Advanced Data Protection Mode - ISMS Copilot

Overview

Advanced Data Protection Mode gives you control over where your AI conversations are processed and how long AI providers retain your data. When enabled, all conversations use EU-based AI processing with zero data retention. When disabled, conversations use US-based AI providers with 30-day data retention.

First Login: Automatic Privacy Defaults

New accounts may have Advanced Data Protection enabled automatically based on the detected interface language. If your browser is set to German or Dutch when you create your account, ISMS Copilot enables Advanced Data Protection by default to align with stricter EU privacy expectations common in those regions.

Why Automatic Defaults

Users in Germany and the Netherlands often have stronger data protection requirements due to national privacy cultures and regulatory environments. Enabling Advanced Data Protection automatically for these users ensures EU-only processing and zero AI provider retention from the very first conversation, reducing the risk of inadvertent US-based processing during initial use.

Reviewing Your Setting

You can verify whether Advanced Data Protection is enabled in Settings → Data Protection. If the toggle is ON, your account was initialized with EU-only processing. If you prefer US-based processing with 30-day AI provider retention, you can disable it there.

Who This Is For

This feature is for:

• Organizations with strict EU data residency requirements

• Compliance teams subject to GDPR or EU privacy regulations

• Consultants handling highly sensitive client data

• Users who want maximum privacy and zero AI provider data retention

• Anyone concerned about data sovereignty and cross-border data transfers

How Advanced Data Protection Works

Two Processing Modes

Advanced Data Protection OFF (Default Mode)

• AI Provider routing varies by plan: See the Register of Processing Activities (Trust Center) for current routing by plan type.

• Processing Location: Varies — see Trust Center for details

• Data Retention by AI Providers: Up to 30 days for abuse monitoring (paid plans)

• Privacy Commitment: API data is NOT used for AI model training

Advanced Data Protection ON (EU-Only Mode)

• AI Provider: Mistral AI (EU-based)

• Processing Location: European Union (100% EU processing)

• Data Retention by AI Provider: Zero (no retention agreement)

• Use Case: Maximum privacy, EU data sovereignty requirements, highly sensitive data

• Privacy Guarantee: No data retention by AI provider; processed in real-time only

What Changes Between Modes

Aspect

Default Mode (OFF)

Advanced Protection (ON)

Chat AI Provider

xAI/OpenAI/Anthropic (US-based)

Mistral AI (EU-based)

Document Detection Model

OpenAI GPT-4.1 (US)

Mistral magistral-medium-2509 (EU)

Document Generation Model

xAI Grok (US)

Mistral magistral-medium-2509 (EU)

Processing Location

United States

European Union

AI Provider Data Retention

30 days (temporary cache)

Zero (no retention)

Your Database Storage

EU (Frankfurt) - user-controlled retention

EU (Frankfurt) - user-controlled retention

AI Model Training

NOT used for training

NOT used for training

Plan Availability

All users (Free + Premium)

All users (Free + Premium)

Current AI Provider Information

For authoritative, up-to-date information about AI provider routing by plan type and Advanced Data Protection setting, see the canonical legal documents on our Trust Center:

• Register of Processing Activities — complete AI routing documentation

• Data Processing Agreement — sub-processor list and retention details

AI provider arrangements may change over time. The Trust Center documents are updated whenever changes occur, while help center articles may lag behind.

How to Enable Advanced Data Protection

Prerequisites

• Active ISMS Copilot account (Free or Premium)

• No special permissions required—available to all users

Compatibility

• Plans: All plans (Free, Individual, Team)

• User Roles: All authenticated users

• Feature Status: Production (January 2025)

Steps to Enable

1. Click the user icon (top-right corner of the screen)

2. Select Settings from the dropdown menu

3. In the left sidebar, click the Data Protection tab (shield icon)

4. You can adjust your Data Retention Period in this tab (1 day to 7 years or "Keep Forever")

   When reducing your retention period, you'll see a confirmation dialog: "Confirm Data Retention Change - All messages older than the new retention period will be permanently deleted. This action cannot be undone. Are you sure you want to proceed?" Click "Delete Old Messages" to confirm or "Cancel" to abort.

5. Scroll to the Advanced Data Protection section

6. Toggle the switch to ON (enabled position)

   • You'll see confirmation text: "When mode is ON, AI processors don't retain any data."

7. Click the Save Settings button at the bottom of the dialog

Expected result: A success toast notification appears confirming "Settings updated successfully." All new conversations will now use Mistral AI with EU-only processing and zero data retention.

