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Private AI Workspace · on your servers or agreed EU hosting

Company knowledge and AI, inside a perimeter you draw.

One workspace to search documents, project notes and technical knowledge, with answers that open their sources. Permissions follow the work, and the models run on your hardware or in agreed EU hosting.

Plan a readiness session See where the data goes

One-off setup · monthly licence · support in English or Romanian

Private AI Workspace: a research brief marked as reviewed, with its questions, source collection and the cited supplier note (example data).
Private AI Workspace: a cited answer with three sources and the evidence still missing (example data).
  • Documents stay in your storage
  • Models on your GPU node
  • Audit log inside

Example data

DOCUMENTS
Stay in your storage. The index points back to the original.
QUESTIONS
Processed by models running inside the perimeter you approve.
ACCESS
Checked before retrieval, with the groups you already use.
RECORD
Audit log, data-flow record and runbook handed to your team.

01 / Where the data goes

See where a question travels.

The same question, two architectures. Switch between them and follow each hop: who sees the text, where it is processed and where the log ends up.

PERIMETER · YOUR SERVERS OR AGREED EU HOSTING
  • File shares
  • PDFs and scans
  • Tables
  1. U1 WORKSPACEweb interface, SSO
  2. U2 RETRIEVALpermission filter
  3. U3 INDEXkeyword, semantic, graph
  4. U4 MODEL SERVINGGPU node
  5. U5 MONITORINGaudit log
  6. U6 BACKUPencrypted, inside the perimeter

ANSWER

Rev. 7 of PR-QA-014 applies from 1 Nov. Rev. 6 stays in force until then.

Written by the provider’s model, outside the perimeter.

PR-QA-014 · rev. 7 · p. 2rev. 6 · p. 2

Audit log · insidePrompt log · at the provider

Example data

External AI services

Outside the perimeter. No route from your documents.

Receives the question and passages; location and retention follow the provider’s terms.

Reference layout for an on-site deployment, simplified. In a dedicated EU environment, the perimeter is that environment and the proposal names who runs it. Public services differ; check each provider’s terms.

  1. Employee asks in the workspace and signs in with the account they already have.

    Inside

  2. The permission filter resolves their groups and limits the searchable sources.

    Inside

  3. The index returns passages only from documents they may read.

    Inside

  4. A model on your GPU node or in agreed EU hosting writes the answer.

    Inside

  5. The answer links each claim to the page or passage it came from.

    Inside

  6. The request is written to your audit log, kept under your retention policy.

    Inside

Simplified comparison. Public services differ; check each provider’s terms for data use, location and retention.

02 / Where it runs

Three ways to run it. One data promise.

The hosting choice follows the material, the workload and who will operate the service. If a route fails, restricted documents wait. They are never quietly sent elsewhere.

  • D1

    On your servers

    Models, index and workspace run on hardware in your building or your data centre. Your team or ours operates it under a written runbook.

    Fits when

    • Restricted project material
    • Existing server room
    • In-house IT
  • D2

    Agreed EU hosting

    A dedicated environment in the EU. We run it and hosting is part of the licence, or it runs with an EU operator you contract directly. Either way, the proposal names who can see what: the operator, the support team and any backup location.

    Fits when

    • No GPU hardware on site
    • Several offices
    • Managed operation preferred
  • D3

    Hybrid, split by data class

    Restricted material stays local; public or low-risk material can use an approved external service. Each class has its own route, written down and enforced in configuration.

    Fits when

    • Mixed workloads
    • Long public reports
    • Tight hardware budget
DATA-CLASS ROUTINGExample data
Example classification
ClassExampleRouteWho may see logs
PublicProduct datasheetsAny approved routeWorkspace admins
InternalWork proceduresOn site or agreed EU hostingWorkspace admins
ConfidentialCustomer contractsOn site onlyNamed support engineers
ExcludedEmployee recordsNot indexed in phase one—

03 / The stack

Six layers, each one you can inspect.

