Frequently asked questions

basebox ist eine KI für alle in Ihrem Haus: Texte schreiben, Fragen an Ihre Dokumente stellen, wiederkehrende Aufgaben als App ablegen. Weil sie in unserer Cloud in Deutschland oder auf einem Server nur für Sie läuft, an Ihre Benutzerverwaltung und Systeme angebunden und vertraglich abgesichert ist (AVV, § 203 StGB, ISO 27001), dürfen Sie sie auch mit Patienten- und Bürgerdaten nutzen. Die Lizenz enthält KI-Modell, alle Funktionen, Updates und Support; die Inbetriebnahme richtet alles in Ihrer IT ein und schult Ihre Mitarbeitenden.

basebox by default does not send your data to any AI model of another provider: the model runs on our servers in Germany or on a server dedicated to you. An external model is only available as a separate app, if you explicitly have it set up. That is why patient data may go in without you anonymising it first. On top of that come permissions from your user directory, sources for every answer and connectors to hospital systems such as OrbisF1. Why anonymisation is not enough →

Copilot can stay. basebox is added for sensitive data such as patient, citizen and social data that your organisation wants to process in Germany and under its own control. It will not become a second major project: sign-in runs via your existing user directory, including Microsoft Entra ID, your experts set up apps without programming, and in the cloud you are working after 2 minutes. The apps show your staff which tasks belong in basebox.

In the basebox cloud and on the basebox server, AI, features, apps, connectors and security are the same. In the cloud, basebox runs on our servers in Germany, we operate everything, you pay per person per year and start straight away. With the server, basebox runs on hardware dedicated to you, on your premises (without an internet connection if you wish) or in a data centre, by default at noris network in Munich. You buy the server once and it belongs to you; for the software you pay an annual licence per server or a one-off perpetual licence; anyone may sign in. From about 240 people, the server is cheaper over five years, electricity included. Calculate for your number →

Yes. basebox grows without a new system: apps, permissions, connections and logs stay the same; only the computing power grows. With the server, on larger hardware that you procure yourself, for example from HPE or Dell; in the cloud, without any effort from your IT. Ready-made basebox servers are available up to 2,000 people, cloud list prices up to 20,000 people; the licence for larger hardware is in the calculator. For larger organisations, networks and groups, we clarify the hardware with you beforehand. Calculate with your number →

Yes, with basebox you may process patient and citizen data. The data stays on your server or in your own environment in the German data centre and is never used for training. Data protection →

Yes, basebox is not tied to any model. By default, you work with the model we select and test for your tasks. On request, we enable further models for your organisation; your administrator decides who may use them. Each model shows where it is processed. Models in basebox →

Anonymisation is usually not enough, and with basebox you do not need it: your data does not leave your boundaries, so nothing has to be made unrecognisable. Why anonymisation is not enough →

For basebox in the cloud, your IT connects sign-in to your user directory, for example Active Directory or Microsoft Entra ID; we handle operation, updates and backups. With the server, it provides rack space, power and network; our hardware partner FAST LTA delivers within three weeks and installs it in a day. We take on commissioning and ongoing operation on request. Services and prices →

basebox differs in location and control: it runs on your server or in your own environment in Germany, which is why patient, citizen and social data may go in. Every action is assigned to a person and logged, and the permissions come from your user directory. Platform, model, computing power →

With basebox in the cloud, you start working immediately. The server from our hardware partner is delivered three weeks after the order. On existing hardware, we install basebox in one day, plus coordination with your IT, for example for VPN access. Connections to specialist systems follow afterwards. Rollout schedule →

Yes, you can test basebox free of charge: you register and work with 1 million tokens in your own account in our cloud, with all features. On request, we show basebox in a meeting with your own sample documents. Request a meeting →

basebox uses open-source models that we run ourselves: in the cloud on our servers in Germany, with the server on your hardware. We do not develop our own model. We install the best, most capable models that suit the available hardware, including on our own; there are no feature tiers. Your administrator can also set up an app with an external model, for example from Anthropic or Google, processed in the EU; there is none by default. Your organisation can also connect interfaces of other providers. What this means for data protection →

We replace the AI model in basebox when a clearly better one appears, after our tests with tasks from hospitals and administration. That does not happen all the time. We update the external model in its own app within a few days once a new one is available and tested. For this we use Google Vertex in the EU: no training with your inputs, logging by Google for abuse detection for at most 30 days. With other providers, such as STACKIT, inputs are not stored at all. If you want to connect other providers such as OpenAI, that is possible. We then point out the consequences for data protection and security.

