Security and data protection

Clodou keeps your clients, quotes, invoices, expenses and the conversations you have with its assistant. This page says where that data lives, who can see it, what stops the assistant from acting on its own and what happens when it is wrong. It describes what is in production today, not a plan. Questions: support@clodou.com.

1. Hosting and infrastructure

• One server, in the European Union. Clodou runs on a virtual machine on a dedicated server rented from Hetzner and operated by Hunter BI LLC. The application, the Postgres database (a self-hosted Supabase stack: database, authentication, file storage) and the files you upload (logos, receipts, inbox attachments) all live on that machine. No managed database or storage service outside it holds your data.
• Encrypted in transit. Every connection uses HTTPS; certificates come from Let’s Encrypt and renew automatically (Caddy). Only the application and the Supabase API gateway (sign-in, data and file APIs) are reachable from the internet, through Caddy; the database and its connection pooler listen on the machine’s loopback interface only. Administrative access is by SSH key over a private network, and the public SSH port is closed.
• Files served privately. Uploaded files sit in private storage buckets and are served through short-lived signed links, never public URLs.
• Secrets outside the code. API keys and database passwords live in a configuration file on the server, readable by its administrator only; they are never committed to the code repository.
• DNS for clodou.com is managed at Cloudflare.

2. Data flows and sub-processors

These are the providers that handle personal data for Clodou, what each one does, what it receives and where. The same list appears in section 3 of the Privacy Notice.

• Your own mailbox. If you connect your Gmail or Outlook account to send invoices and reminders from it, the emails you approve go out through that mailbox, under your own account with Google or Microsoft. Clodou asks only for permission to send, never to read; the token is kept encrypted on our server and deleted when you disconnect.
• Your own AI assistant. If you connect Claude, Cursor or another client through the MCP server, what that assistant reads from Clodou is processed by the assistant’s provider under its own terms.

3. How the assistant is kept safe

• Approval before anything leaves. Recording or marking a payment, emailing a client (an invoice or a reminder), deleting a task or a draft, inviting someone, changing a role or a workspace setting and approving a purchase order only create a proposal: an owner or admin approves it in Clodou. The proposal is checked again against the data at the moment of approval, expires if nobody acts on it and fails instead of running when the records changed in between.
• Undo for ten minutes. Everything else (a client, a quote, an expense, a task, a time entry) is done at once, recorded in the Activity log with the assistant as the actor, and can be taken back for ten minutes from the card in the chat.
• An Activity log of every action: what was done, by whom or by the assistant, when, and whether it was undone or is still waiting for approval.
• No invented amounts. The assistant never makes up a price, a rate or an amount. When one is missing it asks, and a tool that needs a rate refuses to run without one.
• Your permissions, your workspace. Every tool runs with your own account and the database’s row-level security rules, which limit each query to the workspaces you belong to. The assistant cannot read another workspace, and a member cannot approve what only owners and admins may. Our automated tests include checks that one workspace cannot read another’s records.
• Nothing goes out on its own. A receipt photo becomes an editable preview before an expense is created; an email forwarded to a workspace inbox becomes a proposal a member confirms; purchase orders are drafts approved on the Inventory page. The only automatic sending is the payment reminder a workspace explicitly switches on in Settings.
• Bounded runs. A request runs at most eight tool steps, and you can stop a reply at any time.
• Assistant connections you control. Personal access tokens and OAuth connections for the MCP server are bound to one user and one workspace, stored as hashes, limited to 120 requests a minute, and can be revoked at any time in Settings.

4. Accounts and access

• Sign-in. Email and password, or Sign in with Google. Passwords are stored hashed by the authentication server, and a password reset goes through an email link.
• Roles. Each workspace has owners, admins and members. Owners and admins manage billing, invitations and roles and approve the assistant’s proposals; only an owner can hand over ownership. Role changes go through dedicated database functions, never direct writes.
• Hunter BI’s own access. The people who run Clodou use a platform console that shows counts and account metadata (sign-ups, plans, usage, errors), never the content of your documents or conversations, and every action taken there is written to an audit log that cannot be edited. There is no “sign in as a customer” feature.

5. Backups and continuity

• Backups every day and before every release. A full backup of the database and of the uploaded files is taken every day and kept for 30 days, and restoring it is tested. A database dump is also taken before every release, and the previous version of the application is kept, so a release can be rolled back. The copies stay on the same server for now.
• Your data is yours to take. Quotes and invoices download as PDF, and the documents list and the accounting export come out as CSV. Deleting your account removes or anonymises your data within 90 days, except what tax and accounting rules require us to keep (see the Privacy Notice).
• No uptime commitment is published yet, and Clodou has not been audited under SOC 2 or ISO 27001. If your procurement needs a security questionnaire, write to us.

6. What Clodou does not do

• It does not connect to your bank. There are no bank feeds, and Clodou never holds banking credentials.
• It does not store card numbers. Subscription payments are typed on Stripe’s checkout page; Clodou keeps only Stripe’s identifiers. If you print a payment link on your invoices, your clients pay through your own provider, not through Clodou.
• It does not train on your data. Clodou trains no model of its own, and the OpenAI API does not use the data sent to it to train OpenAI’s models (OpenAI’s data controls, read on November 3, 2026).
• It does not read your mailbox. The optional Gmail and Outlook connections can only send the emails you approve.
• It does not run analytics inside the app. Google Analytics runs on the public pages only, and only after you accept it.
• It does not sell personal data or share it for advertising.

7. Reporting a security issue

Email support@clodou.com with what you found and how to reproduce it. We acknowledge every report within two business days and keep you informed until the issue is fixed. Please give us reasonable time to fix it before any disclosure, and do not access other customers’ data while testing.

8. Changes

This page describes what is in production. When a provider or a safeguard changes, we update it and the date above, together with the Privacy Notice.