Running a model on your own server is the start. The work is in the layers around it: which version of a document is current, who may read it and what the reader can check.

01Workspacebrowser · SSO

Search, cited answers, source viewer and a review queue, in the browser. Sign-in uses the identity your company already runs.

02Permission-aware retrievalfilter before generation

Access rules are applied before passages reach the model, not by hiding links afterwards. Revoking access is treated as an event that reaches the index.

03Indexkeyword · semantic · graph

Keyword, semantic and relationship search, chosen per task. Each passage keeps its document, version, page and permissions.

04IngestionPDF · tables · images · web

Documents, tables, images and web pages, with text and image extraction. Revisions of one document stay linked as a family.

05Model servingGPU node · per-task models

Models selected after testing on your own questions, sized for the number of people working at the same time, including background indexing.

06Operationsmonitoring · backup · runbook

Monitoring, audit log, backups and restore tests, with a documented handover and a runbook your team can follow.

04 / One question, traced

One question, every step on the record.

This is what the audit log keeps for a single request. Your security team can read it without asking us.

REQUEST TRACEExample data
request
rq-2026-10-07-0412
user
a.ionescu · Quality
groups
quality-readers, engineering
question
“Which revision of PR-QA-014 applies from 1 Nov?”
  1. 01identityresolved from directorydone
  2. 02permission3 sources allowed · 1 excluded (HR)done
  3. 03retrieval4 passages · 2 versions foundPR-QA-014 rev. 6 · effective nowPR-QA-014 rev. 7 · effective 1 Novdone
  4. 04modellocal · gpu-node-01 · inside perimeterdone
  5. 05answerboth revisions shown with dates; owner: Quality managerdone
  6. 06logwritten · retention per policydone

LEFT THE PERIMETERnothing

  1. 01

    Exclusions are logged, so you can prove a restricted source was not used.

  2. 02

    When two versions disagree, both are shown and the procedure owner decides.

  3. 03

    When the evidence is missing, the answer says so.

05 / Models and workloads

Models sized to your work, not the other way round.

Search, long-report summaries and scanned-page extraction put very different loads on memory and processing. We test candidate models on a checked set of your own questions before anything is bought.

  • SEARCH

    Ask the documents

    Short answers with the passage and page attached.

    Typical route: Local model
  • SUMMARY

    Brief a long report

    Reviewed briefs that keep a reference for every statement.

    Typical route: Local or approved route
  • EXTRACT

    Read tables and scans

    Values pulled from tables, drawings and scanned pages, linked back.

    Typical route: Smaller local model
  • COMPARE

    Compare versions

    Current, future and historical revisions shown side by side.

    Typical route: Local model

How we choose

  1. 01Same checked workload for every candidate.
  2. 02Measured on waiting time, throughput and answer quality together.
  3. 03Tested with the number of people likely to use it at once, with indexing running.
  4. 04A smaller model can serve a narrow task; a different route can serve long reasoning.

On your servers or in a dedicated EU environment, we run models that work entirely on that hardware. External model APIs are used only for the data classes you approve.

06 / Inside the rack

Who can touch what, layer by layer.

Documents, models, servers and the people who run them each get their own rules. Pick one to see what is fixed in configuration and what is written down.

  • Documents stay in their repository; the index stores references, versions and permissions.
  • Names and identifiers can be masked before text reaches a model.
  • Deletion reaches the index, caches and stored answers.

EU hosting alone does not establish compliance. We give your legal and security colleagues an accurate description of the processing; legal interpretation stays with them.

07 / What your team uses

What your team actually opens.

Behind the infrastructure is a calm workspace: ask, read the cited passage, flag what needs review.

INSIDE YOUR PERIMETER · WORKSPACE SCREENS

Example data
Private AI Workspace notebook: three open questions, the source collection and a working brief that flags missing evidence. Example data.

01 / Ask

Ask in plain words, inside the perimeter.

