Your documents are encrypted
Calitem encrypts data in transit using HTTPS/TLS. Stored customer data is protected with provider-managed AES-256 encryption.
Uploaded documents are stored privately. Downloads require authorisation and use temporary links.
Access follows company permissions
Calitem checks organisation membership and company permissions before allowing access to documents and accounting data.
Administrators can assign roles for managing, processing, approving and viewing documents. Users can be restricted to assigned companies, while organisation administrators have broader access.
These permissions are enforced through server-side checks and database access rules.
European hosting
Calitem’s application runs in Dublin, Ireland. The database and uploaded documents are hosted in an EU region.
External services handle document reading and AI processing. European hosting does not mean that every processing step takes place in Europe.
For processing locations and provider details, contact info@calitem.com.
How AI uses your documents
Calitem uses external OCR and AI services to read documents and extract accounting information. Processing may include the original PDF or image and the text extracted from it.
Calitem’s terms prohibit using customer content for model training. The external AI service we use does not train on API data by default.
Providers may retain submitted content or processing results under their applicable policies. Retention depends on the service and configuration.
Your approval rules remain part of the workflow
Calitem routes approvals according to your configured rules, including amount, supplier, cost centre and legal entity.
Matching highlights differences between invoices, purchase orders and delivery notes. Low-confidence fields can be sent for human review before processing continues.
Export and deletion
You can export structured accounting data and download your documents.
Deleting a user account preserves the organisation’s documents and accounting records. Deleting the organisation removes its documents from the application. Removal of retained copies follows a separate process.
Contact info@calitem.com for deletion requests and questions about retention.
Privacy and documentation
Calitem supports GDPR-compliant operation. You can request a signed Data Processing Agreement and the list of providers that process customer data.
Questions about security?
For security reviews, privacy questions, documentation requests or suspected security issues, email info@calitem.com.