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meloki

Data Protection Impact Assessment​

meloki is a locally deployable AI platform that enables organizations to use artificial intelligence while maintaining control over their data and IT infrastructure. Data processing can take place entirely on customer-owned hardware or within a private cloud environment controlled by the customer.

To support organizations in conducting a Data Protection Impact Assessment (DPIA) in accordance with Article 35 of the General Data Protection Regulation (GDPR), the following sections provide an overview of the technical and organizational measures (TOMs) and the fundamental data processing activities associated with meloki.

Whether a DPIA is required depends on the specific use case, the categories of data processed, and the potential risks to the rights and freedoms of individuals. Assessing the need for a DPIA and carrying it out, where necessary, is generally the responsibility of the respective operator.

For questions regarding the technical data protection features of meloki, please contact your designated meloki partner or reach out to us at datenschutz@secudos.de.

Technical and Organizational Measures (TOMs)​

1. Physical Access Control​

meloki is generally operated within the customer's own IT infrastructure or a hosting environment selected by the customer. Physical access control for servers, network equipment, and storage systems is therefore the responsibility of the respective operator.

When meloki is provided as a hardware appliance, it operates within the customer's IT infrastructure. SECUDOS does not have physical access to production systems operated by customers as part of normal service delivery.

2. System Access Control​

Access to meloki is protected by user authentication. User accounts and their permissions are managed within the respective installation.

meloki supports Role-Based Access Control (RBAC), allowing administrative permissions to be separated from regular user access. Depending on the configuration, additional authentication mechanisms may be available.

The operator is responsible for managing user accounts, establishing appropriate password policies, and disabling accounts that are no longer required.

3. Data Access Control​

meloki enables the separation of administrative functions from the regular use of AI services. Through user and permission management, the operator can determine which users have access to specific features, AI models, and available content.

Depending on the capabilities of the respective components, additional permissions can be configured for shared features and knowledge bases.

The operator is responsible for assigning access rights according to organizational requirements and regularly reviewing existing permissions.

4. Data Transmission Control​

Communication between users and meloki can be secured using encrypted HTTPS connections (TLS). The platform supports the integration of custom TLS certificates and the management of secure connections.

Within the platform, individual services communicate through defined interfaces and internal network connections.

The operator is responsible for configuring network communication according to the organization's security requirements. This includes securing publicly accessible interfaces, restricting administrative access, and implementing appropriate firewall rules.

When configured for fully local operation, meloki does not require connections to external AI cloud services to process AI requests.

5. Input Control and Logging​

meloki provides features for monitoring and logging technical and administrative activities. Through AdminPACK, security-related system events and administrative operations can be reviewed to the extent supported by the respective components.

Additional logging capabilities may be provided by individual services, such as user management systems or the underlying operating system.

The type of events recorded, access to log data, and retention periods depend on the respective configuration.

Logging primarily supports troubleshooting, system security, and the traceability of administrative changes. These functions do not automatically provide complete, audit-proof logging of all user activities or AI interactions.

6. Availability Control​

meloki supports backup and restoration of its configuration and designated application data. Corresponding backup and restore functions can be managed through AdminPACK.

Depending on the software version, different backup destinations may be available, including local and external storage locations.

The operator is responsible for regularly performing and verifying backups.

In addition, meloki supports monitoring of important system resources, including CPU, memory, and GPU utilization.

The actual availability of the platform depends on the hardware, network infrastructure, and system configuration used.

7. Separation of Data and Processing Purposes​

meloki allows different users, user groups, AI models, and application features to be managed within a single installation.

Data and processing purposes can be separated through user permissions, individual knowledge bases, and the configuration of the respective applications.

The operator must ensure that users can only access information required for their authorized purposes.

Creating separate user groups does not automatically provide complete technical tenant isolation. Additional technical or organizational measures may be necessary to achieve the required level of separation.

8. Data Protection by Design and by Default​

meloki is designed to operate within a controlled IT environment. This allows organizations to determine where their data is processed and which systems are permitted to access it.

Unlike AI solutions that rely exclusively on cloud services, meloki does not require user requests or company documents to be transmitted to external AI providers for its core functionality.

However, actual compliance with data protection requirements depends on how the platform is configured and used. In particular, the selection of AI models, configuration of external interfaces, assignment of access permissions, and definition of retention periods must be managed by the operator.

Support for Data Protection Impact Assessments​

The technical and organizational measures described above can serve as a foundation for evaluating the intended use of meloki.

When conducting a DPIA, organizations should particularly consider the following aspects:

  • Nature and scope of the personal data being processed
  • Purpose and legal basis of the respective AI application
  • AI models used and their specific processing characteristics
  • Processing of confidential or particularly sensitive information
  • Integration of documents, knowledge bases, and external data sources
  • User permissions and access rights
  • Storage and deletion of chat histories and documents
  • Use of speech processing and transcription
  • Integration of external AI services or automated workflows
  • Risks arising from inaccurate, incomplete, or unintended AI-generated outputs
  • Options for human review and oversight of AI-generated results

Using meloki does not automatically require an organization to conduct a DPIA. Whether a DPIA is necessary must be assessed based on the specific processing activities and the associated risks.

This information is intended to provide technical guidance and does not replace an individual legal or data protection assessment.

Data Protection​

Product Information​

  • Manufacturer: SECUDOS GmbH (https://www.secudos.de)
  • Product: meloki
  • Product Type: Locally deployable AI platform
  • Deployment: On-premises or private cloud
  • Delivery: Hardware appliance or software installation, depending on the selected product model
  • Operating System: DOMOS or the Linux-based system environment provided for the respective meloki version
  • Administration: meloki AdminPACK
  • User Interface: Open WebUI and other integrated applications, where applicable

Product Description​

meloki is a modular AI platform designed for the professional use of artificial intelligence in businesses and organizations. The solution enables the use of Large Language Models (LLMs), the processing of documents and organizational knowledge, and the integration of various AI-powered applications and automation workflows.

