Rented clouds and public AI put small organizations at risk
When client files, donor lists or financial records are spread across a dozen monthly web apps, it is hard to know which country your data actually sits in. At the same time, staff pasting confidential documents into public AI chat tools—or logging into older portals without two-factor authentication—exposes legal offices, contractors, non-profits and defence-related businesses to avoidable data leaks.
Private architecture designed for ownership and security
ROTES Smart Solutions Inc. deploys systems on hardware in your office or in a Canadian cloud region opened directly in your organization’s name. Every deployment is designed with Canadian privacy law (PIPEDA) in mind.
When your team wants AI assistance for searching internal documents or drafting responses, we can run local large language models directly on your hardware in a strict private mode with zero external connections. If you choose to connect external AI models for specific tasks, an access gateway enforces the exact rules you approve.
What’s included in our data and security standard
- Canadian data residency or on-premises hosting: Data lives on your own server or in a Canadian cloud region under your account—never pooled in a vendor cloud.
- Accounts in your name: You hold the root credentials, domain registrations and encryption keys.
- Cloudflare zero trust and origin lockdown: Firewall rules, Cloudflare Access and origin server lockdown so attackers cannot bypass your perimeter.
- Two-factor sign-in and password management: 2FA on critical systems, optional single sign-on (Authentik) and a self-hosted password vault (Vaultwarden).
- Nightly off-site backups with restore checks: Automated nightly backups that are regularly tested to confirm clean recovery.
- Open-source foundations and written hand-over: No proprietary lock-in; if we stop working together, your systems, data and access remain yours.
Proof: Security and privacy in real deployments
- Website portfolio security audit: In a security audit of a portfolio of hosted websites, we found and closed an active backdoor, a personal-data leak and an exposed database backup, and delivered a written audit report.
- Our own on-premises AI and infrastructure: In our Fredericton office, we run an on-premises GPU AI stack with a disconnected private mode for sensitive files, central log monitoring across 18 hosts, and nightly off-site backups of 14+ containers.
Frequently asked questions
Where is our data kept, and does AI send it anywhere?
Your data is stored on your own office server or in your Canadian cloud account. Local AI models run entirely on your hardware and never send your documents to OpenAI, Google or any outside provider.
Who holds the accounts and passwords?
You do. We set up every server, cloud account and password vault in your name and hand over a complete account inventory.
Can you audit our existing website or server?
Yes. We review your current perimeter, check for exposed backups or leaks, configure Cloudflare zero-trust protection and origin lockdown, and give you a plain-language written report.
What happens if we change IT providers in the future?
Because your systems run on your own accounts with open-source software and written hand-over notes, your data and security controls stay in place under your control.
Lock down your systems and keep your data in Canada
Tell us what you’d like to simplify — contact us via our form or email [email protected], or ask to get a security check of your website.