How to Disable (Return to Default Mode)

1. Click the user icon → Settings

2. Navigate to the Data Protection tab

3. Toggle the Advanced Data Protection switch to OFF

   • Confirmation text: "When mode is OFF, AI processors retain data for 30 days."

4. Click Save Settings

Expected result: New conversations will use xAI/OpenAI models with US processing and 30-day retention.

Verify Your Protection Mode

Check Current Setting

1. Open Settings → Data Protection tab

2. Look at the Advanced Data Protection toggle position:

   • ON (right position): EU-only processing (Mistral), zero retention

   • OFF (left position): US processing (xAI/OpenAI), 30-day retention

3. Review the descriptive text below the toggle to confirm the active mode

Important Limitations

Not Retroactive

The setting only affects NEW messages:

• Conversations sent before enabling Advanced Data Protection were already processed by the previous AI provider

• Changing the setting does NOT retroactively change how past messages were processed

• Only messages sent AFTER toggling the setting will use the new processing mode

No Automatic Failover in EU-Only Mode

Advanced Data Protection Mode does not support automatic provider failover:

• In default mode, ISMS Copilot has automatic failover from Anthropic (primary) to OpenAI (backup) for chat conversations when the primary provider experiences outages

• This failover mechanism applies ONLY to default mode (US-based providers). No failover exists for xAI Grok (document generation) or for other providers

• When you enable Advanced Data Protection (EU-only mode), you use Mistral AI exclusively

• Mistral is currently our only EU-based provider, so we have no EU backup provider for failover

• If Mistral experiences an outage, EU-only users may encounter service disruption until Mistral recovers

Why This Trade-off Exists:

The primary benefit of Advanced Data Protection is ensuring 100% EU processing with zero AI provider retention. Adding failover would require a second EU provider with equivalent zero-retention agreements. Until we secure such a provider, EU-only users accept slightly lower availability in exchange for maximum data protection.

If uptime is critical: Consider whether your data residency requirements truly mandate EU-only processing, or whether default mode (with 30-day US retention but automatic failover) is acceptable for your compliance needs.

Account-Wide Setting

• Scope: The setting applies to ALL your conversations across all workspaces

• No per-workspace control: You cannot use EU processing for some workspaces and US processing for others

• No per-message control: Every new message uses the currently active mode

Settings Must Be Saved

• Toggling the switch alone does NOT activate the change

• You MUST click "Save Settings" to apply the new mode

• If you close the Settings dialog without saving, your toggle change will be lost

• No confirmation prompt when closing unsaved settings

When to Use Each Mode

Use Advanced Data Protection ON (EU-Only) When:

• EU data residency is mandatory: Your organization or client requires all data processing to occur within the EU

• Handling highly sensitive data: Compliance audits, security incidents, confidential client information

• GDPR strict interpretation: You want to minimize cross-border data transfers

• Zero retention requirement: Your policies prohibit ANY data retention by third-party AI providers

• Public sector or regulated industries: Government, healthcare, financial services with strict data sovereignty rules

• Client contracts require it: Specific contractual obligations for EU-only processing

Use Default Mode OFF (US Processing) When:

• EU-only processing is not required: Your work doesn't have specific geographic processing restrictions

• General compliance work: Standard policy drafting, risk assessments, documentation

• 30-day retention is acceptable: Temporary AI provider retention doesn't conflict with your policies

• Performance considerations: You prefer the default AI models for specific use cases

Data Retention Clarification

Two Separate Retention Concepts

1. ISMS Copilot Database Retention (User-Controlled)

• What it is: Your conversation history stored in ISMS Copilot's EU database

• Location: Frankfurt, Germany (AWS EU-Central-1)

• Control: YOU control this via Settings → Data Retention Period (1 day to 7 years or forever)

• Applies to both modes: This setting works the same regardless of Advanced Data Protection mode

2. AI Provider Retention (What Advanced Data Protection Controls)

• What it is: How long the AI service (xAI/OpenAI/Mistral) keeps a copy of your messages during processing

• Default Mode (OFF): xAI/OpenAI retain data for 30 days in their processing cache

• Advanced Protection (ON): Mistral has ZERO retention—data is processed in real-time and immediately discarded

• Purpose: AI providers use temporary retention for abuse monitoring and service improvement (NOT training)

Combined Retention Example

Scenario: Consultant with 90-day ISMS Copilot retention + Advanced Data Protection ON

Storage Location

Retention Period

Purpose

ISMS Copilot Database (EU)

90 days

Your conversation history for reference

Mistral AI Provider (EU)

Zero (no retention)

Real-time processing only

Result: Your conversation is available in ISMS Copilot for 90 days (your setting), but Mistral AI never retains a copy—it's processed once and discarded immediately.