One of meloki's key features is the ability to run AI models directly on customer-owned hardware or within a controlled private cloud environment. This enables organizations to process their data within their own infrastructure without necessarily transferring it to external AI providers.

meloki combines several software components, including AI runtime environments such as Ollama, user interfaces such as Open WebUI, and optional services for document processing, knowledge management, speech processing, and automation.

The central setup, configuration, and administration of the platform are handled through meloki AdminPACK. The exact combination of components depends on the respective version and configuration of the platform.

How Does meloki Process an AI Request?​

During a typical AI interaction, the user first signs in through the provided user interface and selects an available AI model. The user can then submit a question, enter text, or provide additional content such as documents and images.

The request is forwarded to the appropriate AI component within the meloki installation. When locally hosted AI models are used, processing takes place directly on the available hardware. The AI model generates a response based on the information provided, which is then returned to the user interface.

Depending on the configuration, additional features may be involved. One example is Retrieval-Augmented Generation (RAG), where relevant information is retrieved from connected documents or knowledge bases and provided to the AI model as additional context.

The entire process can take place within the customer's own infrastructure. Transmission to external AI services is generally not required.

However, if the operator enables external AI models, search services, or other interfaces, data may also be transferred to these services.

What Personal Data Can meloki Process?​

The types of personal data processed within meloki depend on the intended use and the configuration defined by the operator.

As part of user management, the platform may process information such as usernames, email addresses, user IDs, roles, and authentication details. Technical information, including IP addresses, access timestamps, and security-related events, may also be processed during operation.

When using AI features, personal data may be included in chat messages, uploaded documents, images, audio recordings, or other information provided by users.

AI-generated responses may also contain personal information, for example when such information is derived from uploaded documents or user inputs.

meloki itself does not determine which personal information users are permitted to enter or which documents may be made available for processing. These decisions are the responsibility of the respective operator and its users.

How Does meloki Process Documents and Organizational Knowledge?​

meloki supports the integration of documents and knowledge bases to provide AI models with additional information.

Depending on the configuration, documents may first be analyzed, converted into text, and prepared for subsequent retrieval. When RAG is used, content may be divided into smaller text segments and converted into numerical representations, known as embeddings, which are stored in a suitable database.

During subsequent AI requests, this information can be searched and relevant content can be provided to the selected model as additional context.

It is important to note that extracted text, individual text segments, metadata, and embeddings may contain personal or confidential information or allow such information to be inferred.

Data is stored within the infrastructure configured by the operator. Access permissions, retention periods, and deletion procedures must be established in accordance with the organization's requirements.

How Is Audio Data Processed?​

meloki can optionally be extended with speech recognition and audio processing capabilities. These may include services for the automatic transcription of spoken language.

When such features are used, audio recordings are transmitted to the configured processing component. Processing can take place entirely within the meloki infrastructure, provided that the corresponding services are hosted locally.

Depending on the application, both the original audio recordings and the resulting transcriptions may be stored.

The operator is responsible for ensuring that all legal requirements for processing audio recordings are met. This is particularly important when recording conversations or meetings involving multiple participants.

Where Is Data Stored and Who Can Access It?​

meloki generally stores application data within the infrastructure provided by the operator. This may include user information, chat histories, documents, knowledge bases, databases, and technical logs.

The actual storage locations depend on the software components used and their configuration. Different databases, file systems, and storage locations may be involved.

Access to stored data is controlled through the respective user and permission management systems. Depending on their roles and the components used, administrators may have extended access privileges.

The operator is responsible for assigning permissions according to organizational and data protection requirements and reviewing them regularly.

SECUDOS does not have administrative access to customers' production data during normal operation.

When Is Data Deleted from meloki?​

The storage and deletion of personal data within meloki are generally determined by the configuration defined by the respective operator.

Chat histories and other user content can be managed and deleted using the functions provided by the relevant application. Additional administrative actions may be required for user accounts, uploaded documents, knowledge bases, and other stored information.

Deleting a chat history does not necessarily mean that all associated data is immediately removed from backups, technical logs, or other connected components.

When documents are processed using RAG, it is particularly important to consider that extracted content, text segments, and embeddings may exist in addition to the original document.

The operator must establish appropriate retention and deletion policies that cover all relevant storage locations.

Depending on the components used, meloki provides corresponding management functions. No universal automatic retention period applies to all stored data.

Is Data Transmitted to External AI Providers?​

The core functionality of meloki does not require AI requests to be transmitted to external AI providers.

When locally installed AI models are used, processing takes place within the available infrastructure. User requests, documents, and generated responses do not need to be transferred to external services.

However, meloki is a modular and extensible platform. The operator may integrate additional services, such as external AI models, search engines, automation services, or other interfaces.

Such integrations may result in data being transmitted to external systems. The scope and destination of these transfers depend on the respective configuration.

The operator is responsible for evaluating the data protection implications of these integrations and, where necessary, entering into appropriate agreements with external service providers.

Fully local data processing can only be ensured when all components and interfaces are configured accordingly.

What Access Does SECUDOS Have to Customer Data?​

SECUDOS develops and provides the meloki software platform. Production installations are generally operated by the customer or a service provider appointed by the customer.

During normal operation, SECUDOS does not have access to user accounts, chat histories, documents, audio recordings, or other production content belonging to the customer.

meloki does not transmit telemetry or usage analytics to SECUDOS. In particular, AI requests and their results are not automatically transmitted to SECUDOS.

However, connections to external repositories and download sources may be required to obtain software updates, operating system packages, or AI models. During these connections, technically necessary information, such as the public IP address, may be transmitted to the respective download provider.

Where connections to SECUDOS are required for software licensing or license validation, the necessary technical licensing and connection information may be processed. This does not include the transmission of chat messages or document content.

SECUDOS only accesses customer systems when such access has been explicitly authorized by the customer or is covered by a separate agreement.

How Is Technical Support Provided?​

In the event of technical issues, customers should first contact their designated meloki partner as their primary point of contact. If further technical assistance is required, the partner may involve SECUDOS Support.

For troubleshooting purposes, technical information such as software versions, configurations, system messages, or log files may be required. The customer generally determines which information is provided as part of the support process.