Yes. Web search is a feature of basebox, not of the model. If your administrator enables it, it works with any model. Web search never sees your internal data. Security of web search →

Yes. For sensitive data, everyone works with the AI model in basebox. In addition, we set up apps with an external model, for example from Anthropic, OpenAI or Google. Your administrator decides which people and groups use such an app and which documents and connectors it gets. This works in the cloud and on the server, provided your firewall allows the connection to the provider. External models are billed by usage; if you include usage in your licence, the costs are covered within the agreed scope.

Yes, on the basebox server. Your developers keep their tools in VS Code or in the terminal, such as Cline, Kilo Code or Aider, and connect them via the OpenAI-compatible interface of basebox. A coding model then runs on your GPUs alongside the AI model for the whole organisation; the code does not leave the building. For this, the server needs room for that model; we work out with you how many developers can work at the same time. In the cloud, the quota is enough for questions about code, not for agents that program autonomously. What works and what does not →

With the basebox App Builder, you describe a task in your own words, and AI agents turn it into an app that handles it from then on, including across several steps and systems. The app works only with the permissions of the person who starts it, and write actions run only after approval by a human. Coming soon.

Yes, in basebox staff build apps without programming. An app is a saved task with an instruction, knowledge source and model. Apps can be shared with groups or the whole organisation. Use cases →

basebox understands PDF, Word, Excel, PowerPoint, text and CSV, plus images, scanned documents via text recognition and audio via speech recognition.

Yes, in the cloud as on the server. basebox has an OpenAI-compatible interface with a separate key per person. Existing code for the OpenAI interface runs with a changed address, without the basebox user interface. Every call runs with the person’s permissions and is recorded in the audit log. Interface → Docs ↗

Open WebUI, LibreChat and F13 connect staff with an AI model. A whole organisation needs more: permissions from your user directory, apps that can be shared without sharing data, connectors to your systems with each person's permissions, a log, evidence such as a DPA and an agreement under Section 203 of the German Criminal Code (StGB), updates and support. basebox comes with all of this ready; your IT does not have to build and maintain it. You can keep using existing hardware for it.

No. vLLM is open-source software that runs an AI model on GPUs, and basebox uses it for that. basebox is the platform around it: sign-in via your user directory, permissions and groups, apps, connectors, log, updates and support. Docs ↗

No. basebox is a finished platform with licence, support and updates. It is built on open-source components, such as vLLM for the AI model and Keycloak for sign-in. The software bill of materials (SBOM) lists which components are included. Documents →

You keep working with basebox. If basebox becomes insolvent, the code will be published as open source so that you can continue to run basebox. On the server, basebox runs on your hardware anyway.

No, basebox has no limit on the allowance per person, group or model yet. The cloud includes 20 million tokens per person per year, around 12 million words. The allowance is shared by your whole organisation, for all models; whoever uses little leaves more for others. Your administrator can see usage at any time in the dashboard. On the server there is no allowance for the models on the server; you only need tokens there for apps with an external or larger model.

Additional tokens cost €9 per million at basebox, for all models enabled in basebox: selected models from leading providers and our own models. There is no difference between question and answer. You add them on request and they are activated within minutes. Nothing is ever bought automatically. In practice the cloud allowance is more than enough: 50 people together have 1 billion tokens a year.

The basebox cloud price table lists annual prices for fixed numbers of people, for example €47,932 for 200 and €107,214 for 500 people. If your number lies in between, the annual price rises evenly: for 350 people it is €77,573 per year. Calculate your price →

Yes, all basebox prices are net plus VAT. Hardware prices are list prices of our hardware partner FAST LTA.

The basebox licence includes all features, the AI model, support, updates, all apps and all connectors from our library, and in the cloud also operation and 20 million tokens per person per year. Not included are the server with its service contract, connecting your own systems, commissioning, operating the server, training sessions and additional tokens. There are no feature tiers. All features → All connectors →

No. You buy the server once from our hardware partner FAST LTA and it belongs to you; the service contract for the hardware comes on top. The basebox licence covers the software, as an annual licence per server or as a one-off perpetual licence. Calculate the price →

You pay the annual licence every year for as long as you use basebox; the right of use ends with the contract. The perpetual licence is only available with the server: you pay 2.5 times the annual licence once and then use basebox indefinitely. From the second year, updates and support cost 20% of the annual licence per year and are optional; without them basebox keeps running, just without new versions and support.

