Governance and security

Where your data goes

What	Where it is handled	What we keep
The pages you read on this site	Our hosting provider, and Google Analytics, which counts anonymously for everyone and stores nothing until you accept	Visit counts. No documents
The enquiry form	Our form and email provider, then HubSpot, where we keep enquiries	Your details and our conversation, until you ask us to delete them
The live demo on this site	Our server, then the model that reads what you sent	Nothing. It is not written to disk
An agent running for a client	Your system triggers it, our infrastructure does the work, your system receives the result	The log of each run, in plain language
The text an agent sends to the model	Claude, made by Anthropic, reached through OpenRouter	Nothing on our side beyond that log

The suppliers we use: hosting and email providers for this site, HubSpot for enquiries, and Claude from Anthropic, reached through OpenRouter, for the model. The same list goes into your proposal before any work starts.

How agents handle your data

Something happens in your systems: an email arrives, a form is submitted, a file lands in a folder, a record changes. That is what triggers the agent.

A small connector on your side sends the agent what it needs for that one task, and nothing else. The agent does the work on our infrastructure. Where that work runs, and which model reads your documents, are named in the proposal for each agent. The result comes back into the tool you already use: a line in your sheet, a draft in your inbox, a record updated.

We do not build a second copy of your database. There is no screen on our side where your records can be browsed.

Every run is logged in plain language: what came in, what the agent did, what it wrote back, and what it held for you to approve. You can read that log.

The connections between your systems, our infrastructure and the model are encrypted.

The live demo

The demo on this site asks who you are, then runs on files you choose or on sample data we made up.

What you send goes to our server and straight to the model that reads it. It is not written to disk. There is no copy to delete afterwards.

The result exists in your browser. Close the tab and it is gone.

Your contact details are the exception. They go to our CRM, because that is how we come back to you. Ask us to delete them and it is done the same day, with confirmation in writing.

If a document is too sensitive to send, do not send it. Bring it to the call and we run it on your screen instead.

Access

Building anything useful means reaching into some of your systems, so this is worth reading before you decide.

Named accounts. The person doing the work gets access on a named account of their own. Never a shared login, never your password.
The least access that does the work. The one folder, the one inbox label, the one sheet, the one record type. Not an administrator account.
You grant it and you remove it. From your own screens, in one click, without going through us and without waiting for us.
Nothing that can move money. We do not ask for access that would let a build move money out of your bank. If a design seems to need it, the design is wrong and we change it.
Credentials. Keys and passwords live in a secret manager, never in a document and never in a message.
It ends when the work ends, unless an agent we run for you still needs it.
Written down. Every connection is documented: what talks to what, which account it uses, what it is allowed to touch.

Governance

Swann Digital Solution is the company behind this site and behind every build. It is registered in South Africa. Company registration details are available on request.

Send us your NDA and we sign it. If you do not have one, ask and a short one comes back within two working days.

Ask for a data processing agreement and we sign that too.

What is written on this page goes into your proposal as terms: the suppliers named above, the access rules, the deletion commitments, and who to contact when something goes wrong.

One person is accountable for each build. You are told who before the work starts.

POPIA and GDPR

We work to POPIA in South Africa and to the GDPR in Europe.

Purpose. Information is used for the reason you gave it and nothing else. An enquiry gets answered. A demo file gets processed for the demo.
Minimum. We ask for as little as the work needs, and an agent gets only what that one run needs.
Deletion. Ask and we delete, then confirm in writing. No form to fill in and no reason needed.
If personal information is exposed. We tell you, and we notify the Information Regulator as POPIA requires. We do not wait to be asked.
Requests and complaints. Email [email protected]. You can also complain to the Information Regulator in South Africa, or to your supervisory authority in the EU.

What we do not claim

We are not SOC 2 audited. We are not ISO 27001 certified. There is no badge on this page, because we have not earned one.

If your business, or a customer of yours, needs a certified supplier for a particular piece of work, say so early. We will tell you plainly whether we fit, or whether that piece belongs with someone who holds the certificate while we build around them.

If something goes wrong

Email [email protected] or phone +27 73 932 6852. A person answers.

You get four things: what happened, what data was involved, what we have already done about it, and what you should do on your side.

An agent behaving unexpectedly is handled the same way. A build can be switched off in minutes. We can do it, and so can you, by removing the access in your own screens.

Questions

Keep reading