1. Back-end servers in the EU (Germany)
Our back-end servers are in the EU (Germany), and client documents are stored in the EU. Uploads pass through a global edge network before they reach our EU servers. Connections are encrypted with TLS, and stored files are encrypted at rest. The hosting provider isn't named publicly, by policy. Our Data Processing Agreement describes each sub-processor by role; the current named list is available on request from contact@pileform.com.
2. Retention, matched to tax law
Accounting records must survive as long as the law that governs them. Records are kept at least six years, the Cyprus minimum. Nothing is deleted automatically unless automatic deletion is turned on at your request. Then records past the retention period (six years by default, up to 100, or kept forever) move to a recycle bin after a preview and 30 days' email notice. Any single file can be deleted earlier.
Since 1 January 2026, Cyprus's 6-year period runs from the tax-return submission deadline rather than the tax-year end.
3. GDPR, export, and AI processing
Pileform processes client documents in the EU under our DPA, in line with GDPR. You can download your stored documents at any time and ask us for erasure. Deleted files go to a bin, where you can restore them for seven days; after that they are removed, unless a job is still processing them or they are on hold. Document pages are read in the EU. We do not use your documents to train models.
For the full technical detail, including encryption, access controls, and breach response, see data security.
Quick answers
Our back-end servers are in the EU (Germany), and client documents are stored in the EU. Uploads pass through a global edge network before they reach our EU servers. Uploads are staged briefly, then results are archived for the retention period. The hosting provider isn't named publicly; the Data Processing Agreement describes each sub-processor by role, and the current named list is available on request from contact@pileform.com.
Records are kept at least six years, the Cyprus minimum. Nothing is deleted automatically unless automatic deletion is turned on at your request. Then records past the retention period (six years by default, up to 100, or kept forever) move to a recycle bin after a preview and 30 days' email notice. Any single file can be deleted earlier.
Yes. Any single file can be deleted earlier. Deleted files go to a bin, where you can restore them for seven days; after that they are removed, unless a job is still processing them or they are on hold.
No. We do not use your documents to train models, and document pages are read in the EU.
Still stuck? Email contact@pileform.com and a person replies within one business day.