Direct access to a production meloki installation is not established automatically. If such access is necessary for troubleshooting, it must be explicitly authorized by the customer.

Before sharing system reports or log files, personal or confidential information should be removed or anonymized wherever possible.

Where personal data is processed as part of a support service, this is done in accordance with the applicable contractual and data protection agreements.

How Are Software Updates Provided?​

meloki is based on a combination of an operating system, administration software, and various integrated applications.

System components are updated using the designated update mechanisms. These include the management functions provided by meloki AdminPACK and the underlying operating system.

Obtaining updates may require connections to SECUDOS or external software repositories.

During this process, technical information necessary to provide the relevant software version may be exchanged. Regular software updates do not require the transmission of chat histories, documents, or AI requests.

The operator is generally responsible for installing and verifying updates unless otherwise agreed in a separate maintenance or service agreement.

Who Is Responsible for GDPR Compliance?​

Responsibility for complying with data protection requirements during the productive use of meloki generally lies with the respective operator of the installation.

The operator determines the purposes and means of processing personal data. This includes selecting use cases, approving AI models, providing knowledge bases, assigning user permissions, and defining retention and deletion periods.

SECUDOS provides the technical platform and its associated administration features. By offering a locally deployable AI solution, SECUDOS enables organizations to maintain control over their data processing activities.

However, using meloki does not automatically ensure compliance with all data protection requirements. Compliance depends on the specific use case, technical configuration, and organizational measures implemented by the operator.

If SECUDOS processes personal data on behalf of a customer as part of separately agreed services, it must be assessed whether a Data Processing Agreement (DPA) under Article 28 GDPR is required.

What Should Be Considered When Using Artificial Intelligence?​

The use of artificial intelligence may introduce additional data protection and organizational requirements.

In particular, AI models may generate inaccurate, incomplete, or unintended results. Depending on the use case, AI-generated content should therefore be reviewed by appropriately qualified individuals.

When processing personal data, the principles of purpose limitation, data minimization, accuracy, and storage limitation must be observed.

The operator should also ensure that confidential documents and knowledge bases are only accessible to authorized users. This is particularly important when using RAG and integrating internal organizational information.

If AI functions are used to support or automate decision-making, additional requirements under the GDPR and the European Union's Artificial Intelligence Act (EU AI Act) may apply.

The operator is responsible for assessing the legal implications of such use cases.

Data Protection and GDPR at a Glance​

meloki has been developed as a locally deployable AI platform that enables organizations to implement artificial intelligence within their own IT infrastructure.

The platform supports the following data protection requirements in particular:

  • Local processing of AI requests without mandatory use of external AI cloud services
  • Control over data storage locations and the AI models used
  • Role-based user and permission management
  • Encrypted communication via HTTPS
  • Technical logging and monitoring capabilities
  • Backup and restore management functions
  • Integration of internal documents and knowledge bases
  • No automatic transmission of chat messages or document content to SECUDOS
  • No telemetry for usage behavior analysis by SECUDOS

The availability and effectiveness of these measures depend on the software version, enabled components, and respective system configuration.

Compliance with the GDPR must therefore be assessed and ensured by the operator based on the intended use case.

For questions regarding the technical data protection features of meloki, please contact your designated meloki partner or reach out to us at datenschutz@secudos.de.

End User License Agreement (EULA)​

Version date: 10 January 2026

These end user license terms (“License Terms”) govern your use of meloki as a user (“end customer”, “you”) vis-à-vis SECUDOS GmbH, Südfeld 9C, 59174 Kamen, Germany (“provider”, “we”).

§ 1 Subject Matter, Scope​

  1. These License Terms govern the legal relationship between the parties regarding the use of meloki, including related software components, container configurations, administration tools (e.g., “AdminPACK”), documentation, and, where agreed, related maintenance and support services.

  2. These License Terms apply worldwide to:

    • provision as an appliance (hardware with preinstalled software),
    • provision as an image/download, where agreed,
    • B2B and B2C use. Mandatory consumer protection rights at the consumer’s habitual residence remain unaffected.

  3. Unless otherwise agreed, these License Terms apply in the version valid at the time of ordering, activation, installation, or first use.

  4. Legally relevant declarations and notices by the end customer in relation to the contractual relationship (e.g., setting a deadline, notice of defects, termination, withdrawal, reduction) must be made in text form (e.g., email) unless a stricter form is required by law.

  5. Deviating, conflicting, or supplementary terms of the end customer become part of the contract only if we expressly agree to their validity in text form. This also applies if we provide services or grant rights of use with knowledge of such terms.

§ 2 Changes to the License Terms​

  1. B2B: We may change these License Terms with effect for the future if there is an objective reason (e.g., changes in law, security requirements, technical development). We will notify you in text form at least two (2) months before the changes take effect. If you do not object within four (4) weeks of receiving the notice, the changes are deemed accepted. We will point out the right to object and the consequences.

  2. B2C: For consumers, changes apply only if permitted by applicable law and reasonable for the consumer. Where required, the consumer’s consent will be obtained.

  3. If you object in due time (B2B), the most recently agreed License Terms remain in force until the term of the last acquired license period ends. The right to terminate for cause remains unaffected.

§ 3 Offer and Contract Formation​

  1. Service descriptions on websites, in documentation, or in marketing materials are non-binding and subject to change unless explicitly designated as a binding offer.

  2. Upon request (also via resellers/distributors), you will receive an individual offer in text form. By placing an order, you submit a binding offer to conclude a contract under the conditions stated in the offer.

  3. The contract is concluded upon our order confirmation in text form or by handover of the appliance or provision of download/license information, whichever occurs first.

§ 4 Provision, Delivery, Start Date​

  1. The time of provision results from the order confirmation or the agreed delivery period. The delivery period begins once we have confirmed the order and all information required for performance has been provided.

  2. For appliances, provision is deemed completed upon handover to the carrier or delivery in accordance with the agreed delivery terms.

  3. The start date of the term is the license start date specified in the offer, invoice, or license management.

§ 5 Rights of Use​

  1. We grant you a simple, non-exclusive right, limited to the term, non-transferable and non-sublicensable, to install, load, display, run, copy, and store the proprietary components of meloki within the contractually agreed scope.