In the cloud, basebox adds more people immediately. With the server, nothing changes; the licence counts per server, not per person. If its capacity is no longer enough, you switch to the next server and pay only the difference in the licence. The servers →

Connecting a system to basebox costs between €0 (already in our library) and €13,800 for complex systems. The design is free of charge; you get a fixed price. Connectors and prices →

The basebox cloud includes 20 million tokens per person per year, around 12 million words. The quota applies to your whole organisation together. With 100 people, 2 billion tokens are available, no matter who uses them. Anything not used by the end of the contract year expires.

In basebox, different usage evens out. There is no limit per person, only the shared quota of the organisation. If it is not enough overall, you book an add-on package at a fixed price. With the server, there is no quota.

Yes, you can switch between the basebox cloud and server at any time, flat rate €4,200. The servers →

You pay for basebox by invoice. In the cloud, you pay per person per year; the minimum term is one year, and longer terms are cheaper. We agree payment terms in the quote. Calculate the price →

basebox in the cloud costs around €214 per person and year. With a server, purchase, licence and service contract converted over five years come to around €107 per person and year. All features, support and updates are included; list prices net. Calculate for your number →

The minimum term for basebox in the cloud is one year; longer terms are cheaper. With the server, the service contract for the hardware runs for five years; you choose the annual licence for one to five years, or you pay once for a perpetual licence. After that, the annual licence renews for twelve months at a time unless you cancel three months before the end of the term.

Your data is with you and stays with you, also after the contract with basebox ends. In the cloud, you export your knowledge bases and settings, and then we delete your environment. With the server, the server belongs to you anyway; with a perpetual licence you keep using basebox on it, just without updates and support.

In the cloud, basebox charges per person using the AI. For a group or network of organisations, you conclude a joint contract; the people of all organisations count together and lower the price per person. With the server, you pay an annual licence per server or a one-off perpetual licence. Anyone may sign in; we do not count accounts.

Yes. basebox provides the licence agreement, DPA, TOMs, the list of sub-processors, the agreement under Section 203 of the German Criminal Code (StGB) and the annexes on support and operation for download (in German). You receive the price list with your quote. Licence agreement and annexes →

You need no tokens for the models on the basebox server; there is no allowance there. You only need tokens for apps with an external or larger model: €9 per million, with no difference between question and answer, booked in advance for each contract year. Unused tokens expire at the end of the contract year. For these apps, data leaves your organisation, under your data processing agreement; your administrator shares them only with selected groups. Chat and all other apps use the model on the server; document search, permissions and the log stay there. Chat history stays in each person’s browser. Your administrator sees usage in the dashboard.

Yes, as an option to operation by basebox: a second site for the platform. A second instance runs in a noris network data centre, at a different site from your server, continuously synchronised: database, documents, settings and apps. Text recognition, speech to text and search also run there. In the event of a failure, basebox switches over; the AI then answers via models from the token allowance, and all functions remain available. Your data is then also held at the second site, under your data processing agreement. Once a year we test the switchover, with a report. The second site costs €1,500 per month, in addition to the operation fee. Backup restores data; the second site keeps operation running. It is intended for organisations that must demonstrate geo-redundant operation, for example under NIS2 or their own specifications.

The servers of the basebox cloud are in Germany, in the data centre in Munich East. The servers belong to our hardware partner FAST LTA; basebox uses them. We use additional computing power where it is available and where you want it: with providers in Germany and the EU such as STACKIT or Mistral AI, or with your own provider, for example through an existing framework agreement with Microsoft Azure. We only use offerings that do not train on your data. Which providers work for you is listed in the list of sub-processors.

Yes. The list is an annex to the basebox DPA. The basic infrastructure of the cloud is in Germany. If we use additional computing power for you, for example at STACKIT, Mistral AI or a provider of your choice, that provider is on the list. If you enable web search, Staan.ai with a data centre in the EU is added. If you use an app with an external model, Google Vertex with a data centre in the EU is added, and OpenAI on request. List of sub-processors (PDF)

An external model is only available as a separate app, in addition to the AI model in basebox. It does not run at basebox but at Google Vertex in the EU. Google does not use your inputs for training and logs them for abuse detection for at most 30 days. Google is then a sub-processor of basebox, and because Google and OpenAI are US companies, the US CLOUD Act applies. That is why you decide with your data protection officer whether you use the app and for which data. Your administrator shares it only with the groups that are to use it. Everything else continues to run with the AI model in basebox, in Germany.

