Security and confidentiality

In EnaTTO, an organisation is the boundary of both the customer and data separation. A separate environment is set up for every organisation: the web application, API, background worker, database and document storage are part of that environment, which runs at its own address (code.enatto.com). Business data stays inside the environment; records are not shared between organisations.

A second organisation of the same institution, such as a technopark company, is set up as a separate environment.

Standard deployments run on Huawei Cloud, with each organisation on a server of its own; the database is a separate database with its own user on a managed database service (RDS). The hosting region of the environment is agreed with the organisation at setup and written into the contract.

Every record is public, internal, confidential or strictly confidential. Invention disclosures open as confidential. Confidential and strictly confidential records are open only to the record’s members and explicitly authorised TTO staff, and every opening is audited.

Nobody who is not a member of a strictly confidential record, the organisation owner included, gets access automatically. Access is opened with a written reason; this is audited and the people responsible for the record are notified.

Permissions have two layers. The role (owner, system administrator, TTO staff, member, institutional viewer) opens a type of action; the person’s relation to the record (inventor, responsible specialist, reviewer, committee member, attorney) and the record’s confidentiality class decide which records it applies to. The rule is enforced on the server, and lists are filtered by the same rule.

For someone who may not see a record, it comes back as “not found”; not even its existence is revealed. The system administrator role manages users and settings without automatic access to business records. The institutional viewer sees aggregate reports only.

Patent attorneys and external reviewers reach only the records they are assigned to and the documents they are allowed, with time-limited access. When the period ends, access closes on the server, and that is audited too. External users do not see internal notes, other assessments or the reasons for the institutional decision.

Committee members see records on the agenda during the meeting and for a limited time afterwards; a member who joins a committee later does not automatically get access to strictly confidential agenda records.

Every change is written to the audit chain. Opening confidential records, downloading documents, role changes, granting and revoking access, exports and AI requests are recorded as well. The audit log is append-only: updates and deletions are rejected at database level. Fields such as names and e-mail addresses are masked in the audit log.

Users sign in with Logto and join an organisation by invitation. Single sign-on with institutional accounts (SSO) can be set up; on first sign-in, a user is matched to the directory person with the same e-mail address.

Companies, startup applicants and event attendees do not get accounts. Public forms are protected by e-mail confirmation, rate limits and a honeypot field; submissions not confirmed within 48 hours are deleted.

The database and document storage are backed up every night, encrypted with AES-256, and kept for 14 days; a database backup is also taken before every update. The database is also protected by the managed service’s automatic backups and point-in-time recovery (at least 7 days). Restores require confirmation and are tested with a drill: the backup is restored into an empty database and every table and document file is compared.

By default, no business data leaves the environment. There are two exceptions that the organisation switches on explicitly: in benchmarking, only the yearly aggregate indicators you preview and approve (no records, names or codes); in AI assistance, only selected fields of public and internal records. Confidential and strictly confidential records are rejected on the server and never sent.

External data sources are queried by identifier only: an ORCID iD, a DOI or the publication number of a published patent application. An application without a publication number is never looked up externally. Notification and e-mail texts carry no confidential content, only a code and a link.

Reports and lists are exported as Excel or CSV. Only the person who requested the file can download it, and it is deleted after 7 days. Confidential rows contain only a code and status; internal notes never go into files.

EnaTTO does not decide on patentability, patent ownership, inventor rights or revenue sharing. These are records entered explicitly by users; the system draws no conclusions from academic affiliation or other data, makes no suggestions and sets no defaults.

EnaTTO is designed to support your obligations under regulations such as the GDPR and KVKK; the product alone does not make you compliant and makes no compliance claim.

If you have found a security vulnerability, please write to support@enainnovation.com. We review the report, get back to you and share the remediation process.