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For administrators, IT partners and management

Security

The app runs in your company's own Microsoft environment in the EU. This page shows what happens to a quote request between the inbox and the offer, and who sees what.

In brief

Step by step

  1. The customer sends a quote request

    It comes with a list, such as a BOM, and often drawings or other manufacturing files.

  2. Your Microsoft 365
  3. 1

    The email arrives

    The request arrives in an agreed mailbox, such as a shared quotes@ address or a salesperson's own. The app sees only the agreed mailboxes and one folder, and your administrator can remove its access at any time.

  4. Your Microsoft environment, EU region
  5. 2

    Attachments are read

    The list and the request documents are read in your Microsoft environment. Drawings and manufacturing files don't go to the language model; they're attached to supplier inquiries as they are.

  6. 3

    Names and prices are masked

    Names of people and companies, contact details and prices are swapped for markers before the language model sees the text. Part numbers and quantities stay as they are, and the real data appears only in the app.

  7. 4

    The language model reads

    The language model reads the email and the list's rows, says what the request is missing and drafts the questions. Every row is checked against the original file, and uncertain rows are left for the salesperson to decide. The model runs in your Microsoft environment in the EU, and Microsoft doesn't use the data to train models.

  8. 5

    Prices and costing

    Prices and delivery times come from your ERP, price lists and supplier quotes, and the costing is calculated by the program with your own rules. Prices don't go to the language model.

  9. Your people
  10. 6

    A salesperson sends

    A salesperson checks and sends every reply, inquiry and quote from Outlook. The app sends nothing on its own, and each request shows what was done with it.

Who sees what

Data The app in your Microsoft environment Language model Suppliers Thousandhouse
Email text Yes Masked No Only if a user sends it, masked
Names and contact details Yes Markers only No No
Customer and supplier names Yes Role markers only No No
List rows Yes Yes Part numbers and quantities Only if a user sends them
Prices and margins Yes Markers only No No
Drawings and manufacturing files Passes them on No Attached to inquiries, as today No
Other mail, calendars, Teams and files No No No No
Version, counts and error types Yes No No Yes

Installation

The app is installed in your company's Microsoft environment in the EU region, and your administrator or IT partner approves its permissions during a remote installation. The full list of what is installed and which permissions it gets goes to your administrator before you decide.

Access

The app sees only the agreed mailboxes and folders, and it has no passwords or keys. Users sign in with their own Microsoft accounts. Thousandhouse has no account in your Microsoft 365.

Updates

Thousandhouse publishes versioned updates, and your administrator installs them. Each case shows which version handled it.

Support

For support, a user sends the case from the app, masked. If we need more, your administrator grants temporary access and removes it once the issue is resolved.

Removal

Your administrator can remove the app and its permissions at any time. The data is in your own Microsoft environment the whole time, so you can keep it before removal.

Agreements

Who is responsible for the data, what the data processing agreement covers and how confidentiality is handled.

Agreements and responsibilities

Questions about security?

We're happy to go through the installation, permissions and agreements with your administrator or IT partner before you decide.

Get in touch