FAQ - Frequently Asked Questions
Security, privacy, hosting, AI and other questions we are asked most.
Is WrkLst secure?
Security is our top priority. WrkLst follows current industry standards in encryption and security architecture so that your data stays protected at all times. Encryption in transit and at rest All communication between you and our servers is fully encrypted, and your data is also encrypted at rest — it remains secure even when it is not actively in use. Isolated data architecture Each WrkLst account runs in its own database, giving a strong architectural separation between accounts. Documents and images are stored in dedicated substructures, further improving separation and data integrity. Authentication and account protection Every user must set a strong, complex password. Login attempts are protected by throttling and other measures that block automated attacks. WrkLst also supports role-based access control, so you can define user permissions, control what each person sees, and restrict who may export data. Infrastructure and updates Our servers run on hardened Linux systems that receive security patches regularly, and the WrkLst software is actively maintained so vulnerabilities are addressed as they arise. System credentials and encryption keys are held in dedicated password and key vaults under strict internal access policies. Redundancy and backups To protect against data corruption and disaster we run redundant server and storage systems and take incremental backups of all databases. See How and Where is WrkLst Hosted? for where those systems are located. AI processing WrkLst does not use AI on your data without your active, prior consent, and every feature that uses AI is clearly labelled as such. Where AI is used, it runs on open-source models hosted in Switzerland, prompts are never recorded and never used to train models, and AI can be switched off for your entire workspace. See Does WrkLst use AI on my data?. Secure data migration If you ask us to migrate existing data from spreadsheets or databases into WrkLst, those files are held on encrypted workstations with strict access controls, and every transfer is encrypted. WrkLst does not use unencrypted transfers under any circumstances. Related articles - How does WrkLst Comply with GDPR and Privacy Laws? - Does WrkLst Provide a Data Processing Agreement (DPA)? - How and Where is WrkLst Hosted? If you need further detail, contact us at support@wrklst.art.
How and Where is WrkLst Hosted?
WrkLst runs entirely on European cloud infrastructure. Your records are stored and processed in Germany, Finland and Switzerland — never in the United States. Where your data lives Our primary servers are hosted with Hetzner in Germany, one of Europe's leading data centre operators. Redundant infrastructure runs in Helsinki, Finland, and backups are held in Switzerland. Optional AI processing also runs on servers in Switzerland — see Does WrkLst use AI on my data?. Switzerland is not a member state of the European Union. The safeguards that apply to data held there are set out in our Privacy Policy and in our Data Processing Agreement. Why European hosting matters Keeping everything on European infrastructure means your records stay within European data protection law and outside the reach of the US CLOUD Act. Speed, wherever you are WrkLst is used all over the world, and European hosting does not mean a slow connection from elsewhere. We pay for Cloudflare Argo premium routing, which carries your traffic over the fastest available network paths instead of the default ones. The result is that the application stays quick whether you are opening it in Berlin, New York, Los Angeles or Hong Kong. Renewable energy Our data centres run on 100% renewable energy, including hydropower at the Finnish facility. See Is WrkLst a 'green' service? for more. Third-party services For a full list of the third-party services we rely on, see our Terms of Service and Privacy Policy. Related articles - Is WrkLst secure? - How does WrkLst Comply with GDPR and Privacy Laws? - Does WrkLst Provide a Data Processing Agreement (DPA)? If you have questions about hosting or data residency, contact us at support@wrklst.art.
Is WrkLst a 'green' service?
Sustainability is part of how WrkLst is built. We use energy-efficient infrastructure and keep optimising our systems to reduce their environmental impact. 100% renewable energy Our data centres run on renewable energy, including hydropower at the Finnish facility. Every request to WrkLst is powered by clean energy. Energy-efficient facilities The data centres we use are designed for high energy efficiency, with low PUE (Power Usage Effectiveness) ratings that minimise waste. Concentrated, efficient infrastructure We run a small number of highly efficient European data centres rather than duplicating infrastructure across many regions around the world, which keeps the total energy footprint of the service low. See How and Where is WrkLst Hosted?. Continuous optimisation We regularly review and improve our infrastructure to reduce our energy footprint further. At WrkLst, security, speed and sustainability go hand in hand. Related articles - How and Where is WrkLst Hosted? - Is WrkLst secure?
How does WrkLst Comply with GDPR and Privacy Laws?
The protection of your personal and business data is our top priority. WrkLst complies with the General Data Protection Regulation (GDPR) and the German Datenschutz-Grundverordnung (DSGVO). We do not sell your data WrkLst never sells or shares your personal or business data with third parties for advertising, profiling or any other commercial purpose. Your data remains yours. Custodians, not owners We see ourselves as custodians of your information. Both personal and business data are protected, accessible only to you, and handled with care. Lawful processing All data processing is carried out in accordance with GDPR and DSGVO, with strong encryption and strict security measures in place. See Is WrkLst secure? for the technical detail. Your rights over your data You can access, rectify, delete and export your data at any time. Your entire account can be exported as a complete SQL dump on demand, so leaving WrkLst never means losing your records. Privacy by design and by default Privacy-focused architecture is built into WrkLst at every level rather than added afterwards. Storage and transfers All data is stored in line with EU regulations. Our servers are in Germany and Finland, with backups in Switzerland — see How and Where is WrkLst Hosted?. Any transfer outside the EU follows GDPR-compliant safeguards. AI and your data AI is never applied to your data without your active, prior consent, and any feature that uses AI is clearly and transparently labelled. Where AI is used, it runs on open-source models hosted in Switzerland, your prompts are never recorded and never used to train a model, and AI can be switched off for the whole workspace. See Does WrkLst use AI on my data?. Data Processing Agreement A DPA is available to all customers — see Does WrkLst Provide a Data Processing Agreement (DPA)?. For more detail on how we handle data, see our Privacy Policy or contact us at support@wrklst.art.
Does WrkLst Provide a Data Processing Agreement (DPA)?
Yes. WrkLst offers a Data Processing Agreement (DPA) to all customers, in compliance with GDPR and other relevant privacy regulations. How to request one If your organisation requires a DPA, email us at support@wrklst.art and we will provide it. Related articles - How does WrkLst Comply with GDPR and Privacy Laws? - Is WrkLst secure? - How and Where is WrkLst Hosted?
Does WrkLst use AI on my data?
WrkLst does not use AI on your data without your active, prior consent. Where a feature uses AI, it is clearly and transparently labelled as such, so you always know when AI is involved. Consent comes first No AI is applied to your works, contacts or documents unless you have actively agreed to it beforehand. This is the important part: consent is something you give, not something you have to withdraw once you discover it. There is no AI quietly processing your archive in the background. AI features are always labelled Wherever a part of WrkLst uses AI, it says so at the point where you use it. You should never have to wonder whether a result in front of you came from a model or from your own records. Turning AI off AI can be switched off for the entire workspace. With it off, the rest of WrkLst works exactly as it always has. What AI is used for The main use is automatic import. You drop in a PDF, a Word file, an Excel sheet or a link to a gallery page, and WrkLst prepares ready-made records from it. Nothing is added to your inventory automatically — every record is presented for you to review and approve first. See Automatic Import: let AI do the data entry. Where the processing happens AI processing runs on open-source models hosted in Switzerland. Your data is not sent to a large commercial AI provider. What happens to your prompts The prompts used to extract your data are never recorded, and they are never used to train AI models. Your works, your contacts and your documents do not become training data for anyone. Related articles - Is WrkLst secure? - How does WrkLst Comply with GDPR and Privacy Laws? - How and Where is WrkLst Hosted? If you have further questions about how AI is used on your data, contact us at support@wrklst.art.