  2. The specific scope of use (e.g., number of appliances/instances/users) results from the offer, order, invoice, or license details. In case of doubt, use is limited to the contractually agreed scope.

  3. You may make copies only to the extent technically necessary for the contractual use. In addition, you may create the minimum number of backup copies required and keep them solely for backup purposes. Copyright and protection notices must be retained.

  4. Any further rights in open source components arise exclusively from their respective licenses (see § 9).

§ 6 Restrictions on Use, Reverse Engineering, Protection Mechanisms​

  1. You are prohibited, to the extent permitted by law, from:

    • making proprietary components of meloki available to third parties, renting, lending, sublicensing, or making them publicly accessible,
    • changing or modifying proprietary components or creating derivative works thereof,
    • removing, altering, or suppressing copyright notices, serial numbers, license notices, trademarks, labels, or other identifiers,
    • circumventing or removing copy protection or other protection mechanisms.

  2. Reverse engineering (proprietary components): To the extent permitted by law, it is prohibited to decompile, disassemble, reverse engineer, or otherwise analyze the proprietary components in whole or in part in order to disclose source code, internal structures, or protected functionalities.

  3. Mandatory exceptions: The restrictions do not apply to the extent and for as long as reverse engineering is mandatorily permitted under applicable law, in particular to achieve interoperability, or actions are expressly permitted by applicable open source licenses.

  4. It is prohibited to use or perform devices, software, data, or interventions that are suitable to impair or manipulate the physical or logical structure of the systems and services (including update, signature, or provisioning mechanisms).

§ 7 AI Compliance and Role Allocation under Regulation (EU) 2024/1689 (EU AI Act)​

7.1 Purpose of this Section​

This section serves to classify the AI platform meloki within the meaning of Regulation (EU) 2024/1689 (“EU AI Act”) and to clearly delineate the roles between:

  • SECUDOS GmbH (software provider) and
  • Landitec GmbH (hardware and solution provider), as well as the respective end customer.

This section is compliance information and does not replace individual legal advice for the end customer’s specific use cases.

7.2 System Architecture and Product Scope “meloki”​

  1. meloki is a modular, locally operable AI platform for using large language models (LLMs) in enterprise environments.

  2. The software solution is developed and provided by SECUDOS GmbH; meloki is operated on a Linux base (currently standard Debian, optionally DOMOS in the future).

  3. Depending on the sales and delivery model, Landitec supplements this software solution with:

    • preconfigured hardware platforms (e.g., scope7 appliances),
    • integration services,
    • installation and commissioning services,
    • support and maintenance offerings,
    • channel management and distribution.

  4. meloki is designed as a generic AI infrastructure platform and is not aimed at a specific high-risk application.

7.3 Overall Product Definition “meloki”​

Depending on the configuration, meloki may consist of the following components:

a) meloki AdminPACK (software platform)
Developed and provided by SECUDOS GmbH. AdminPACK forms the central management, configuration, and integration layer of the platform.

b) Open Source AI components
Integration of established open source technologies, in particular:

  • LLM runtime (e.g., Ollama or comparable runtime environments),
  • user interfaces such as Open WebUI,
  • automation platforms such as n8n,
  • RAG architecture for knowledge integration.
    These components are not developed by SECUDOS or Landitec, but are integrated and configured. Their use is governed by the respective licenses and project terms.

c) Hardware platform (optional as an appliance)
Provided by Landitec GmbH based on the respective system platform (e.g., scope7). The hardware may include:

  • server/appliance hardware,
  • BIOS configuration,
  • preinstallation,
  • quality assurance (manufacturing and functional tests),
  • support and maintenance options.

7.4 System Nature within the Meaning of the EU AI Act​

meloki is to be understood as an integrated technical system in which:

  • AI models are provided via open source components,
  • control, administration, and integration are performed via AdminPACK,
  • the physical infrastructure may optionally be provided by Landitec.
    AI functionality arises from the interaction of these components during operation at the end customer.

7.5 Classification under the EU AI Act​

  1. Prohibited AI practices (Art. 5):
    meloki does not meet the characteristics of prohibited AI systems under Art. 5 EU AI Act.

  2. High-risk AI systems (Art. 6 in conjunction with Annex III):
    meloki is not a high-risk AI system within the meaning of Art. 6 in conjunction with Annex III, in particular because

  • no specific high-risk purpose is implemented,
  • no automated decisions with legal effect are intended,
  • no biometric identification systems are included,
  • no safety-critical infrastructures are directly controlled.
    Regulatory classification can arise only from the operator’s specific deployment scenario.
  1. System category:
    meloki is to be classified as a general AI infrastructure platform.

7.6 Role Allocation under Art. 3 EU AI Act​

  1. Role of SECUDOS GmbH:
    SECUDOS is the provider of the AI software platform (AdminPACK) and the associated system integration; SECUDOS is not a provider of foundation models, but integrates third-party models and components under their respective license terms. SECUDOS:
  • develops and maintains the software,
  • defines the system architecture,
  • integrates open source components,
  • provides software updates.
    SECUDOS does not develop its own foundation models but integrates existing models.
  1. Role of Landitec GmbH:
    Depending on the delivery model, Landitec is:

  • provider of a technical overall solution (hardware + integration),

  • system integrator.

    Landitec does not develop AI models and does not change the core functionality of the AI software. Landitec in particular provides:

  • hardware supply,

  • preconfigured installation,

  • quality assurance,

  • support and maintenance services,

  • sales and channel management.
    Landitec is not an operator within the meaning of the EU AI Act.

  1. Role of the end customer:
    The respective end customer is the operator (deployer) under Art. 3 EU AI Act, in particular because the end customer:
  • determines the specific purpose of use,
  • selects and integrates training or content data,
  • defines organizational conditions,
  • is responsible for use and evaluation of results.

7.7 Risk Assessment (Summary)​

  1. Technical risks:
  • fully on-premises operation is possible,
  • no mandatory permanent cloud connection (if applicable, only for initial configuration/updates/obtaining external sources),
  • no automatic data transfer to SECUDOS or Landitec,
  • no telemetry.

