Introduction

This article describes how the different tools and services in the ElectroNeek platform process data.

Before digging into each tool, let’s answer some general questions related to all the tools and services we provide.

How do we protect your data?

Here's some important information you must know:

• We use Microsoft Azure hosting with 24/7 security — SOC 1 and SOC 2 certified
• We are SOC 2 Type II compliant
• We use Single Sign-On (SSO) authentication, compatible with Google and Microsoft accounts

Where are our servers located?

Our infrastructure is based on Azure and hosted in the United States.

Is data transferred through secure channels?

Yes, it is. All data flows use HTTPS (TLS 1.2), WSS, and JWT Tokens.

Orchestrator SaaS

ElectroNeek Orchestrator SaaS is a cloud-based automation platform designed to provide customers and IT Service Providers with centralized management of their automation environment. It simplifies the process of launching, monitoring, and managing bots, leading to improved efficiency, reduced errors, and time and cost savings.

Which data is stored by Orchestrator SaaS?

Orchestrator SaaS only stores data required to manage and execute bots. The information is listed below:

• Published Workflows:
  • Version History
  • Launch Results
  • Error details.
  • Output variables - Only if a user explicitly configured the workflow to return variables to Orchestrator.
  • Execution Logs if enabled
  • Console Logs if enabled
• Bot Runner data:
  • Status
  • Name (hostname)
  • No personally identifiable information (PII) data or credentials are stored.

Where is data stored?

Data is stored in the ElectroNeek database which is encrypted with AES256.

For how long is data retained?

Data is retained until 1 year after the termination of the agreement with ElectroNeek. The user can request their data to be deleted by submitting an email to [email protected].

Which data is sent from Orchestrator to Bot Runner?

We send the following data for each bot execution:

• Workflow metadata
• Workflow - The workflow is downloaded by the Bot Runner the first time it is executed and every time the workflow changes in the Orchestrator.

Bot Runner

ElectroNeek Bot Runner simplifies the launch and management of bots, enabling you to automate complex business processes, increase productivity, and reduce costs. Bot Runner integrates with Orchestrator SaaS, providing monitoring and reporting tools to track bot performance and ensure value delivery to your clients.

Which data is stored by Bot Runner?

• Executed Workflow.
• Execution Logs - Contain variable values.
• Console Logs - May contain variable values if the user includes them.
• Connection Tokens - Not stored after the connection gets established.
• License information - The license file is a JWT with a lifespan. The token is validated with the public key (the signature is checked).
• Credentials - Stored in Microsoft Windows Credential Manager
• RDP Credentials - If enabled, they are stored in Windows Credential Manager

Where is data stored?

Bot Runner is a software application installed on the customer's machine. All information is saved locally.

For how long is the data retained?

As all information is saved locally, data will be kept there until the users decide.

Which data is sent from Bot Runner to Orchestrator?

• Project Archive
• Workflow Launch Result:
  • Status of the launch and error details.
  • Output variables - Only if a user explicitly configured the workflow to return variables to Orchestrator.
• Bot Runner Status
• Bot Runner Name (hostname)
• Execution Logs if enabled. These logs contain variable values.
• Console Logs if enabled. These logs can contain variable values if the user uses them to construct a log message.

Studio Pro

Studio Pro is ElectroNeek's no-code, drag-and-drop integrated development environment (IDE), used to build RPA workflows. Studio Pro acts as a design and edit layer for RPA workflows (stored in the proprietary .NEEK format). The Studio Pro application authenticates with a user's organization and account on first use.

Which data is stored by Studio Pro?

• Workflow project files - Saved locally in ElectroNeek's proprietary .NEEK format. These files contain the workflow definition, including any values a developer has entered directly into the workflow.
• Console Logs - May contain variable values if the user includes them.
• Connection Tokens - Not stored after the connection gets established.
• License information - The license file is a JWT with a lifespan. The token is validated with the public key (the signature is checked).
• Credentials - Stored in Microsoft Windows Credential Manager

Where is data stored?

Studio Pro is a software application installed on the customer's machine. All information is saved locally.

For how long is the data retained?

As all information is saved locally, data will be kept there until the users decide.

Which data is sent from Studio Pro to Orchestrator?

• Project Archive
• Project name
• Technical Description (Release Note)
• Business-oriented Description

Easley AI

Easley AI is our Artificial intelligence solution integrated with the entire ElectroNeek platform. Easley AI harnesses the immense power of GPT (Generative Pre-trained Transformer) technology. GPT is a language model known for its ability to understand and generate human-like text. In the case of Easley AI, OpenAI GPT serves as the engine that comprehends natural language instructions. This remarkable technology not only simplifies the automation process but also significantly enhances its accessibility and efficiency.

Which data is stored by Easley AI?

All the data is processed in memory and transferred to OpenAI. Data is not stored in any permanent storage in the ElectroNeek platform. Only the prompts created by the user are stored in the workflow (Studio Pro).

Where is data stored?

