Publisher-approved document version

AIVANA Decision Intelligence – Privacy and data flow

Document version 0.16.1 · 2026-10-17.

Version 0.16.1 dated 17 October 2026.

Contacts and roles

Aivana GmbH, Paulusstr. 45a, 33602 Bielefeld, info@aivana-gmbh.ai. Aivana acts as controller for its own contract, invoice and support data. For Azure project sources stored on behalf of customers, Aivana acts as processor; the customer determines the purpose, people and permitted content. A data processing agreement is required before processing real customer sources.

Processing in the browser

The Azure SDK and Azure REST APIs load only projects and work items accessible to the signed-in person. Local rule analyses, interface conflicts, change scenarios, acceptance indications and widgets run in the browser. Work-item text is not transferred to Aivana or Cloudflare during these operations. Personal finding states, settings and any personal legacy history reside in local browser storage and can be removed using its deletion function. Microsoft provides Azure DevOps under the customer's account.

Shared team service

Only after explicit connection does the extension send organisation/project IDs and a short-lived Azure access token via HTTPS to the named Cloudflare Worker. On every request, the token verifies current identity and project access; it is neither stored in D1 nor logged by the application code. Verified user IDs, display names, roles, role events and licence assignments are stored.

When documenting a decision, the Worker reloads the current Azure sources and stores the decision, rationale, server time, author ID and frozen text, including descriptions, acceptance criteria, assignments, states, dependencies and test/acceptance documentation. These are personal or confidential data when the sources contain such data. Readers can access all stored sources of the activated project, even if subsequent Azure area permissions differ. Every request still requires current Azure project access and an explicit AIVANA role.

Hosting, recipients and transfers

The existing service uses Cloudflare Workers and a Cloudflare D1 database with EU jurisdiction. This does not promise exclusively European processing of all traffic/account data. Cloudflare processes technically necessary connection data; Microsoft receives Azure authentication and read requests. For commercial operation, the relevant contracts, subprocessors and any third-country transfer safeguards must be recorded in the data processing agreement. Applicability of the Cloudflare DPA to the specific operator account must be confirmed before processing real customer sources. This edition does not transfer work-item content to AI, search, advertising or payment services.

Purposes, retention and rights

Contract and support data serve contract initiation, performance and administration; legally required invoice retention remains reserved. Project sources are stored on instructions for decision traceability and renewed source checks. The application does not automatically overwrite or delete history. After contract end, return and deletion are carried out with the customer; the data processing agreement describes deadlines and backups. Licence expiry alone does not delete data.

For project sources, data subjects should first contact their employer or the responsible customer. Aivana supports the customer with access, rectification, erasure, restriction and data portability. For Aivana's own contract/support data, these rights may be exercised directly with Aivana. The right to complain to a competent data protection supervisory authority remains unaffected.

Safeguards and transparency

HTTPS, server-side identity/project checks, explicit project binding, roles, expiry checks, bounded requests/snapshots, atomic additions and hash chaining protect application operation. Role and source access are not public. This extension has no tracking cookies or advertising analytics. Security incidents and deletions are handled under the operator handbook. Backups contain the same confidential sources and are separately access-restricted.