Security and privacy
Your emails stay where they are.
Teamox is built so that the IT department of a mid-sized company can approve it without a headache. Here is what we store, where and for how long.
Hosted in German Azure data centres
Teamox runs in Microsoft Azure, region Germany West Central (Frankfurt). Database and backups never leave Germany.
No copy of your emails
Emails stay in Exchange Online. Teamox reads them live via Microsoft Graph and only keeps a volatile cache in memory. Stored are assignment, status, notes, snooze and history.
Access only to released mailboxes
Via an Application Access Policy in Exchange your administrator defines which mailboxes Teamox may see. All others stay unreachable, technically enforced by Microsoft.
Encrypted secrets
Credentials for Microsoft, shop, phone system and AI are stored encrypted in Azure Key Vault. Transport exclusively over TLS 1.2 or higher.
Daily backups
The database is backed up daily, retained for 30 days, encrypted in the same data centre. Restores are rehearsed monthly.
Deletion 30 days after cancellation
After the contract ends you can export notes and history for 30 days. Then all data of your account is deleted irrevocably, backups included after their retention period.
Data processing agreement (DPA)
Teamox processes personal data on your behalf. You accept the agreement under Art. 28 GDPR digitally when you start; you can read it beforehand and hand it to your data protection officer. The German version is legally binding; an English courtesy translation is available.
Technical and organisational measures
- Access to production systems only with multi-factor authentication, personal accounts, logged
- Encryption in transit (TLS) and at rest (Azure Storage, AES-256)
- Tenant separation in the database, every access bound to the organisation
- Logging of assignments, status, sending and deletions in the history
- No tracking cookies on the website or in the app
Sub-processors
We use as few service providers as possible. We announce changes 30 days in advance by email.
| Provider | Purpose | Location |
|---|---|---|
| Microsoft Ireland Operations Ltd.always | Hosting (Azure, region Germany), Exchange Online, Microsoft Teams, Entra ID | EU, Frankfurt data centre |
| Stripe Payments Europe Ltd.always | Invoicing and payment processing | EU (Ireland) |
| OpenAI Ireland Ltd.optional, only with the customer’s own API key | AI drafts, summaries, AI rules | EU contracting party, processing in the USA |
The AI features are optional. They only become active once you enter your own OpenAI key. Then OpenAI’s data processing agreement applies between you and OpenAI. Without a key, no email content leaves the Microsoft environment.
Security questions
Straight to a human
Security questionnaire, pentest report or a call with the developer: email hallo@teamox.app.
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