  1. Data protection:
    Processing of personal data generally takes place within the operator’s responsibility. SECUDOS and Landitec do not access productive customer data unless explicitly agreed (e.g., in the context of support services).

  2. System nature:
    meloki is an assistant system. It does not make autonomous decisions with legal effect. There are no hidden scoring systems or manipulation mechanisms.

7.8 Documentation and Transparency​

  1. The following documentation is typically available:
  • software-related documentation (provided by SECUDOS GmbH),
  • hardware and integration documentation (provided by Landitec GmbH, where applicable),
  • documentation for open source components according to the respective projects.
  1. The end customer is responsible for documenting meloki’s concrete use in a legally compliant manner and for fulfilling any required notices/transparency obligations within the end customer’s own area of responsibility.

§ 8 Software Bill of Materials (SBOM)​

  1. For all versions and builds, we may provide a Software Bill of Materials (SBOM). It is available in a machine-readable SPDX format.

  2. The SBOM contains information about software components included in meloki and their known dependencies at the time of creation.

  3. The respective SBOM can be accessed on the system, typically under /usr/share/sbom/ and/or in meloki-specific paths as described in the documentation, if provided.

  4. The SBOM is provided solely for transparency, security analysis, and compliance support.

  5. To the extent permitted by law, providing an SBOM does not constitute any assurance regarding completeness, freedom from errors, up-to-dateness, or absence of security vulnerabilities and does not give rise to any further warranty or liability claims.

  6. There is no obligation to continuously update SBOMs already provided unless expressly agreed or required by law.

§ 9 Free and Open Source Software (FOSS)​

  1. meloki contains free and open source software (“FOSS components”) under the respective FOSS licenses.

  2. Rights of use in FOSS components are granted to you directly by the respective rights holders in accordance with the applicable FOSS licenses. These License Terms do not restrict your rights under FOSS licenses.

  3. License texts of the open source components included in meloki are available on the system (under the license paths provided by the respective operating system; under DOMOS typically e.g. /usr/share/licenses) and, where applicable, in meloki-specific directories.

  4. Source code offer (GPL components): We will provide the complete source code of GPL-licensed components, including our modifications, upon request. If delivery on a data carrier or shipping is desired or required, we may charge reasonable reimbursement for the data carrier and shipping. The source code will be kept available for at least three (3) years from provision of the respective version.

  5. Any support, warranty, liability, or indemnity commitments we provide apply exclusively in the relationship between us and you. The relationship between you and the rights holders of the FOSS components is governed exclusively by the respective FOSS licenses.

  6. AI models and other third-party components: AI models used in meloki (e.g., LLMs) as well as other third-party components may be subject to additional, different license and usage terms. You are responsible for complying with these terms, in particular for productive use, sharing outputs, or commercial use.

§ 10 Access Data, Downloads, Telemetry, Updates​

  1. Where required, we will provide access data, download access, license files, or license keys in text form.

  2. You are obliged to keep access data and license information confidential, to protect them from access by third parties, and to act promptly in the event of suspected unauthorized use.

  3. No telemetry: meloki does not transmit telemetry or usage data to us. This does not affect technical connections that arise solely from update sources, package repositories, model downloads, or third-party network infrastructure used by you.

  4. Updates: We may provide updates, in particular security-relevant updates. Installation and operation are generally your responsibility unless maintenance services have been agreed.

  5. Update and source repositories: Where meloki accesses external sources (e.g., Debian or DOMOS repositories, model registries), availability and content of those sources are the responsibility of the respective operators. If we provide our own repositories or update mechanisms, their availability and scope are governed by the service description.

  6. Support periods and product lifecycle: If support periods, maintenance windows, release lines, or end-of-life information (EOL/EOS) are stated, they define the framework. Without an explicit commitment, there is no entitlement to updates for a specific duration or frequency.

§ 11 Restriction or Blocking of Use​

  1. We are entitled to restrict or block the use of meloki and/or related services if

    • you materially breach these License Terms,
    • the use is unlawful or abusive,
    • this is necessary to mitigate security risks or to protect system integrity,
    • we are required to do so by law, authorities, or a court.

  2. In the case of planned maintenance work, services may be temporarily restricted. Where reasonable, we will announce maintenance windows with appropriate advance notice.

  3. If a block is due to reasons attributable to you, costs for blocking/unblocking may be charged according to the current price list, if agreed and permissible under applicable law. You may prove lower costs.

§ 12 End Customer Responsibility for Content and Operation​

  1. You are solely responsible for ensuring that you have the necessary rights to use your own or third-party content and that such use is lawful.

  2. We are not obliged and are generally not able to review content processed by you for legal violations.

  3. You are responsible for all activities carried out via your accounts. Access data must not be shared with third parties. If you suspect unauthorized use, you must inform us without undue delay.

  4. You are obliged to implement appropriate IT security measures, in particular regular backups, patch management, access protection, and malware protection. This applies in particular when using container backups/restores.

§ 13 Prices and Payment Terms (where applicable)​

  1. Unless otherwise agreed, the prices stated in the offer/invoice apply plus statutory VAT (where applicable).

  2. Payment periods result from the invoice. In case of late payment, the statutory rules apply.

  3. If circumstances become known after contract conclusion that materially impair creditworthiness, we may request appropriate security or refuse performance in accordance with statutory provisions.

§ 14 Assignment, Set-off, Right of Retention​

  1. Assignment of claims against us is permitted only with our prior consent in text form, unless mandatory law provides otherwise. § 354a of the German Commercial Code (HGB) remains unaffected.

  2. Set-off and rights of retention are permitted only with undisputed or legally established claims. For consumers, this applies only to the extent permitted by applicable law.

§ 15 Technical Notices, Documents​

  1. We may inform you by email about security-critical events, technical changes, and relevant updates. You will provide a suitable contact address and keep it up to date.

  2. Documents provided by us (documentation, manuals, service descriptions) remain our property and/or subject to our rights unless otherwise agreed. Disclosure to third parties is permitted only with prior consent in text form, unless mandatory law provides otherwise.