GDPR and Privacy Implications

Advanced Data Protection and GDPR Compliance

Data Controller Responsibilities

• You (the user) remain the data controller for any personal data you input into ISMS Copilot

• ISMS Copilot and the AI provider act as data processors

• You must have legal basis to process personal data before uploading it

• Advanced Data Protection helps you meet GDPR data residency and minimization principles

Content Moderation Override (Safety Exception)

Why Advanced Data Protection Has a Safety Exception

Even with Advanced Data Protection enabled (zero retention mode), ISMS Copilot performs automated content moderation on all chat messages to detect prohibited content such as violence, illegal activity, child sexual abuse material (CSAM), and other harmful content. This is required by:

• EU Digital Services Act (DSA): Mandates proactive measures to prevent illegal content distribution

• GDPR Article 6(1)(f): Legitimate interest in protecting users, preventing crime, and complying with legal obligations

• NIS2 Directive: Cybersecurity incident detection and reporting requirements

• French law (company domicile): Obligations to report and preserve evidence of certain illegal content

How the Override Works

• All messages screened: Every chat message (regardless of ADP mode) is sent to a content moderation API (Mistral AI for moderation)

• Flagged content stored longer: If content is flagged as harmful, the message text and metadata are stored for up to 1 year (not zero retention)

• Non-flagged content: Only metadata and moderation scores are stored for 30 days (no content stored)—then permanently deleted

• Admin webhook alerts: Flagged content triggers immediate webhook notifications to workspace administrators with message previews—this overrides Advanced Data Protection's zero-sharing policy for safety reasons

• EU storage: Moderation event data is stored in ISMS Copilot's EU database (Frankfurt), not shared with AI providers beyond the moderation check itself

Legal Basis

This processing relies on legitimate interest (GDPR Article 6(1)(f)):

• Legitimate interest: Preventing platform abuse, protecting users from harmful content, complying with EU safety regulations (DSA, NIS2), and fulfilling legal reporting obligations

• Necessity: Automated moderation is essential to detect prohibited content at scale without manually reviewing every message

• Balancing test: User privacy impact (brief moderation check + conditional storage) is outweighed by the compelling need to prevent serious harms (illegal content distribution, child safety, security incidents)

What This Means for You

• Normal use unaffected: Legitimate compliance conversations are NOT flagged. For non-flagged messages, only metadata and moderation scores are stored (no content) for 30 days

• Prohibited content stored: If you send content flagged as harmful (even accidentally, e.g., pasting incident evidence), that message may be stored for 1 year and shared with admins

• Moderation audit trail: Metadata from all moderation checks (flagged or not) is logged for 30 days for security monitoring and compliance auditing

• No change to transparency: This exception is disclosed in our Privacy Policy, Register of Processing Activities, and this article

Data Processing Agreement (DPA) Implications

Default Mode (OFF):

• Data processors include: ISMS Copilot (EU), xAI (US), OpenAI (US)

• Cross-border data transfer: YES (EU to US for AI processing)

• Standard Contractual Clauses may apply for EU-US transfers

• AI provider 30-day retention must be documented in your RopA

Advanced Protection (ON):

• Data processors include: ISMS Copilot (EU), Mistral AI (EU)

• Cross-border data transfer: NO (100% EU processing)

• No US data transfer mechanisms needed

• Simpler GDPR compliance documentation

• Zero AI provider retention strengthens data minimization compliance

Update Your Register of Processing Activities (RopA)

If you enable Advanced Data Protection, update your RopA to reflect:

• Sub-processor change: Mistral AI (EU) instead of xAI/OpenAI (US)

• Data location: 100% EU processing (no US transfer)

• Retention period: Zero retention by AI provider

• Transfer mechanisms: None required (EU-only processing)

See our Register of Processing Activities article for guidance on documenting AI provider changes.

Best Practices

For Compliance Consultants

• Enable by default for EU clients: Turn on Advanced Data Protection when working with European organizations

• Disclose in client contracts: Inform clients that you use EU-based AI with zero retention

• Document in DPAs: Include Mistral AI as a sub-processor in your data processing agreements

• Client-specific toggling: Switch modes based on each client's data residency requirements

• Verify before sensitive work: Always check your current setting before handling highly confidential data

For Organizations

• Establish company policy: Decide whether to mandate Advanced Data Protection for all users

• Train your team: Ensure all users understand the difference and know how to toggle the setting

• Update compliance documentation: Reflect the chosen mode in your ISMS, privacy policies, and RopA

