SERVICE / 06

Private AI

A local AI system in your own office, installed and maintained by us, for firms of 5 to 50 people that have an external IT provider but no technical staff of their own. Open models, a chat screen your team already knows how to use, and one read only connection to your documents: the system can read them, not change them. We supply and install the hardware; it is yours from the day it is delivered. We start with an assessment that can end in advice to use a cloud plan instead.

WHO IT IS FOR, AND WHO IT IS NOT

FOR

  • Firms whose data constraints require that documents are not processed by an outside AI provider: professional secrecy, health data, clients' financial records, or client contracts that restrict where data goes.
  • Firms whose AI use is mostly routine: summarising, searching, classifying, drafting and translating from their own documents.
  • Owners who want one contact for the AI layer, in writing, next to the IT provider who already covers their network and backups.

NOT FOR

  • A five person firm handling ordinary client data. A business cloud plan with a data processing agreement, the GDPR contract that says what a provider may do with your data, costs a fraction of this, and we will say so in the assessment.
  • Anyone who needs the best available model for complex reasoning or writing software. A local system does not replace that seat; keep it and plan a hybrid.
  • Firms that want to cut their AI bill. Cheaper models and EU hosting come first; see the guide on local AI versus cloud plans.

THREE WAYS TO USE AI WITH SENSITIVE DATA

01

Business cloud plan

ChatGPT Business, Claude Team or Microsoft 365 Copilot, with a signed data processing agreement and no training on your content by default. Fits many small firms with ordinary client data. Data residency options differ by provider and plan level; check the current terms for the plan you would buy.

02

Open models hosted in the EU

The same open models, billed by the token (the unit of text AI providers charge by) from European providers on EU servers under a European contract. Fits firms that need EU processing but have no rule against a processor as such. No hardware, no machine to maintain. The contract, not the provider's nationality, has to say where data flows go.

03

Local system in your office

A machine on your premises running an open model on your documents. In local mode the model processing happens in your office; any outside access and data flows, such as remote maintenance, are listed in the contract. Fits firms whose rules or clients require that documents stay on site. Costs the most, needs a place to run, and needs someone accountable for it. That is this service.

WHAT TURNKEY INCLUDES

Fit assessment

Your workflows, document volume and formats, confidentiality rules and existing tools, in writing. The assessment ends with a recommendation: cloud plan, EU hosting, local system or a mix. If local is not the right answer, the assessment says so.

Hardware, supplied by us, owned by you

We specify the machine, check its warranty terms and size it with a load test on a sample of your documents before you order. We buy it from an authorised Spanish distributor, deliver it to your office and invoice it at the price fixed in the quote, with our supply margin shown as a separate line. It is your asset from delivery, covered by the manufacturer's warranty.

Installation

Open models with a chat interface your team opens in a browser, one read only connection to a document source such as a shared folder or drive, user accounts that respect your existing document permissions, and remote maintenance access.

Training and usage policy

Two sessions with your team, a short written usage policy, and a process owner on your side who knows whom to call.

Written agreements

Where we process personal data on your behalf during maintenance, an Article 28 data processing agreement. A responsibility matrix for what happens when something stops, written acceptance criteria, and a handover document that describes the system as installed, including who backs up what.

Care Plus included

Care Plus included after installation: one month for a small office, three months for a medium office. After that, Care continues month to month or stops.

BEFORE YOU BUY

  • The 30 minute call is free. If the assessment goes ahead and you then decide not to proceed, its fee is agreed in writing before it starts.
  • Test before purchase: we run the shortlisted model on a sample of your documents and set capacity and hardware from the result.
  • Delivery time is confirmed in the order confirmation after payment and the distributor's availability check, typically two to four weeks for standard configurations.
  • Payment: hardware is invoiced in full at order and fixed at that price; setup is invoiced half at order and half at acceptance. Hardware prices in a quote are valid for 10 business days.
  • Acceptance criteria are written into the quote and checked together at handover, including that users only see documents their access allows.
  • File formats: scanned documents need OCR, the step that turns a scanned page into text. We check your formats in the assessment.
  • Backups: your company data backup stays with you and your IT provider. Who backs up the system's document index and chat history is set out in the handover document.
  • Admin credentials are handed to you at handover, not later.
  • Warranty: as the seller, we receive and manage any warranty claim, and our legal obligations as seller apply; repair or replacement is carried out under the manufacturer's warranty, registered in your company's name where the manufacturer allows it. Its terms and whether on site repair is included are written into the quote. Our own work, the installed software and configuration, is covered for 90 days after acceptance: defects there are fixed free of charge.
  • Configured hardware cannot be returned once installation has started.