§ 16 Term, Termination, End of Use​

  1. The term results from the offer/order/invoice or license details. Unless otherwise agreed, the initial term is twelve (12) months and is extended by twelve (12) months each unless terminated with three (3) months’ notice before the end of the term. Mandatory consumer rules may provide otherwise.

  2. The right to terminate for cause remains unaffected. Cause exists in particular if

    • you materially exceed the license scope and do not remedy the breach within a reasonable period despite notice,
    • you are significantly in arrears with due payments (for paid licenses),
    • insolvency proceedings are applied for or opened (B2B) or comparable circumstances exist,
    • the use is unlawful or endangers security.

  3. Upon termination of the right of use, you must cease using the proprietary components and remove installed copies. Backup copies must be deleted or destroyed unless statutory retention obligations apply. Rights and obligations under open source licenses remain unaffected.

  4. Where data or files are stored with us (e.g., in optional support or download portals), they may be deleted after contract end. You are obliged to back up your data in good time. Statutory retention obligations and preservation of evidence remain unaffected.

§ 17 Warranty, Defect Rights​

  1. For open source components, the respective FOSS licenses apply.

  2. B2B (entrepreneurs): For proprietary components, to the extent permitted by law, no warranty applies beyond expressly warranted characteristics. Otherwise, statutory provisions apply insofar as they cannot be effectively excluded or limited.

  3. B2C (consumers): Your statutory defect rights remain unaffected. This applies in particular to statutory rules for digital products, including conformity requirements and statutory obligations to provide updates, insofar as applicable to the contract.

  4. Assurances, guarantees, or agreed qualities exist only if expressly agreed in text form (e.g., in the offer, service description, or a separate guarantee statement).

§ 18 Liability​

  1. Unless otherwise provided in these License Terms, we are liable in accordance with statutory provisions.

  2. We are liable for damages, regardless of legal basis, in cases of intent and gross negligence.

  3. In cases of simple negligence, we are liable only

    • for damages arising from injury to life, body, or health,
    • and for breach of essential contractual obligations (cardinal obligations).
      In this case, liability is limited to the foreseeable damage typical at the time of contract conclusion.

  4. We are not liable for indirect damages or consequential damages (in particular loss of profit, business interruption, data loss) unless mandatory law provides otherwise or the damage is due to intent/gross negligence.

  5. You are obliged to take appropriate measures to prevent and mitigate damage, in particular by creating regular backup copies of data and performing security checks.

  6. The liability limitations also apply in favor of our corporate bodies, employees, representatives, and vicarious agents.

  7. Force majeure: We are released from the obligation to perform for as long and to the extent an event of force majeure exists (e.g., natural events, war, riots, sabotage, governmental interventions, outages of networks/providers outside our control). Statutory privileges remain unaffected.

§ 19 Data Protection​

  1. Where we process personal data, this is done exclusively in accordance with our privacy notice at:
    https://secudos.de/de/datenschutz

  2. If you obtain maintenance services and we thereby gain access to personal data within your responsibility, a data processing agreement pursuant to Art. 28 GDPR must be concluded where required. For such an agreement, please contact us at datenschutz@secudos.com.

  3. You remain responsible for complying with data protection obligations within your area of responsibility, including informing data subjects and safeguarding data subject rights.

§ 20 Confidentiality​

  1. Both parties undertake to keep confidential information secret. This obligation continues for two (2) years after the end of the contract.

  2. Excluded are information that

    • was demonstrably already known,
    • becomes publicly known without breach of duty,
    • is lawfully obtained from third parties without a confidentiality obligation,
    • must be disclosed due to a legal obligation or an official/court order.
      Where permitted, the disclosing party will inform the other party in advance.

  3. Access to confidential information is granted only to persons who need it for contract performance and who are bound by confidentiality.

§ 21 Trademarks, Project Separation, Hardware​

  1. meloki, logos and marks of SECUDOS are protected. You do not receive any rights to our trademarks.

  2. Ollama, OpenWebUI, AI models, and other third-party software are products of third parties. These License Terms do not establish any economic or organizational connection to the respective rights holders.

  3. For appliances, hardware components may originate from third parties. For hardware, the respective manufacturer terms apply. To the extent not mandatorily required by law, we assume no liability for hardware defects not caused by us.

§ 22 Governing Law, Language, Jurisdiction​

  1. The laws of the Federal Republic of Germany apply, excluding the UN Convention on Contracts for the International Sale of Goods (CISG), to the extent permitted.

  2. Consumers: This choice of law applies only insofar as it does not deprive you of the protection of mandatory provisions of the law of the state in which you have your habitual residence.

  3. If translations of these License Terms exist, the German version prevails in case of doubt, to the extent permitted by applicable law.

  4. Jurisdiction (B2B): Exclusive jurisdiction for all disputes arising directly or indirectly from the contractual relationship and all disputes related to the contractual relationship is the registered office of SECUDOS in Kamen. SECUDOS is also entitled to bring an action at the place of performance pursuant to these provisions or a prevailing individual agreement, or at the general place of jurisdiction of the end customer. Mandatory statutory provisions, in particular on exclusive jurisdiction, remain unaffected.
    Regardless, both parties should, where possible, seek an amicable settlement by contacting each other before taking legal action.

§ 23 Severability Clause​

If any provision of these License Terms is or becomes invalid, the validity of the remaining provisions remains unaffected. The invalid provision will be replaced by a valid provision that comes closest to the intended economic purpose, to the extent permitted by applicable law.

Our general terms and conditions apply.

Privacy Policy for meloki Pocket​

Last updated: October 12, 2026

1. General Information​

Protecting your personal data is important to us. This Privacy Policy explains what personal data is processed when you use our iOS app meloki Pocket and how that data is handled.

meloki Pocket is a mobile application that allows you to access the AI features of your meloki installation directly from your iPhone. Your requests are generally processed on the company server to which you connect the app. With an appropriately configured meloki installation, all AI functions, including speech processing, can be performed entirely within your organization's infrastructure.

