Data Privacy & Security — Smart Assistant for Dolibarr
Document version: 1.0 · Last updated: 2026-08-05 · Publisher: Integmia · Target platform: DoliStore
1. Overview
Smart Assistant for Dolibarr embeds an AI operations dashboard into Dolibarr. The module
itself is a thin, open-source (GPLv3) connector; the intelligence (monitoring agents,
LLM analysis, scheduling, recommendations) runs on the Smart Assistant hosted service
at https://dolibarr.smartassistant.site. This document describes exactly what data is
collected, transferred, stored and processed, and how it is protected.
2. What the Module Sends
The module is deliberately thin and only ever talks to the hosted service:
| Data | When | Why |
|---|---|---|
| Dolibarr URL + read-only API key | Once, at Connect (Setup page) | Register the instance; the service verifies the key and issues an instance token |
| Instance token | Every dashboard view (in the embed URL) | Authenticate the dashboard request |
| Module version, Dolibarr version, entity | Once, at Connect | Operational metadata |
The module never sends customer records, contacts, invoices or other business data itself — data flows from Dolibarr directly to the hosted service only via the agents' API reads (§3).
3. What the Hosted Service Reads
On a configurable schedule (weekday business hours by default), five agents query the customer's Dolibarr via its REST API v2, using the stored read-only API key:
- Revenue & Sales Ops: customers/prospects, opportunities, quotes, orders
- Customer Success: customers, contracts, tickets, invoices
- Procurement & Inventory: suppliers, supplier orders, products, stock movements
- Operations Orchestration: orders, invoices, tickets, projects, contracts
- Business Intelligence: cross-module aggregates, trends
All access is read-only; the service never creates, updates or deletes data in the customer's Dolibarr without explicit human approval of a suggested action (and actions are executed through the same API under the customer's read/write key only if the customer configures one — the default integration uses a read-only key).
4. What Is Stored by the Hosted Service
| Data | Stored? | Details |
|---|---|---|
| Instance registration (Dolibarr URL, API key, token, versions, timestamps) | ✅ | Required to serve the dashboard and run agents; stored in Firestore; the API key is encrypted at rest (AES-256-GCM) before storage |
| Agent results (recommendations, suggested actions, org memory) | ✅ | The product's core output — shown on the dashboard; derived from business data (org memory: high-level, non-sensitive context only — see below) |
| Raw business records (contacts, invoices, products…) | ❌ | Read live per run; only compact derived context is used for analysis; raw records are not persisted |
| LLM prompts/responses | ❌ | Sent transiently to the LLM provider for analysis (§6); not stored by the service |
| Access logs | ✅ | Method, path, status, duration, IP, request ID — no payloads, tokens or API keys |
Org memory: stores only high-level operational context derived from analysis (e.g., decisions, trends, resolved items, targets). It never contains raw records, personal data, credentials, tokens or API keys — the agent prompt explicitly prohibits the LLM from storing sensitive or identifying information in org memory.
Retention: instance registrations and agent results are kept while the account is active. Disconnecting in the module removes the token from Dolibarr and stops access; to delete the instance record on the service, contact the publisher (self-service deletion is on the roadmap). Logs rotate (≈5 MB per file) and old archives are pruned.
5. Authentication & Token Handling
- Instance token: random 48-hex-character token issued per registration; it scopes every API call and dashboard view to that instance. Re-connecting rotates the token (old tokens stop working immediately).
- Dolibarr API key: stored to allow the agents to read data — encrypted at rest with AES-256-GCM (encryption key in Google Secret Manager). A read-only key is recommended and sufficient. It is never exposed to browsers or third parties and is not written to logs.
- Register endpoint: rate-limited (10 attempts/minute/IP) to prevent abuse.
- The module stores its token in Dolibarr's
llx_consttable (Dolibarr's own database).
6. Third-Party Services
6.1 Google Gemini (LLM provider)
- Agents send a compact summary of relevant records (not full records) to Google's Gemini API for analysis.
- Per Google's API terms, prompts and responses are not used to train models when accessed via the API.
- The LLM key is held in Google Secret Manager; the customer needs no LLM account.
6.2 Google Cloud (hosting)
- The service runs on Google Cloud Run (region
us-central1); storage is Google-managed. - No other third parties are involved: no analytics SDKs, no advertising, no tracking.
7. GDPR & User Rights
Lawful basis: processing is performed on behalf of the organization that operates the Dolibarr instance (contract/legitimate interest): the service analyzes the organization's own business data to produce recommendations.
| Right | How it is handled |
|---|---|
| Access | The dashboard shows everything derived from your data; instance data can be exported on request |
| Rectification | Data originates from your Dolibarr — correct it there; agents pick up changes on the next run |
| Erasure | Disconnect in the module, then request deletion of the instance record (contact publisher) |
| Data portability | Your data lives in Dolibarr — use Dolibarr's export features |
| Restriction | Disable agents/schedules (server-side) or disconnect the module |
| Objection | Stop using the module; no further processing occurs after disconnect |
Controller/Processor note: the customer organization remains the controller of its Dolibarr data; Integmia acts as processor for the purpose of providing the service.
8. Security Measures
| Area | Measure |
|---|---|
| Transport | TLS 1.2+ on all connections (browser↔service, service↔Dolibarr, service↔LLM) |
| Authentication | Per-instance bearer tokens; rate-limited registration; no passwords collected |
| Secrets | LLM key and encryption key in Google Secret Manager; instance API keys encrypted at rest and never logged |
| Input validation | All API inputs validated; server rejects malformed requests |
| Logging | Request IDs for audit; payloads, tokens and keys never logged |
| Hosting | Managed serverless platform (Cloud Run) with container isolation |
| Module | Open source (GPLv3) — the full module code is public for review |
| Errors | Graceful error handling; no stack traces or secrets leaked to clients |
9. Data Residency
- The hosted service and its state store run in Google Cloud us-central1 (US).
- Customer data stays in the customer's own Dolibarr (wherever they host it); only the derived analysis described above transits to the service.
- (A European region for the hosted service is planned.)
10. Changes to This Document
Material changes will be announced via the DoliStore listing and the module repository.
11. Contact
- Publisher: Integmia
- Website: https://dolibarr.smartassistant.site
- Email: contact@integmia.org
© 2026 Integmia — Smart Assistant for Dolibarr