OFFICE SIZES

Prices below exclude VAT. Hardware figures are indicative at October 2026, include our supply margin, and are fixed in your quote; memory and GPU prices and availability are moving. Capacity is set in the quote after a load test with the chosen model and your documents, never from a headcount alone.

Tier S

Small office, up to about 5 people

Hardware in plain words: a small desktop machine, about the size of a thick book, quiet, plugged into a normal socket. It needs a ventilated spot with controlled physical access, not a server room. A UPS, a battery that keeps the machine running through a short power cut, is assessed for every installation.

Setup: 2,900 to 4,500 EUR + VAT

Hardware, indicative: 4,300 to 7,000 EUR + VAT

Tier M

Medium office, up to about 15 people

Hardware in plain words: a compact server class machine, still quiet enough for an office, normal socket, with a UPS. A ventilated place with controlled physical access. Warranty terms are checked per device before purchase and written into the quote; on site repair is never assumed.

Setup: 4,500 to 7,500 EUR + VAT

Hardware, indicative: 6,500 to 14,000 EUR + VAT

Larger offices

Quoted individually after the assessment. Larger systems produce heat and noise, need their own space and a technical contact on your side.

Setup covers the assessment, installation, one document source, training, written agreements and the included Care Plus period: one month for a small office, three months for a medium office. Hardware is supplied by us and invoiced at the price in the quote.

CARE AFTER SETUP

Care is monthly, cancellable with 30 days notice, no minimum term. Times are first response times, not resolution times. Monitoring and updates are included and do not count against the hours.

Care Basic

390 EUR per month + VAT

  • Email support, first response within 2 business days
  • Monitoring and updates
  • 3 hours of work per month

Care Plus

690 EUR per month + VAT

  • Phone and WhatsApp in business hours, first response the next business day
  • Monitoring and updates
  • Quarterly review of usage and results
  • Prompt and document tuning
  • 6 hours of work per month

Both: additional hours at 110 EUR + VAT. Critical updates are assessed for severity, mitigated where needed, and applied after testing rather than on the monthly schedule.

Optional cloud fallback: off by default. On your written choice, we design and test in the quote a separate EU hosted access your team can use while the machine is down. It is a separate access, not the same screen: a failed machine cannot switch anything. API costs are billed separately. Without it, the system is unavailable until the machine is repaired.

If you stop Care: monitoring, updates and remote access end on the last day. You already hold the admin credentials, the handover document and a copy of the configuration from handover. Returning later starts with a review of the system at a fixed fee quoted at that time.

IF THE SYSTEM STOPS

A local AI system is a computer in your office, and the honest question is who does what when it fails. The answer is written before installation and signed with the quote.

  • The AI stops answering or answers badly: we act remotely, within the first response time of your Care level, under the written agreements in your contract.
  • A part fails: as the seller, we receive and manage the warranty claim, and our legal obligations as seller apply; repair or replacement is carried out under the manufacturer's warranty. If on site service is included in that warranty, the technician comes to you; otherwise we arrange collection and return.
  • Network, firewall, power: your IT provider, agreed before installation.
  • Your documents: your existing backups. The system reads your documents; it is not their backup.
  • Questions from staff: your process owner first, then us.

Roles under GDPR depend on the actual service. Where we process personal data on your behalf during maintenance, we sign an Article 28 agreement; if your firm is itself a processor for its clients, we become a sub processor, and your client contracts may require notice. A local system does not make your firm GDPR compliant by itself. It changes where model processing happens and who can reach it. It does not change that you are responsible for it.