Easley AI has no server-side storage of its own. Prompts and responses are processed in memory for the duration of the execution. The prompts you write are saved inside the workflow itself, and are therefore stored wherever that workflow is stored — locally by Studio Pro, and in the ElectroNeek database if the workflow is published to Orchestrator.

For how long is data retained?

Easley AI retains nothing beyond the lifetime of the execution. Prompts saved inside your workflows follow the retention described in the Studio Pro and Orchestrator SaaS sections above. OpenAI's own retention is described below.

How does OpenAI handle your data?

Key points:

• OpenAI does not train on the document data provided by the users.
• The users own their data inputs and data outputs.
• OpenAI API Platform has been audited and certified for SOC 2 Type 2 compliance.
• Data is encrypted at rest (AES-256) and in transit (TLS 1.2+)

How does OpenAI handle data retention and monitoring for API usage?

OpenAI may securely retain API inputs and outputs for up to 30 days to provide the services and to identify abuse. After 30 days, API inputs and outputs are removed from OpenAI systems, unless it is legally required to retain them.

For more information on OpenAI Enterprise Privacy visit: https://openai.com/enterprise-privacy

OCR Services

The ElectroNeek RPA platform is capable of processing documents with publicly available OCR services like Microsoft Cloud OCR, Google Cloud OCR, Nanonets, Amazon Textract, and others.

In all cases, the documents are submitted to the OCR Service API endpoint without any manipulation. The result of this operation is then saved in local variables (in memory) and remains until the automation workflow is completed.

Which data is stored by the ElectroNeek OCR services?

Only the credentials provided by the user are stored locally in the Microsoft Credentials Manager where the Studio Pro or Bot Runner is installed. Neither the document nor the data extracted is stored in a permanent storage.

For how long is data retained?

Credentials in Microsoft Windows Credential will be kept there until the users decide.

Is the extracted data stored in the ElectroNeek Platform?

No, it isn’t. The data extracted from the document is transmitted to the ElectroNeek Bot (Studio Pro or Bot Runner), and the data is stored in the customer environment's local variables during the bot runtime.

IntelliDocs

The IntelliDocs service automates the extraction and processing of data from various document types, including structured, semi-structured, and unstructured formats. From a privacy and compliance perspective, this platform must handle sensitive information appropriately to meet regulatory requirements and maintain privacy.

How are documents handled?

Documents are sent to the IntelliDocs 2.0 API encoded in base64 format. Depending on the document type, it is transformed and sent for processing to the OpenAI API service for data extraction along with the document model description provided by the customer. IntelliDocs then passes the extracted data to the requester.

Are the documents processed by IntelliDocs stored in the ElectroNeek Platform?

Documents and the data extracted from them are processed in memory and not stored in any permanent storage.

Is the extracted data stored in the ElectroNeek Platform?

No, it isn’t. The data extracted from the document is transmitted to the requester.

In the scenario where the process is initiated by an ElectroNeek Bot (Studio Pro or Bot Runner), the data is stored in the customer environment's local variables during the bot runtime.

Is data transferred through secure channels to the client's endpoints?

Yes, it is. All data flows use HTTPS (TLS 1.2), WSS, and JWT Tokens.

How does OpenAI handle the documents?

Key points:

• OpenAI does not train on the document data provided by the users.
• The users own their data inputs and data outputs.
• OpenAI API Platform has been audited and certified for SOC 2 Type 2 compliance.
• Data is encrypted at rest (AES-256) and in transit (TLS 1.2+)

How does OpenAI handle data retention and monitoring for API usage?

OpenAI may securely retain API inputs and outputs for up to 30 days to provide the services and to identify abuse. After 30 days, API inputs and outputs are removed from OpenAI systems, unless it is legally required to retain them.

For more information on OpenAI Enterprise Privacy visit: https://openai.com/enterprise-privacy

AI Workflows

AI Workflows is ElectroNeek's cloud-based automation builder for API-first integrations and AI agents. Users design flows in a visual no-code interface that connects SaaS applications, internal APIs, and large language models, combining deterministic integration steps with AI-driven decision making. AI Workflows is built on the open-source Activepieces framework.

Which data is stored by AI Workflows?

AI Workflows stores the data required to define, execute, and troubleshoot your automations:

• Flow definitions — the structure of each flow, including step configuration, prompts written by the user, and version history.
• Connection data — the credentials, API keys, and OAuth tokens needed to reach the third-party systems your flows integrate with.
• Flow run records — execution status, start and finish times, and error details.
• Step inputs and outputs (run logs) — the values passed into and returned by each step of a flow. These logs contain the business data processed by the flow.
• Step files — files produced or received by a step (for example, a downloaded attachment) are persisted so that a flow can be retried from a later step without re-running earlier ones.
• Audit logs — records of user activity and configuration changes within the platform.
• Project and user configuration — projects, folders, roles, and permissions. User passwords are never stored; only a secure hash of the password is retained.