No central AI infrastructure operated by SECUDOS is required for this purpose. SECUDOS does not collect any personal usage data during the normal operation of the app.

2. App Provider and Data Protection Responsibilities​

meloki Pocket is provided and developed by:

SECUDOS GmbH
SĂĽdfeld 9C
59174 Kamen
Germany

Email: info@secudos.de
Data protection inquiries: datenschutz@secudos.de
Website: https://www.secudos.de

Data Protection Officer​

Klaus Martin Hecht
HKM Consulting GmbH
NelkenstraĂźe 44
85521 Hohenbrunn
Germany

Email: datenschutz@secudos.de

Responsibility for Data Processing​

SECUDOS provides meloki Pocket as an application for accessing existing meloki installations. The processing of user accounts, AI requests, chat histories, documents, and other content on the connected meloki server is generally the responsibility of the respective server operator. This is typically your company or the organization that provides you with access to meloki.

The server operator determines which users are granted access, which AI models and features are available, what data is stored, and how long it is retained. The operator is also responsible for managing access permissions and integrating additional services.

SECUDOS does not have access to the content of your communications with the company server through the normal use of the app. If you have questions about how your data is processed on that server, please contact the server operator or their Data Protection Officer.

3. Connection to the Company Server​

meloki Pocket establishes an encrypted HTTPS connection (TLS) to the company server you specify. To establish the connection, authenticate your account, and provide the app's functionality, the necessary information is exchanged between your iPhone and the server. This includes the server address, login and session information, your user ID, and technical connection data such as your IP address and the time of access.

This information is required solely to establish a secure connection and provide the app's functionality. SECUDOS does not centrally collect or store this connection data.

The server operator may log technical access information and security-related events, for example, to ensure the secure operation of their infrastructure. The information recorded and its retention period depend on the server configuration and the operator's data protection policies.

4. User Accounts and Authentication​

meloki Pocket exclusively uses existing user accounts from the connected OpenWebUI system. The app does not provide independent registration or the ability to create new user accounts. User account management, suspension, and deletion are handled by the respective company server operator.

When you sign in, your credentials are transmitted securely to the configured server, where they are verified. After successful authentication, the app uses the session information provided by the server to grant you access to the available features.

Your password is not permanently stored on your iPhone. Instead, the app securely stores the required session credentials in the iOS Keychain. These locally stored session credentials are removed when you sign out.

5. Processing of Chat Messages and AI Requests​

When you use meloki Pocket, your inputs are transmitted to the connected meloki server for processing. These may include questions, text inputs, chat messages, selected documents and images, as well as audio recordings and their resulting transcriptions. Information about the selected AI model is also transmitted so that the server can process your request accordingly.

The actual processing is performed by the AI models provided on the company server or within the infrastructure configured by its operator. SECUDOS does not have access to your chat messages, documents, or audio recordings through the normal use of meloki Pocket and does not use this content for advertising purposes or to train its own AI models.

Depending on the configuration of the company server, additional services may be integrated, such as external AI models, search services, or other interfaces. In such cases, data may also be transmitted to these services. The respective server operator determines which services are used and what information is processed.

6. Audio Recordings and Transcription​

meloki Pocket provides features for voice input as well as recording and transcribing meetings. These features require access to your iPhone's microphone. The corresponding permission is requested only when you use a feature that requires microphone access. Audio recordings are initiated exclusively through your active use of the respective feature.

For transcription, the required audio data is transmitted to the connected meloki server and processed by the speech recognition solution provided by its operator. Processing can take place entirely within your organization's infrastructure, provided that the server is configured accordingly.

During processing, audio recordings may be temporarily stored on your device. For example, a meeting recording remains available until transcription has been fully completed or you discard the recording. The app then removes the corresponding temporary files.

If transcriptions or recordings are stored on the company server, the retention and deletion policies defined by the server operator apply.

Please note: If you record conversations or meetings, you are responsible for ensuring that the recording is legally permitted. In particular, make sure that all necessary consent or other legal requirements have been fulfilled before starting a recording.

7. Processing of Images and Documents​

meloki Pocket allows you to select images and documents and transmit them to your company server for processing. The app only accesses content that you explicitly select or provide through the relevant feature.

Selected files may be temporarily stored on your iPhone for importing, previewing, or transferring them. Once these files are no longer required, the app removes the corresponding temporary data.

Whether and for how long uploaded documents are stored on the company server depends on its configuration. The respective server operator is responsible for the further processing and management of this content.

8. Data Storage on Your Device​

To ensure secure and convenient use, meloki Pocket stores certain information locally on your iPhone. This includes the address of the connected company server, app lock settings, and information about the most recently selected and default AI models. Model preferences are managed separately for each user account and server.

Your password is not permanently stored. The session credentials required for authentication are securely stored in the iOS Keychain and removed when you sign out.

Chat drafts, meeting transcripts, and notes are held in memory only during the active app session. When you sign out or completely close the app, this content is discarded unless it has been saved elsewhere.

Local storage is used exclusively to provide the app's functionality, enable secure authentication, and ensure a convenient user experience.

9. Temporary Files and Data Security​

When using certain features, meloki Pocket temporarily creates local files. These may include imported documents, images, file previews, audio recordings, or files shared with the app through the iOS Share feature.

These files are stored in protected app directories and excluded from regular iOS backups. Files that are no longer required are removed after use, when discarded, upon signing out, or during a subsequent app launch.

Content shared with meloki Pocket through the iOS Share feature may initially remain in a protected transfer directory until you import it into the app. Files that are no longer needed or have expired are removed during the next applicable cleanup process.

To protect your data, meloki Pocket uses the security mechanisms provided by iOS. These include the secure Keychain for session credentials, protected local file storage, and encrypted HTTPS communication with the company server.

10. Storage and Deletion of Data on the Company Server​

Whether and for how long chats, documents, transcriptions, or other content are stored depends on the configuration of the connected meloki server. The respective operator defines the applicable retention periods and deletion policies. meloki Pocket has no control over these server-side settings.

When you sign out of the app, your local session is terminated and the corresponding session data is removed from your iPhone. Content already stored on the company server is not automatically deleted.