WHAT WE DO NOT DO

  • Network, firewall or cabling work.
  • Backup of your company data.
  • Integrations that write into your ERP, case management or patient records. Document access is read only.
  • 24/7 support or on site response times.
  • We do not repair hardware ourselves; repairs go through the manufacturer's warranty, and we manage the claim.
  • We do not build or brand our own machines; every system is a branded product from a Spanish distributor with its manufacturer warranty.
  • Promises about what the model will answer, or that a local model matches the best cloud models. It does not; the guide explains where it is good enough. Outputs need human review.

HOW IT WORKS

  1. 01

    Call. Thirty minutes, free, to decide whether an assessment makes sense.

  2. 02

    Assessment. Workflows, documents and formats, rules, existing tools, written recommendation.

  3. 03

    Quote with load test. We test the shortlisted model with a sample of your documents and set capacity, hardware, delivery time and acceptance criteria from the result.

  4. 04

    Order. You sign the quote and pay the hardware invoice; we order from the distributor and confirm the delivery date.

  5. 05

    Installation and acceptance. Models, chat interface, document source, user accounts and permissions, remote access, training, written agreements, acceptance check, handover with credentials.

  6. 06

    Care Plus included: one month (small office) or three months (medium office).

  7. 07

    Monthly Care. Basic or Plus, month to month, or none.

COMMON QUESTIONS

Where is our data processed?

In local mode the model processing happens on the machine in your office, and nothing is sent to an AI provider for that work. Any outside access and data flows are listed in your contract: our remote maintenance access, logs, backups, and, only on your written choice, the optional EU hosted fallback. Local processing removes the transfer and the AI vendor for that work. It does not by itself make your firm compliant with GDPR.

Is a local model as good as ChatGPT or Claude?

No. On the Artificial Analysis Intelligence Index the top model scores 58 and a model of the class that fits a small office machine scores 34; scores vary by model and setting. Local models do the routine work of an office well: summarising, searching your documents, classifying, drafting standard texts, translating. For complex reasoning or software, keep a cloud seat and run a hybrid. We evaluate the chosen model on your documents before you buy, and outputs need human review.

What happens if the machine breaks?

As the seller, we receive and manage the warranty claim, and our legal obligations as seller apply; repair or replacement is carried out under the manufacturer's warranty, registered in your company's name where the manufacturer allows it. We restore the software once the machine is back. Until then the system is unavailable, unless you chose the separate EU hosted fallback in writing. Response times in Care are first response times, not repair times. Our 90 day warranty covers the software and configuration we installed.

Who owns the hardware?

You do, from delivery. We buy it from an authorised distributor, deliver and install it, and invoice it at the price fixed in the quote with our supply margin shown. As the seller, we receive and manage any warranty claim, and our legal obligations as seller apply; repair or replacement is carried out under the manufacturer's warranty, registered in your company's name where the manufacturer allows it.

Is the assessment paid?

The 30 minute call is free. If the assessment goes ahead and you then decide not to proceed, its fee is agreed in writing before it starts. If you proceed, it is part of the setup.

Can we cancel Care?

Yes, monthly, with 30 days notice and no minimum term. Care Plus is included after installation: one month for a small office, three for a medium office. You receive the admin credentials and documentation at handover, so if you stop, you keep the system and everything needed to run it; monitoring, updates and remote access end.

How many people can use it at the same time?

That is set in the quote after a load test with the chosen model and your documents. The number of registered users and the number using it at the same moment are different things, and we size for the second one.

Which documents can it read, and who sees what?

One read only source at installation: a shared folder, a network drive or a cloud drive. Users see only what their existing access allows, and we check that at acceptance. Scanned documents need OCR; we check your formats in the assessment. The system reads the documents; it does not change, move or back them up. More sources can be added later as scoped work.

Not sure whether you need a local system?

Book the call

Thirty minutes, free. The assessment that follows can end in advice to use a cloud plan. We would rather say so than install a machine you do not need.