Security and data handling for teams

Short answer: Yotei reads only the part of the screen you select, sends it to an AI service to find the event, deletes the screenshot when you confirm (or within 48 hours), and adds nothing to a calendar until the person confirms. The servers are in Germany. This page says what we do, and also what we do not have yet.

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Where your data goes

• The app reads only the box a person drags. It does not watch the screen in the background.
• Before the first capture, the person agrees to the selected area being sent to an AI service. Nothing is sent before that.
• The image goes to an AI service through a gateway (OpenRouter, routing to Google's Gemini model). We ask for providers that do not store requests or use them for training.
• The screenshot is deleted when the event is confirmed, or within 48 hours. The extracted text is deleted when the event is confirmed.
• We do not sell personal data, use screenshots for advertising or train AI models on them.

How it is protected

• Servers run at Hetzner in Germany. Cloudflare provides DNS and file storage for screenshots and backups.
• Connections use HTTPS with HSTS and a strict content security policy. Sessions use secure, HttpOnly cookies.
• Passwords are stored as salted hashes. They need at least 10 characters, and new passwords are checked against known breaches without sending the password anywhere. Sign-in is rate limited, email addresses are verified, and two-factor sign-in with an authenticator app is available.
• Calendar access tokens and CalDAV passwords are encrypted. The desktop app keeps its sign-in token in the operating system's credential store.
• Updates to the desktop app are signed, and the app refuses an update whose signature does not match.
• Backups are encrypted and made nightly.
• The AI only proposes event details. A person reviews and confirms every event.

Calendar access

For Google Calendar, Yotei asks for one permission: to add and change events that Yotei itself created. It does not read other events. Each person connects their own calendar, so a team can mix Google Calendar, Outlook and iCloud. A person can disconnect at any time in Yotei or in their calendar account.

Who handles data for us

• OpenRouter and the AI model provider it routes to, to read screenshots.
• Hetzner Online GmbH (servers, Germany) and Cloudflare (DNS, storage, email forwarding).
• Paddle, our reseller and merchant of record, for payments and tax. We never see card details.
• Resend, for account emails. Sentry, for error reports without screenshots or event contents.

The full list is in the privacy policy.

What we do not have yet

• No SOC 2 report and no third-party penetration test.
• No single sign-on (Okta, Microsoft Entra, Google Workspace).
• No managed installer package for Intune or Apple Business Manager. Today there is a per-user installer, a portable Windows version and a Mac app.
• No on-premise option. Data is processed on our servers.

If one of these decides whether your team can use Yotei, please tell us. We build what real teams need first.

Contact

• Security reports: security@yotei.win (also in our security.txt).
• Privacy and data processing agreements: privacy@yotei.win.
• Yotei is a product of KD Digital, Apeldoorn, the Netherlands (KvK 42190103). It is built to meet the GDPR.

FAQ

Where is our data stored?

Yotei's servers run at Hetzner in Germany. Screenshot files and backups are stored with Cloudflare. Screenshots are deleted when you confirm the event, or within 48 hours if you do not.

Is a screenshot used to train AI?

No. Selected screenshot areas are sent to an AI service only to find the event in them. We ask the service to use providers that do not store requests or use them for training, and we do not use screenshots for advertising or to train models.

Does Yotei read my whole screen or my whole calendar?

No. Only the box you drag is read. For Google Calendar, Yotei asks for one permission: to add and change events that Yotei itself created. Nothing is added to a calendar until the person confirms.

Do you have SOC 2 or a penetration test report?

Not yet. We are a small company and have not bought either. If your organisation needs one before a rollout, tell us, because that decides what we do next.

Do you support single sign-on, or silent installation for IT?

Not yet. People sign in with an email and password, and two-factor sign-in with an authenticator app is available. The Windows app installs per user without an administrator prompt, and there is a portable version that needs no installer. A managed package for tools such as Intune is not built yet.

Can we get a data processing agreement?

Email privacy@yotei.win and we will send one.