Draft pending legal review — last updated 2026-05-16. This document is a working draft published for transparency and has not yet been reviewed by qualified counsel.
Sub-processors
Sub-processors
Effective date: 2026-05-16
Your Office AI uses the following sub-processors to deliver the platform. Each is bound by a contract with GDPR-equivalent protections. We notify customers in advance of material changes.
Current list
| Sub-processor | Purpose | Data | Region | Transfer basis |
|---|---|---|---|---|
| Hetzner Cloud | Primary hosting, application servers, self-hosted PostgreSQL, self-hosted object storage (MinIO), and ClickHouse telemetry host. | All application data and attachments, OTel logs and traces (PII scrubbed). | EU (Falkenstein / Helsinki) | EU-internal |
| DigitalOcean | Production cloud platform: compute, managed PostgreSQL, managed Redis, and Spaces object storage. | All application data and attachments | EU data centre | EU-internal at rest; SCCs for US parent access |
| Backblaze | Off-site backup storage (second copy of encrypted backups). | Encrypted backup archives only — we encrypt them before upload and hold the key offline, so Backblaze cannot read them. | EU (Amsterdam) | Standard Contractual Clauses |
| Firebase (Google) | Product analytics and crash reporting. | Telemetry, crash logs | United States | Standard Contractual Clauses |
| LiveKit Cloud | Real-time audio, video, and transcription. | Audio, video, transcript text | United States / EU | Standard Contractual Clauses |
| OpenAI | Large language model inference. | Prompts and AI-routed content | United States | Standard Contractual Clauses |
| Anthropic | Large language model inference. | Prompts and AI-routed content | United States | Standard Contractual Clauses |
| Google (Gemini API) | Large language model inference (Gemini). | Prompts and AI-routed content | United States | Standard Contractual Clauses |
| Groq | Large language model inference. | Prompts and AI-routed content | United States (via Groq UK Limited) | Standard Contractual Clauses — not the Data Privacy Framework |
| Ollama (cloud) | Cloud-hosted open-model inference (used when selected). | Prompts and AI-routed content | United States; they may route to Europe or Singapore for capacity | None published — Ollama provides no data-processing agreement. Avoid by not selecting an Ollama Cloud model. |
| Deepgram | Speech-to-text transcription of meeting audio. | Meeting audio, transcript text | United States | Standard Contractual Clauses |
| Mistral AI | Large language model inference (used when selected). | Prompts and AI-routed content | EU (France) | EU-internal |
| IONOS AI Model Hub | Large language model inference on EU-hosted open models (used when selected). | Prompts and AI-routed content | EU (Germany) | EU-internal |
| Nango (self-hosted) | OAuth proxy for third-party integrations. We run this on our own servers — Nango the company does not receive your tokens. | OAuth refresh tokens and connector metadata, stored by us | EU (our own infrastructure) | EU-internal |
| Brave Search | Web search results for AI research mode. | Search queries | United States | Standard Contractual Clauses |
| Resend | Transactional email delivery. | Email address, message content | EU sending region available (Ireland), but account data, logs and metadata are stored in the United States regardless | Standard Contractual Clauses and the EU–US Data Privacy Framework |
| Stripe | Subscription billing, checkout, and invoices. Card details are entered on Stripe’s own pages and never reach our servers. | Billing name, email, address, tax identifier, invoice and subscription records | EU (Ireland) | Standard Contractual Clauses for US parent access |
| Cloudflare | Turnstile human-verification challenge on publicly published assistant and form pages. Not used inside the signed-in app. | Visitor IP address, browser signals | Global edge network | Standard Contractual Clauses |
Notification of changes
We will notify customers at least 30 days before adding or replacing a sub-processor that processes personal data. If you have an active Data Processing Agreement, you may object during that window. Notifications go to the email address on the workspace owner's account.
Stay informed
Change notices appear in the app under Settings \u2192 Privacy & data \u2192 Sub-processor updates, and go by email to the workspace owner. To be added to the notification list directly, write to privacy@yoffice.ai. To request the executed Standard Contractual Clauses for any of the above, see the Data Processing Agreement page.