Where the relevant features are available, you can delete stored chats directly within the app. For additional deletion requests, such as those concerning uploaded files, user accounts, or server-side logs, please contact the operator of your meloki server.

Since meloki Pocket exclusively uses existing OpenWebUI user accounts, the management and deletion of these accounts are also handled through the respective company server.

11. Exporting and Sharing Content​

meloki Pocket allows you to copy, export, or share content with other applications using the available iOS features. These actions are initiated exclusively by you.

When you export files or share them with other applications, the files remain at the selected storage location or are transferred to the chosen application. Any subsequent processing is subject to the privacy and security policies of the respective storage provider or application.

When you copy messages, the selected content is placed on the iOS clipboard. The app assigns a limited validity period to this content. However, its actual availability may also be influenced by the operating system or other applications.

SECUDOS does not receive copies of content that you copy, export, or share.

12. App Permissions​

Certain features of meloki Pocket require access to system resources on your iPhone. These include microphone access for voice input and meeting recordings, as well as camera access for capturing images. You can also select photos and files using the corresponding iOS features to make them available within the app.

The app requests permissions only when you use a feature that requires the respective access. You decide which permissions to grant and can manage or revoke them at any time in your iOS settings.

If you choose not to grant certain permissions, the features that depend on them may be unavailable or limited. Other app features generally remain unaffected.

13. External Services and International Data Transfers​

meloki Pocket does not require central AI services operated by SECUDOS or other cloud providers for the normal processing of AI requests. The app transmits your content directly to the company server you have configured.

Whether additional external services are used depends on the configuration of that server. The operator may integrate external AI models, search services, or other interfaces. In such cases, data may be transmitted to the respective service providers.

The location of the company server and any potential transfers of data to countries outside the European Union or the European Economic Area are also determined by the server operator. Information about service providers, possible international data transfers, and any required data protection safeguards can therefore be obtained from your organization or the operator of your meloki server.

SECUDOS does not transmit chat messages, documents, or audio recordings to its own AI services as part of the normal use of meloki Pocket.

Independently of this, data may be processed through the use of iOS and its associated system services in accordance with Apple's privacy policies.

14. Analytics, Advertising, and Tracking​

meloki Pocket does not use advertising or analytics SDKs and does not create user profiles for advertising purposes. The app does not track your activity across other applications or websites and does not use tracking technologies for advertising.

SECUDOS does not collect personal usage data during the normal operation of meloki Pocket. Your chat messages, documents, and audio recordings are not used for advertising or to train SECUDOS's own AI models.

Independently of this, technical diagnostic information may be processed by iOS or Apple. Whether and to what extent this occurs depends on the relevant system settings and Apple's privacy policies.

SECUDOS does not collect personal usage data during the normal operation of meloki Pocket. The processing of personal data required for authentication, communication, and AI functionality generally takes place in connection with the company server.

The respective server operator is responsible for this processing and determines the applicable legal basis under Article 6 of the General Data Protection Regulation (GDPR) and any other relevant data protection laws.

Depending on the specific use case, the legal basis may include the performance of a contract under Article 6(1)(b) GDPR, compliance with a legal obligation under Article 6(1)(c) GDPR, legitimate interests under Article 6(1)(f) GDPR, or valid consent under Article 6(1)(a) GDPR.

Additional data protection provisions may apply in an employment context. Information about the specific legal basis for processing your data can be found in the privacy policy provided by the respective company server operator.

If SECUDOS processes personal data outside the normal operation of the app, for example when you contact us directly with a support request or data protection inquiry, our general Privacy Policy applies.

16. Requirement to Provide Data​

To use meloki Pocket, you need access to a compatible meloki server. Establishing a connection and authenticating your account requires the processing of the necessary server, login, and session information. Without this information, the app cannot be used.

Providing additional content, such as images, documents, or audio recordings, is voluntary and only necessary if you wish to use the corresponding features.

Whether and to what extent the use of meloki is required within your organization is determined by the respective server operator.

17. Your Data Protection Rights​

Under the General Data Protection Regulation, you have various rights regarding the processing of your personal data. These include the right of access under Article 15 GDPR, the right to rectification of inaccurate data under Article 16 GDPR, and the right to erasure under Article 17 GDPR.

Subject to the applicable legal requirements, you may also request the restriction of processing under Article 18 GDPR or the portability of your data under Article 20 GDPR. You may object to certain processing activities under Article 21 GDPR. If you have given consent, you may withdraw it at any time with effect for the future in accordance with Article 7(3) GDPR.

The appropriate contact for exercising these rights depends on who is responsible for the processing. For personal data processed on your company server, the respective server operator is generally responsible. For data protection matters concerning SECUDOS, you can contact us at any time at datenschutz@secudos.de.

You also have the right to lodge a complaint with a data protection supervisory authority. The supervisory authority generally responsible for SECUDOS is the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia (Landesbeauftragte fĂĽr Datenschutz und Informationsfreiheit Nordrhein-Westfalen).

Further information is available at https://www.ldi.nrw.de.

18. Automated Decision-Making​

meloki Pocket enables the use of artificial intelligence to automatically generate text, summaries, transcriptions, and other content. However, the app itself does not make decisions based solely on automated processing that produce legal effects concerning you or similarly significantly affect you.

Whether the operator of the connected meloki server uses AI-generated results for additional automated processes is beyond the app's control. Information about such processing can be obtained from the respective server operator, where applicable.

19. External Websites​

meloki Pocket may contain links to external websites, such as our help and support resources, legal notice, or SECUDOS's general Privacy Policy. These websites are opened only when you actively select the corresponding link.

The app does not include login credentials, session tokens, or chat messages in the URLs of these links. However, when you visit external websites, the respective provider may process technical connection data. The privacy policy of the relevant website operator applies in such cases.

You can find our general Privacy Policy at https://www.secudos.de/de/datenschutz.

20. Changes to This Privacy Policy​

We reserve the right to update this Privacy Policy if the app's features, technical processes, or legal requirements change. The latest version will be made available on our website or within the app.

The date of the most recent update can be found at the beginning of this Privacy Policy.