> ## Documentation Index
> Fetch the complete documentation index at: https://docs.keloa.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Data & privacy

> GDPR controls, data export, contact deletion, and retention policies.

Keloa is built in the Netherlands and hosted in the EU. Everything privacy-related lives in one place: **Settings → Data & privacy**.

## Export data

### Whole workspace

**Export workspace → JSON** and **Export workspace → CSV** return a machine-readable snapshot of contacts, conversations, messages, knowledge sources, flows, and audit log entries. The CSV is a spreadsheet-friendly subset (contacts + conversations); the JSON is the full record.

Both download immediately for typical workspaces; very large workspaces are streamed in chunks.

### Audit log

Admins on the **Scale** plan can export the full audit log as CSV from **Settings → Security → Audit log → Export CSV**. The download streams every privacy action — exports, deletions, retention changes, role updates — with timestamp, actor, target, IP, and a JSON diff of changes. See [Audit log export](/settings/audit-log-export).

### Single contact

On any contact profile → **⋯ → Export contact JSON**. Returns the complete record for that person — used to fulfill GDPR subject access requests.

## Delete a contact

**Data & privacy → Delete contact** — search, select, confirm.

Effects:

* The contact record is deleted.
* Every conversation with this contact is deleted.
* Every message (inbound and outbound) is deleted.
* Files they uploaded are purged from storage (within 24h).
* Audit log retains the deletion event (timestamp, operator) — that stays.

**Irreversible.** We don't retain a hidden copy.

## Retention

Set how long resolved conversations are kept (in days). The setting lives at **Settings → Data & privacy → Retention** and is stored per workspace.

* **0 (default)** — keep forever; nothing auto-deletes.
* **N days** — resolved conversations older than `N` days are removed by a daily job. Pick a value that matches your DPA commitment.

Retention runs daily. Messages, attachments, and any AI metadata on the conversation are removed.

Setting a retention policy **does not** retroactively delete older data. It applies as the cleanup job runs each day. To delete a specific person's data immediately, use **Delete contact**.

## Data residency

* Application data, knowledge vectors, and attachments live in the EU.
* LLM providers (when used) are routed through their EU endpoints where available.
* Zero-retention flags are set with every LLM provider — no prompts or completions are used for provider training.

Full sub-processor list at [keloa.ai/legal/sub-processors](https://keloa.ai/legal/sub-processors).

## Encryption

* **At rest** — AES-256.
* **In transit** — TLS 1.2+.
* **Passwords** — bcrypt, never stored in plaintext.

## Who can do what

| Action                  | Role         |
| ----------------------- | ------------ |
| Export workspace        | Admin        |
| Export single contact   | Admin, Agent |
| Delete contact          | Admin        |
| Change retention policy | Admin        |

## Audit log

**Settings → Security → Audit log** records every privacy action — exports, deletions, retention changes, role changes — with timestamp, operator, and IP. The audit log itself is visible on every paid plan; CSV export is **Scale-only**. See [Audit log export](/settings/audit-log-export) for details and [Security](/settings/security) for retention.

## Legal

Process docs, DPA templates, and sub-processor lists live at [keloa.ai/legal](https://keloa.ai/legal). Contact [privacy@keloa.ai](mailto:privacy@keloa.ai) for DPA requests or anything not answered above.