Questions sit next to the source collection they are allowed to search. The brief opens with what the evidence supports and what it does not.

RDCopilot AI Copilot brief: an answer with the sources it used and the evidence still missing. Example data.

02 / Check

Every claim points at its passage.

Each statement carries a numbered citation: document, date and the quoted line. Missing evidence is flagged instead of guessed.

Private AI Workspace notebook: a reviewed working brief whose statements cite numbered sources, with the evidence margin open on source 2. Example data.

03 / Review

Mark it reviewed. Decide in your own system.

The reviewer ticks the checklist against the evidence margin. The review is recorded; the decision itself stays in your own system.

Open the review screenOpen the questions screen

These are the cited-answer workspace screens, shared with AI Copilot, our hosted version. In a private deployment the same interface runs on your servers or in agreed EU hosting, signed in with your own accounts.

Built for private deployments

PR-QA-014 · Incoming inspectionExample data

Two versions found

rev. 6 · effective now

Visual check on arrival

Sample size: 5 per batch

Record in quality log

rev. 7 · effective 1 Nov

Visual check on arrival

Sample size: 8 per batch

Record in quality log

ANSWER

Both revisions apply, on different dates: 5 per batch until rev. 7 takes effect, 8 per batch from 1 Nov.

rev. 6 · p. 2rev. 7 · p. 2
Owner decision pendingRouted to: Quality manager
Mockup: two revisions of the same procedure shown side by side, with the differing line highlighted.
ACCESS TEST MATRIXExample data
Access tests by test identity
Test identityProceduresContractsHR
test.engineering Allowed Denied Denied
test.quality Allowed Allowed Denied
test.guest Denied Denied Denied
EVENT · access revoked

contracts-readers removed from test.engineering → index updated → matrix re-run

last run after access change · all expected

Every permission rule has a test identity that must and must not see it.

08 / Connections

Part of RDCopilotOS.

  1. 01AI CopilotThe same cited-answer workspace, available as a hosted service when private infrastructure is not needed.
  2. 02Document workflowsScans and attachments become reviewed records that the workspace can search.
  3. 03eLearningAn assistant that answers only from approved course material and cites the lesson.
  4. 04EU-hosted AI planningEvery data path traced before you choose where models run.
  5. 05Local AI infrastructureModel serving, access and monitoring on hardware you control.

See the whole platform

Sources we connect

  • File shares
  • Document repositories
  • PDFs and scans
  • Spreadsheets and tables
  • Internal web pages
  • Attachments in RDCopilot ERP and CRM

The first delivery connects one repository and one identity system, with tests. Further connectors are estimated from their permission models.

09 / Compared

Three ways to get AI on company documents.

Qualitative comparison of three approaches
CriterionPublic AI assistantBuilt in-houseRDCopilot Private AI Workspace
Where documents are processedProvider’s infrastructureWherever you build itYour servers or agreed EU hosting
Document permissionsDepends on connectorYou design and test themApplied before retrieval, tested per identity
Model choiceProvider’s modelsAny, you operate itChosen per task after tests on your questions
Conflicting versionsDepends on the productYou build the logicShown side by side, sent to the owner
Cost modelPer user or per usageTeam time and hardwareOne-off setup + monthly licence (EU hosting included when we host); your own hardware or third-party hosting on a separate line
Operations and supportProvider’s support channelsYour teamRunbook, monitoring, support in English or Romanian

General comparison. Individual services and in-house projects vary.

10 / From pilot to handover

Start with one team and one difficult question.

  1. 01

    Choose the task

    One team, one recurring question, one document family that causes trouble today.

  2. 02

    Agree document access

    Classify the material, map groups to repositories and write the permission matrix.

  3. 03

    Assess models and hosting

    Test candidate models on your checked questions; compare on-site, EU hosting and split routes.

  4. 04

    Build the pilot

    One repository, one identity system, the workspace, the audit log and access tests.

