Security & data
See how ProcessScout handles client evidence: where it is hosted, who can access it, how AI processes it and what happens when you need it removed.
Current service facts · Reviewed October 4, 2026
Hosting & protection
Application hosting and AI processing are separate parts of the service. A US-hosted application does not mean every connected provider processes data in the same region.
Understand the boundaries
AI analysis uses project context to help investigate the work. Privacy controls, model selection and training consent determine how that context is handled.
The default balanced setting masks detected personal information in AI-bound text, including names, contact details and payment identifiers. Projects can use different settings; full-detail mode disables this masking. Detection is not a guarantee that every sensitive detail is removed.
Project data is excluded from ProcessScout training-dataset assembly unless an administrator grants training consent. AI interactions and redacted traces may still be retained to operate and review the service.
Anthropic’s Claude is the primary AI provider for analysis and drafting. Sarah’s written answers use OpenAI, voice calls use xAI’s Grok, and search indexing runs on servers we operate. Provider selection can vary by feature or customer configuration.
Anthropic’s commercial terms say it does not train its models on inputs or outputs from its commercial API by default. Provider retention for abuse monitoring follows Anthropic’s published terms; zero-data-retention requires a confirmed provider arrangement and is not asserted for the standard ProcessScout service.
Read Anthropic’s commercial termsProvider transparency
These are the core providers described below. Additional connections and customer-configured AI providers can introduce other processors; confirm the full processing schedule for your engagement.
| Provider | Purpose | Data involved |
|---|---|---|
| DigitalOcean | Application hosting and file storage | Application records and uploaded evidence. New York infrastructure; Spaces NYC3. |
| Anthropic (Claude) | Primary AI analysis, extraction and drafting | Context sent for model processing under the selected privacy controls and provider terms. |
| OpenAI | Sarah’s written answers and company research | Context sent for model processing under the selected privacy controls and provider terms. |
| xAI / Grok | Voice conversations with Sarah | Live call audio and the context needed to answer it, under the selected privacy controls and provider terms. |
| ProcessScout-operated GPU servers | Search indexing (embeddings) and image reading | Text and images processed on infrastructure we operate; not sent to a third-party model provider for these steps. |
| Stripe | Subscription and assessment payments | Checkout, billing and payment information. |
| Revvalo | Website inquiries, chat and optional analytics | Contact details and conversations; analytics follow your website privacy choice. |
Connected business systems, email delivery and other configured services are additional parts of the processing review. This summary is not an exhaustive contractual subprocessor register.
Request the processing details for your scopeRetention & exit
Project content, recordings, audit records and backups have different lifecycles. Agree the required retention and deletion scope for your workspace.
Retain evidence and working documents for the purpose and period agreed for your workspace. There is no universal 30- or 90-day deletion promise across the platform.
Recording retention is configurable. A recording without a configured retention policy does not inherit an automatic deletion deadline; set the policy for the work you capture.
The application’s default audit-log retention is 365 days and can be configured by organization. Audit records have a separate lifecycle from source evidence.
Recording deletion tracks removal from storage. Organization closure begins with soft deletion and a seven-day grace workflow before permanent deletion. That grace period is not a promise that every copy is erased on day seven.
Source deletion, removal of derived material and backup expiry are distinct steps. Confirm the scope and completion schedule in writing when you need a specific deletion commitment.
A person to talk to
For a client security review, processing agreement or deletion request, contact [email protected]. Include your organization and the requirement; leave confidential evidence and credentials out of the initial message.
A little transparency
We use Revvalo analytics to understand interest in ProcessScout and make follow-up more useful. You decide whether to allow it.
Read our privacy notice