Klardaten
Privacy policy
This policy explains how we process personal data when you visit our website, contact us or use support, and when we manage customer accounts and contracts. The section on Gateway and MCP covers DATEV data we process on your firm’s behalf.
Updated: 28 September 2026
Controller and contact
The controller for the processing described here in our own capacity is Klardaten GmbH, Kolonnenstr. 8, 10827 Berlin, Germany. For privacy matters, contact info@klardaten.com.
We receive information from you, through your use of our services or from the organization managing your account. When we process DATEV data on a firm’s behalf, that firm determines the purposes and legal basis as controller. Our role as processor is explained in the section on Gateway and MCP.
Website and browser settings
Delivering the website
Technical connection data, including IP address, requested URL, time, browser and device information, is processed to deliver and secure the website. The website uses Amazon Web Services S3 and the CloudFront content delivery network.
The legal basis is Article 6(1)(f) GDPR: our interest in an available and secure website. Technical data supports delivery, troubleshooting and abuse detection; retention depends on the relevant operational or security purpose. The global delivery network is distinct from our product infrastructure in Frankfurt.
Google Analytics
With your consent, we use Google Analytics 4, provided by Google Ireland Limited, to analyze website use. Data includes visited pages and URL parameters, browser and device information, and events such as a demo request and selected product interest. Name, email and message from the demo form are not transmitted as fields of this analytics event.
The purpose is to understand usage and demand and improve the website. The legal basis is your consent. Google processes the data as the analytics provider; processing outside the EEA may occur. According to Google, individual IP addresses of users in the EU are not logged or stored in Analytics.
When you withdraw consent, we stop further Analytics calls and remove the associated GA cookies from your browser. This does not automatically delete data already transmitted to the provider. Contact us to exercise further privacy rights.
Contact, demo requests and support
Demo form and email
When you request a demo or contact us, we process your contact details, company, product interest and message to handle and answer your request. Required form fields are marked; without the necessary contact details, we cannot respond.
Demo requests are stored in our database and emailed through Amazon Web Services (AWS) to the responsible mailbox. A Slack notification supports handling. If delivery fails, the request content may be transmitted to Sentry for diagnosis. Email is also processed by the mailbox services used.
The legal basis is Article 6(1)(b) GDPR for requests concerning a contract with you, or Article 6(1)(f) for business contacts and other requests. Our interest is reliable communication. Retention depends on handling the request, any subsequent business relationship and applicable retention obligations.
Demo and Community Call registration
When you register for a demo or Community Call, we store the selected date, your email address and any optional information you provide in our database. Only your email address is required as contact information.
We add your email address to the Google Calendar appointment and use Google Calendar and Google Meet for the invitation and online call. Your email address and appointment details are processed by Google; optional form answers are not added to the appointment. Other guests cannot see the guest list.
We use these details to organize the call and answer your questions. The legal bases and retention criteria described above for contact requests also apply.
Support chat
We host our support chat ourselves on AWS in Frankfurt. We process your messages, provided contact details, attachments and technical connection and conversation data. Conversations and attachments are stored in our own support infrastructure.
The purpose is to handle and follow up on support requests, using the same legal bases as for contact requests. Connected email accounts also involve their mailbox providers.
Support records are retained where needed to handle requests, provide traceable support during the customer relationship or meet legal obligations. Do not send passwords or access tokens; limit attachments to what the request requires.
Customer accounts and contracts
Accounts and organization management
For registration, sign-in and account administration, we process names, email addresses, organization membership, permissions and authentication data. Klardaten account passwords are processed as hashes. These differ from DATEV/Windows credentials, which are stored exclusively locally.
This supports the agreed service, user administration and account security. The basis is Article 6(1)(b) GDPR for a contract with you, or Article 6(1)(f) for organization accounts and abuse prevention. Required account data must be provided for access to work.
Account records are needed during the customer relationship. Deleting or disabling access does not simultaneously remove every contract, billing or security record. Their respective retention purposes continue to apply.
Orders, CRM and payments
We process order details, business contacts, billing addresses and contract and billing records. We operate our own customer relationship management system (CRM). Organization and order information is synchronized with it.
For payments by direct debit, Stripe receives the data needed to process payment, including billing name, address, email and payment information. We use associated customer, payment and mandate references in our administration. Additional recipients may be involved for billing or legal obligations.
The bases are Article 6(1)(b) GDPR for contracts, (f) for business contact administration and (c) for legal obligations. Records are retained according to their contractual, evidentiary and statutory functions.
Product emails
If you subscribe to product updates, we use your email for these messages with your consent under Article 6(1)(a) GDPR. You can withdraw consent using the unsubscribe link or your account settings.
We use Loops for subscription management. Email, user ID and subscription status are transmitted, including when a subscription is disabled. Maintaining unsubscribe status helps honor your choices, based on our legitimate interest under Article 6(1)(f) GDPR. Sending records and necessary evidence are retained for their respective purposes.
Security, recipients and retention
For secure operation and troubleshooting, we process technical logs such as IP addresses, timestamps, requested URLs, status and error codes, and account or connection references. These support operational security, abuse prevention and troubleshooting under Article 6(1)(f) GDPR. Product logs are described in the section on Gateway and MCP below.
In addition to the services listed for each activity, authorized persons may access data as their responsibilities require. Where legally required, data may be disclosed to authorities or other entitled recipients. Processing outside the EEA is subject to Articles 44 et seq. GDPR, such as an applicable adequacy decision or appropriate safeguards. Hosting in Germany does not automatically apply to every external service.
