

We do not delete your documents on a schedule of our own. Nothing expires on a timer on any plan. A document you leave in place stays available to you until you remove it or close your account.

Encryption and credentials

Data is encrypted in transit over TLS on every external endpoint, and encrypted at rest in our database, document storage and internal lookup tables. Passwords are hashed, never stored. Email verification is required to sign up, and authentication endpoints are rate limited.

Incidents

We maintain a personal data breach register, as Article 33(5) of the UK GDPR requires, recording every incident assessed — including those assessed as not notifiable, with the reasoning. We have a documented procedure setting out how an incident is contained, assessed against the 72-hour notification deadline, and reported.

If you are a customer and an incident affects data we process for you, we will tell you within 72 hours of becoming aware of it.

If you believe you have found a security vulnerability, please report it to security@subworkflow.ai rather than raising it publicly, and give us a reasonable opportunity to fix it.

What we do not have

Stated because a security review will establish it anyway, and because a page like this is worth less when it only lists strengths.

• No security certification. We are not SOC 2 audited, not ISO 27001 certified, and hold no equivalent attestation. We have not committed to a timeline for obtaining one.
• No independent penetration test or security audit. The service has been reviewed internally against its own threat model; that is not the same thing and we do not present it as such.
• No intrusion detection or access anomaly monitoring. We would most likely learn of a compromise because someone told us, not because a system alerted. This is the gap we would close first, and we would rather say so than imply otherwise.
• No data processing agreement in force yet. One is drafted and in legal review. Until it is published we cannot offer it for signature, and we would rather tell you that than send you a document we are still working on.
• Not certified for regulated data. Ragextract must not be used for payment card data governed by PCI DSS, protected health information governed by HIPAA, classified or government-restricted material, or material subject to export control. See our Acceptable Usage Policy.

Extraction is not a decision

Ragextract uses automated systems, including machine learning models, to produce answers from documents, and those answers can be wrong. Every answer carries a citation back to the page it was read from and a confidence indicator, so it can be checked against the source. It does not score, rank or make decisions about people, and it is not a substitute for reading the document where the answer matters.

Your data protection rights

Where we are the controller — your account, billing and usage data — the rights available to you, and how to exercise them, are set out in our Privacy Notice. Where you upload documents containing other people’s personal data, you are the controller of that data and we process it on your instructions.

Questions from a security or procurement review that this page does not answer: legal@subworkflow.ai.

This page describes our practice as at the date above. It is not a contractual commitment and is not incorporated into our Terms of Use; where it and the Privacy Notice address the same subject, the Privacy Notice governs.