Privacy and security: what Quilane holds and how access works
Quilane is the steering cockpit for your organisation's AI transformation. This page is for your DPO, CISO, HR and works council, and describes Quilane as it will be at launch. No conversation content is stored. Employees appear in usage only under pseudonymised identifiers. At launch, people sign in with their organisation's Microsoft account (Google Workspace sign-in is planned), and the data is hosted in the European Union.
At a glance
A summary you can paste into an internal note. Most rows are explained further down this page.
| Topic | At launch |
|---|---|
| Conversation content | Not stored |
| Employee identifiers | Pseudonymised in usage |
| Small groups | People counts under a minimum group size are never shown to viewers |
| Personal view | My AI: each employee sees only their own; optional |
| Sign-in | Microsoft. Google Workspace: planned |
| Leaving the organisation | Access ends when the organisation disables the account |
| Roles | Chair, ambassador, viewer; enforced on the server |
| Change log | Records who changed what, when, from and to |
| Client separation | Each client's data isolated from every other client's |
| Hosting | In the European Union |
| Setup | By the organisation's own Microsoft administrator, in its own directory |
| Data in | Standardised files prepared by the organisation |
| AI register | Not an AI register. Quilane complements the one you keep |
| Data out | Excel and CSV, with spreadsheet formulas neutralised |
Privacy: what is stored and what is not
No conversation content
No conversation content is stored. Quilane works from usage records: who used an AI tool, when, and for which activity. It does not hold what people typed or what the AI answered.
Pseudonymised identifiers
Employees appear in usage only under pseudonymised identifiers.
Small groups hidden from viewers
People counts under a minimum group size are never shown to viewers. The Used maturity reading is never shown when it rests on fewer than 5 people, to anyone, the council included. People who turn on "Hide my usage" are excluded from it.
My AI: private to each employee
In My AI, each employee sees their own adoption, time saved and maturity, and nobody else does. It is optional: each employee can hide their usage at any time. Quilane opens My AI per organisation, after its impact assessment, works council information and employee notice.
What comes in
Usage arrives in standardised files. Your organisation prepares them, with generated prompts, from its AI tools' exports, which list the user, the date and the activity.
Kept apart from other clients, hosted in the European Union
Your organisation's data is isolated from every other client's data. Quilane is hosted in the European Union.
Access and accountability
Sign-in
At launch, people sign in with their organisation's Microsoft account. Google Workspace sign-in and directory are planned (see Planned, below).
Leavers lose access
Access ends when your organisation disables the account.
Roles enforced on the server
There are three roles: chair, ambassador and viewer. The three roles are enforced on the server.
Change log
The change log records who changed what, when, from and to.
Setup, imports and exports
Your organisation sets Quilane up, prepares the files that go in, and takes data out as spreadsheets.
Setup: A Microsoft administrator at your organisation registers the app in your own directory and creates your organisation's space.
In: Usage, costs and new use case proposals are imported through standardised files. Imports are file based. Quilane does not sync automatically with Microsoft 365 or other tools.
Out: Exports to Excel and CSV, with spreadsheet formulas neutralised.
Planned
These items are planned. They are not part of Quilane at launch.
- Client held encryption keys.
- Storage in the client's own environment, as an option per client.
- Google Workspace sign-in and directory.
- A per-person view for the council, behind the same conditions as My AI. People who hide their usage never appear in it.
Bring your reviewers' questions to a demo
Request a demo, and bring the questions your DPO, CISO, HR and works council will ask.