  5. 05

    Review against sources

    Your experts check answers against the originals; gaps and conflicts go to their owners.

  6. 06

    Deploy and hand over

    Production deployment, monitoring, backups, restore test and a documented handover.

The complete workspace and its integrations are scoped engineering work, quoted after step 03.

What stays yours, whatever happens.

On your servers, documents never enter our systems. In a dedicated EU environment, the proposal names where each component runs and who can access it. The index, configuration and logs are exported on request, in formats agreed in the handover. If you stop the licence while we host, we return or delete your data, at your choice, unless the law requires us to keep it, and you keep the handover record.

MANIFEST · handover06

  • Data-flow record: every component, location and who can see what, ready for your record of processing activities
  • Permission matrix and access tests
  • Model evaluation on your checked questions
  • Deployment documentation and runbook
  • Audit log and configuration export
  • Backup and restore procedure

11 / How it is priced

Priced in clear lines.

Setup and licence are separate lines, so the build cost is never hidden inside an operating fee. Your own hardware or third-party hosting is quoted on its own.

PROPOSAL OUTLINEExample data
  1. 01Readiness and model evaluationquoted
  2. 02Setup and implementation · one-offquoted
  3. 03Hardware or third-party hosting · if applicablequoted
  4. 04Monthly licenceupdates · monitoring · support RO/ENEU hosting and backups, when we hostquoted
  5. 05Extra work · fixed hourly rateon approved estimate
  • Setup covers ingestion, retrieval, access integration, the workspace and training for the people who will use it, which also supports AI literacy under the AI Act.
  • The licence covers updates, monitoring and help-desk support in English or Romanian. When we host in a dedicated EU environment, hosting and backups are included too.
  • Hardware you buy is yours. We help size it before you order.
Request a setup and licence quote

12 / Questions

Questions before the first session.

01Does any of our data leave our network?

It depends on the route you approve, and the answer is written down. In an on-site deployment, documents, questions, model processing, logs and backups stay inside your network. With agreed EU hosting, they stay in that dedicated environment, and the proposal names the operator and who can access it. External services are used only for the data classes you approve.

02What hardware do we need?

We size it after testing your own questions with the number of people likely to use the workspace at once, including background indexing. If buying hardware does not make sense yet, agreed EU hosting lets you start without it. Hardware is quoted as its own line.

03Which models do you use?

Models chosen per task after testing on your checked workload. For on-site and dedicated EU deployments, these are models that run entirely on that hardware. External APIs are used only for the data classes you approve. A smaller model can handle extraction while another serves longer reasoning, and each approved model is recorded in the data-flow record.

04How do document permissions carry over?

The workspace uses the identity provider and groups you already run. Access rules filter passages before the model sees them, and an access change is pushed to the index. We test it with named test identities that must and must not see each document.

05What happens when two documents disagree?

The answer shows both, with their version and effective date, instead of blending them. Unresolved conflicts go to the person who owns the procedure. When there is no evidence, the workspace says so.

06Can it run air-gapped, with no internet connection?

Yes, where the readiness session confirms it. We plan how models, updates and support access reach an isolated network, and the procedure goes into the runbook before the build starts.

07Who runs it after launch?

Either your team, following the runbook we hand over, or we operate it under the monthly licence, which covers updates, monitoring and support in Romanian or English. Support access follows a written procedure you approve.

08How do we start, and how is it priced?

With a readiness session about one team, one task and your hosting constraints. We then propose an evaluation and a pilot. Pricing has a one-off setup and a monthly licence that covers updates, monitoring and support, plus EU hosting when we host. Your own hardware or third-party hosting, and any extra work, are quoted on separate lines.

13 / Next step

Draw the perimeter first. Then we build inside it.

Bring one team, one difficult document family and your hosting constraints. We will come back with a data-flow sketch and a pilot proposal.

Plan a readiness session

Please describe the work. Don’t send confidential documents through the form.