Phillip

Security and data

Your data stays yours.

This page says plainly where your conversations and files live, who can reach them, and what happens to them. It only describes what Phillip does today.

Your own private copy

  • Every company gets its own separate Phillip: its own database, search index, document index, file storage and encryption keys. Nothing is shared between companies except the server hardware.
  • Your Phillip runs on Amazon Web Services in Virginia, in the United States.
  • The server has no public web ports. Visitors reach it only through an encrypted Cloudflare connection, and every page is served over HTTPS.

Who can sign in

  • Only people with an email address at your company's domain, through the Bedford AI sign-in service.
  • Google sign-in only accepts accounts managed by your company's Google Workspace, not personal Gmail accounts.
  • Emailed sign-in codes work once and expire after 15 minutes. Repeated wrong guesses lock the code, and sign-in requests are rate limited.
  • Your admins are named when you sign up. Admin rights come from that list on every sign-in, so removing someone from it takes effect at their next sign-in.

What the AI providers see

To answer a question, Phillip sends your message, the relevant conversation, and any files or library passages it needs to Anthropic (for Claude) or OpenAI (for GPT, and to index your company library). We use their business APIs, not their consumer apps, under their commercial terms:

  • No training on your data. Anthropic's commercial terms say it "may not train models on Customer Content from Services." OpenAI says "data sent to the OpenAI API is not used to train or improve OpenAI models" unless the customer opts in. We have not opted in.
  • Short retention. Anthropic deletes API inputs and outputs within 30 days. OpenAI keeps abuse monitoring logs for up to 30 days. Either may keep data longer where the law requires it or to enforce its usage policies.

Sources: Anthropic Commercial Terms, Anthropic data retention, OpenAI API data controls. Checked October 21, 2026.

Inside your company

  • Conversations are private to the person who had them. Coworkers and admins don't see each other's chats in Phillip.
  • Personal memory is private too, and each person can view, edit or delete theirs.
  • Everyone at your company can ask about documents in the company library, so only add files everyone may see.

Backups

  • Your database and files are backed up every night to storage in the United States and kept for 14 days.
  • The server itself is also snapshotted daily, with the last 7 days kept.

Who at Bedford AI can see your data

A small number of Bedford AI staff can reach the servers to keep Phillip running. We only look at your company's data when you ask us to help with something, or when we must to fix a problem or comply with the law.

When you leave

  • When you cancel, your Phillip stops and your data is kept for 30 days so you can ask for an export.
  • After that we delete it. Backups age out within 14 days of deletion.
  • Anyone can download their own conversations from Phillip at any time.

What Phillip is not set up for

Phillip isn't set up for health information covered by HIPAA, payment card numbers, or other data that comes with its own legal rules. Keep that kind of data out of it. If you need it, talk to us first.

Questions or a security report

Email a real person. A data processing addendum is available on request.