Retention depends on the processing purpose, business relationship, legal obligations and the necessary establishment or defense of claims. Data must be deleted when no longer needed and no retention obligation remains. Backups and legally required records are distinct from deletion of an active account.
Your rights
Subject to the legal requirements, you may request access, rectification, erasure, restriction of processing and data portability. You may withdraw consent at any time with effect for the future. Withdrawal does not affect the lawfulness of earlier processing.
You may object to processing based on legitimate interests on grounds relating to your particular situation. You may object to direct marketing at any time. You may also complain to a data protection supervisory authority, particularly where you live, work or believe an infringement occurred.
Contact info@klardaten.com about the activities covered here. For DATEV data controlled by a firm, contact that firm first; we support it in our role as processor.
Privacy for Gateway and MCP
This section describes processing by DATEVconnect Gateway and MCP. It supplements the data processing agreement and explains data categories, recipients, connections and retention.
Roles and scope of processing
When we process DATEV data on your firm’s behalf, the firm is the controller and Klardaten GmbH is a processor under Article 28 GDPR. The firm determines the permitted purpose and legal basis. Its instructions and the agreed DPA govern processing.
Data may include master and contact records, client, consultant and user identifiers, permissions, accounting data, DMS metadata and files, order data, payroll and employee data. Scope depends on connected DATEV modules and authorized permissions. Data subjects may include clients and contacts, employees, customers, suppliers and DATEV system users.
Klardaten processes its own account, contract and billing records as controller. Technical data for our own security and abuse prevention serves our legitimate interest under Article 6(1)(f) GDPR; where processed on the customer’s behalf, the DPA applies. The storage location alone does not determine these roles.
DATEVconnect Gateway
The connector connects your DATEV environment to the Klardaten API. It initiates the connection from your Windows system. An application sends a request, the connector executes it within the configured profile’s permissions, and returns the result through Klardaten. You do not need to open an inbound firewall port for this connection.
Processing covers request parameters, authorized DATEV content and technical information such as instance and profile identifiers, request type, time and status. The purpose is to execute the agreed integration. Authentication, instance authorization and profile checks restrict access.
Your DATEV and Windows credentials are stored exclusively on your local Windows system — never by Klardaten. When you set up a profile through Klardaten, the credentials are transmitted to your connector. The connector protects local storage using Windows DPAPI.
For operation, Klardaten stores account and connection assignments and technical operational and security data. The recipient of requested DATEV data is your connected application. Its subsequent processing depends on the integration you select and the applicable agreements.
DATEVconnect MCP Server
Tool calls and results
MCP connects your chosen AI applications to your authorized DATEV connection. Processing includes tool inputs, such as selected resources, search and filter parameters, and the associated results. These may include authorized DATEV records, DMS metadata and files.
Certain write permissions need additional approval when connecting. Write operations are logged. The selected connection and configured profile determine available permissions. Download results may include a filename, type, size and a time-limited link.
Document search and local index
Optional document search stores extracted text, document information and a search index from DATEV DMS or Document Storage locally on the connector host. Text extraction, OCR and embeddings are computed locally. Searches check document access through the connected DATEV profile and send matching passages and document information through Klardaten to the connected application. Disabling search revokes the organization’s access but retains the local index; removing it is a separate management operation. Indexing may continue for other organizations sharing the instance.
Your chosen AI applications
Your chosen application receives tool inputs and results. It is your selected recipient and does not automatically become a Klardaten subprocessor.
Before authorizing the connection, clarify directly with your chosen AI provider how it processes and stores client data and whether it uses that data for model training. Its contractual terms, processing locations, retention periods and your settings apply. Klardaten’s hosting and security statements apply to our own services.
Authentication and session data
For authentication and authorization, Klardaten processes OAuth tokens and session records linked to user, organization, instance and profile references. These records, internal request identifiers and diagnostic data are not returned as normal tool results.
MCP sessions are separate from the longer-lived OAuth connection. Their durations are listed below. You can disconnect or revoke the connection and restrict permissions in Klardaten or DATEV. Disconnecting does not delete results already stored by your chosen application.
Hosting and service providers
The main Gateway and MCP infrastructure is hosted on Amazon Web Services in Frankfurt. A special agreement with AWS protects professional secrecy under Section 203 of the German Criminal Code. Subprocessors and their contractual scope are listed in the Trust Center and Annex 3 of the DPA. Those processing locations do not automatically apply to an AI provider you select.
Klarvos is a separate product still in development. This section covers Gateway and MCP; future processing by Klarvos will be described separately.
Logs, retention and deletion
Operational and security logs include timestamps, IP addresses, requested URLs, status and error codes, and user, instance and profile references. They support operations, diagnosis and access traceability. Authorized support access is purpose-bound under the contractual rules.
We retain archived access and audit logs for at least 90 days. Longer retention depends on security and evidentiary purposes and applicable obligations.
Return and deletion of data processed on your behalf follow your instructions and the DPA. Our own statutory retention obligations remain unaffected. Disabling an account or disconnecting a service is not equivalent to complete deletion of all records and backups.
- API operational logs: 14 days. MCP operational logs: 30 days.
- OAuth connection: refresh tokens default to a 30-day lifetime; successful renewal extends the period. Expired session records are cleaned up.
- MCP protocol session: by default, 30 minutes of inactivity and a maximum of four hours. This does not automatically terminate the OAuth connection.
- Download links: single-use and valid for three minutes by default.
- OAuth database backups: daily backups with a 14-day lifecycle retention rule.
Rights and contact
For access, rectification, erasure or restriction concerning DATEV data, contact the responsible firm. Klardaten supports it under the DPA. The sections above cover your own Klardaten account and processing in our own capacity.