• Regular audits: Periodically verify users are using the correct mode for your compliance requirements

For Highly Sensitive Data

• Always enable Advanced Data Protection when working with:

  • Security incident investigations

  • Personal data of EU residents

  • Confidential audit findings

  • Proprietary business information

  • Healthcare or financial data

• Consider anonymization: Even with zero retention, anonymize sensitive identifiers before uploading

• Combine with short retention: Use Advanced Data Protection + short ISMS Copilot retention (e.g., 30 days) for maximum privacy

Troubleshooting

Settings Not Saving

Symptom: Toggle switch reverts to previous position after closing Settings dialog

Likely cause: You didn't click "Save Settings" button

Resolution:

1. Open Settings → Data Protection tab

2. Toggle Advanced Data Protection to desired position

3. Click "Save Settings" at the bottom of the dialog

4. Wait for "Settings updated successfully" toast notification

5. Close the dialog

Unsure Which Mode Is Active

Symptom: You don't know whether Advanced Data Protection is currently enabled

Resolution:

1. Click user icon → Settings

2. Navigate to Data Protection tab

3. Check the toggle position and descriptive text

4. ON = EU-only (Mistral), zero retention

5. OFF = US (xAI/OpenAI), 30-day retention

Past Conversations Still Showing

Symptom: After enabling Advanced Data Protection, you're concerned about conversations sent before the change

Explanation: This is expected behavior—Advanced Data Protection is NOT retroactive

What happened:

• Conversations sent before enabling were already processed by xAI/OpenAI (US, 30-day retention)

• Those messages remain in the AI provider's 30-day retention window

• Only NEW messages after enabling use Mistral (EU, zero retention)

If this is a concern:

• Wait 30 days after enabling—past messages will be purged from xAI/OpenAI cache

• For immediate privacy: Delete old conversations in ISMS Copilot to remove them from your own database

• Start fresh conversations in new workspaces for maximum privacy assurance

Save Failed Error

Symptom: Error toast: "Failed to update settings"

Likely causes:

• Network connectivity issue

• Temporary server problem

• Session expired

Resolution:

1. Check your internet connection

2. Refresh the page and log in again if prompted

3. Try toggling and saving again

4. If problem persists, contact support through Help Center

Frequently Asked Questions

Does Advanced Data Protection affect my existing conversations?

No. The setting only affects NEW messages sent after you enable it. Past conversations were already processed according to your previous setting and cannot be retroactively changed.

Can I use different modes for different workspaces?

No. Advanced Data Protection is an account-wide setting. When enabled, ALL new messages across ALL workspaces use EU-only processing. You cannot selectively apply it to specific workspaces.

Is there a performance difference between the two modes?

Both modes deliver high-quality AI responses. Specific performance characteristics may vary slightly between AI models (xAI/OpenAI vs Mistral), but both are optimized for compliance work. The choice should be driven by privacy and data residency requirements, not performance.

Does this setting affect my ISMS Copilot data retention period?

No. Your ISMS Copilot data retention setting (configured separately in Settings → Data Protection → Data Retention Period) continues to work the same way regardless of Advanced Data Protection mode. That setting controls how long YOUR conversation history is stored in the EU database.

Will I be notified if the AI provider changes?

ISMS Copilot will notify users at least 30 days before making material changes to AI providers or data processing arrangements. Check your email and in-app notifications for updates.

Does Advanced Data Protection cost extra?

No. Advanced Data Protection is available to all users at no additional cost, regardless of whether you're on a Free or Premium plan.

If I toggle this frequently, does it cause problems?

You can toggle Advanced Data Protection as often as needed without causing issues. Each new message will use whichever mode was active when you clicked "Save Settings" before sending that message. However, frequent switching makes it harder to track which messages were processed by which provider.

What happens to uploaded files?

Uploaded files (PDF, DOCX, XLSX) are stored in ISMS Copilot's EU-based storage regardless of Advanced Data Protection mode. The AI provider processes file content according to the active mode (US with 30-day retention vs EU with zero retention), but the original files remain in EU storage.

What's Next

• Learn about Data Privacy & GDPR Compliance in ISMS Copilot

• Review Security & Data Protection Overview for comprehensive security details

• Update your Register of Processing Activities to reflect your chosen mode

• Read How to Use ISMS Copilot Responsibly for data handling best practices

• Configure your data retention period for conversation history

Getting Help

For questions about Advanced Data Protection:

• Review our Security Collection for detailed privacy and security documentation

• Contact support through the Help Center menu for assistance with settings

• Check the Status Page if you experience issues saving settings

• Include "Advanced Data Protection" in your support request for priority routing