Because AI Workflows executes the integrations you design, the run logs and step files will contain whatever data your flow handles. If your flows process personal or otherwise sensitive data, that data will appear in the run logs for the duration of the retention period described below.

Third-party credentials and other values identified as sensitive are masked in run logs and are not written to them in readable form.

Where is data stored?

Data is stored in the ElectroNeek database, which is encrypted with AES256. This database is hosted in Azure infrastructure in the United States.

Connection credentials are stored separately from flow and run data and are encrypted at rest with 256-bit encryption keys. There is no API or user interface through which a stored credential can be read back. Credentials are decrypted and passed to the execution engine only for the duration of a step that needs them, after which the engine's access is revoked.

Credentials for AI Providers are stored separately from flow data, run data, and Connection credentials, and follow the same encryption and decryption mechanisms described above. They are not exposed in the flow editor or in run logs.

Large step outputs may be offloaded to object storage rather than held inline in the run log. This storage is handled in ElectroNeek’s Cloud, in the same region as the primary database.

For how long is the data retained?

Flow definitions, connections, and project configuration are retained until 1 year after the termination of the agreement with ElectroNeek. The user can request their data to be deleted by submitting an email to [email protected].

Execution data — run logs, step inputs and outputs, and step files — is retained for 30 days, after which it is automatically deleted. This limit also caps how long a paused flow (for example, one waiting on a human approval step) can remain paused before it can no longer be resumed.

Which data is sent to AI models?

Flows call large language models (LLMs) via AI Providers specifically configured by users; for example, users can bring their own OpenAI, Anthropic or Gemini keys. ElectroNeek does not provide LLMs and does not bill for token usage.

In AI-powered steps within a user’s AI Workflows, requests go directly from the execution engine to the selected provider under the account associated with the configured AI provider credentials, and ElectroNeek does not mediate it.

Users can also configure AI gateway services that act as intermediaries between your workflows and the model providers — for example, OpenRouter, Cloudflare AI Gateway, or any OpenAI-compatible endpoint. In these cases the request is sent to the gateway, and the gateway routes it onward to a model provider. ElectroNeek does not mediate these requests.

When you use a gateway, that service becomes an additional processor of the data contained in your prompts. Gateways may log requests and responses, and may route to downstream model providers whose data-handling and training terms differ from one another. Review the gateway's own terms and configuration to confirm how your data is logged, retained, and forwarded.

The prompt and the model's response are recorded as the step's input and output in the run log, and are subject to the execution data retention period described above. Model inputs and outputs are not used by ElectroNeek to train any model. Users must confirm their own provider’s data training terms to confirm if their data will be used by them to train models.

Who can access the data?

Access within AI Workflows is governed by Role-Based Access Control. Administrators assign roles that determine which projects, folders, and resources each user can view or modify. Single Sign-On is supported for authentication. Data is isolated per project, so users can only reach the flows, connections, and run logs of projects they have been granted access to.

Is data transferred through secure channels?

Yes. All traffic between the browser, the AI Workflows backend, the execution engine, and third-party services uses HTTPS (TLS 1.2 or higher).

Forms & Tasks

Forms are user-created, web-based interfaces that can be created in the ElectroNeek Platform for human input into AI Workflows. Tasks are steps in AI Workflows that require human input in specific Forms from assigned users.

Forms can be shared via Public Links, allowing external users to enter data for AI Workflows to use.

Which data is stored by Forms & Tasks?

When data is submitted into a Form, it is passed to the AI Workflow linked to that Form and becomes part of that workflow's step inputs and outputs. From that point on it is stored and retained through the mechanisms described in the AI Workflows section above.

When a Task is completed by submitting its Form, the submitted data is additionally retained as part of the Task record, and is visible in the Completed section of the Tasks page.

Where is data stored?

Form submissions are stored as part of the run data of the workflow they feed, as described in the AI Workflows section above.

Completed Task records are stored in the ElectroNeek database, which is encrypted with AES256.

For how long is data retained?

Two retention periods apply, depending on where the data sits:

As workflow run data — form submissions form part of the run logs of the workflow they feed, and are retained for 30 days.

As completed Task records — data submitted through a Task is retained until 1 year after the termination of the agreement with ElectroNeek.

The user can request their data to be deleted by submitting an email to [email protected].

Who can access the data?

Within the platform, access to Forms, Tasks, and the resulting data follows the same Role-Based Access Control and per-project isolation described in the AI Workflows section. Tasks are visible to the users they are assigned to and to users with access to the relevant project.

A Form shared through a Public Link can be submitted by anyone holding that link, without authenticating to the ElectroNeek platform. Public Links can be revoked and re-generated at any time.

Public Links should be treated as public endpoints, and should not be used to collect data you do not intend to make reachable by anyone who obtains the URL.

If you use a Form to collect personal data, you are the controller of that data. You are responsible for giving appropriate notice to the people submitting it, establishing a lawful basis for the collection, and limiting the fields you request to what your process requires.