For your data, the origin of the model does not matter. The AI model in basebox runs on our servers or yours without an outbound connection. What goes out is decided by the platform alone, and it releases nothing without your approval. If your organisation has requirements on origin, we implement them.

Yes. In the cloud, the model runs on basebox servers; we never train it with your data. With the server, everything runs on your hardware; nobody can train there.

Your notice should state that you use basebox as a processor, for what purpose and where the data is processed. We provide the details about basebox as a text module for your privacy notice.

No. basebox makes suggestions; people make decisions. For every answer, you see the sources and check them before you adopt anything.

basebox backs up your cloud environment daily and keeps the backups for 7 days; 30 days and an encrypted copy in a second data centre in Germany are being set up. After the contract ends, you can export your data for 30 days; then we delete your environment. The last backups expire 7 days later.

Yes. Send us your template and basebox will review it. Or you use our DPA, which you can view in advance. View the DPA →

Because basebox is not a medical device. ISO 13485 applies to manufacturers of medical devices. For a platform, information security is what counts, covered by ISO 27001 and, for the cloud, C5 (Type 1 in progress). If you build a medical device yourself, we provide you with the information of a supplier. ISO 13485 and medical devices →

The hospital, as the operator, fulfils the B3S for hospitals. basebox provides the evidence for it: ISO 27001 certificate, TOMs and the description of architecture and data flows. A mapping of our measures to the B3S requirements is available on request. NIS2, KRITIS, B3S →

Implementation of the Cyber Resilience Act at basebox is under way. The software bill of materials (SBOM) is generated automatically, and the reporting channel for vulnerabilities is in place. The EU declaration of conformity will follow before the deadline on 11 December 2027. Cyber Resilience Act →

With the server, basebox processes your data on your premises. In the cloud, in your own environment in our data centre in Germany. Additional services you enable, such as web search, run with providers in the EU.

No, basebox never uses your data for training.

No. basebox is a German company, and the models run within your boundaries. It is different with models from US providers: the CLOUD Act applies to them even in European data centres. Data flow →

With the server, basebox sends no data out: no telemetry, no usage statistics, no outbound licence checks. In the cloud, we only record operational data such as load and error messages, no content.

For AI with health or social data, usually yes; your data protection officer decides. As the controller, you prepare the impact assessment. We provide a template in which all details about basebox are already filled in. Download the template →

Yes, the DPA under Art. 28 GDPR is automatically part of the contract with basebox. DPA →

Your staff or works council receives a dedicated package from basebox with answers on logging, permissions and co-determination, plus a model agreement as a template. For works and staff councils → Template and process →

basebox is a platform, not a high-risk system within the meaning of the AI Act. The obligations for your applications depend on how they are used. basebox provides the foundations for this: logging, approval by a human, documentation of the models and training on the AI Act. EU AI Act →

Yes. New models arrive in basebox by update; on request, we deploy a specific model, including your own. Your apps, permissions and data stay the same.

MCP is an open standard through which AI systems access data and tools. basebox uses it to connect your systems. Every access runs with the permissions of the person currently asking, read-only by default. All connectors →

No. basebox is a platform for general tasks such as drafting letters or searching guidelines, without a medical intended purpose. If your organisation builds an application with a medical intended purpose on it, your organisation is its manufacturer. For your technical documentation, we provide the information of a supplier. Is an AI platform a medical device? →

Yes, basebox meets both. For Protestant organisations and Diakonie, the DPA under Art. 28 GDPR is sufficient (Section 30 DSG-EKD). With Catholic organisations, including Caritas, we additionally agree on the application of the KDG (Section 22 KDG-DVO). Our ISO 27001 certificate serves you as evidence under Section 9(7) KDG-DVO. Church data protection →

Starting in the basebox cloud costs nothing. You register with your work e-mail address and work with 1 million tokens, with no time limit. You only book the licence when you want to continue.

Yes. Apps, knowledge bases and settings remain in basebox when you book the licence. You do not register again.

Technically basebox runs there, for one to five people and with weaker answers. We do not offer it, because the AI does not deliver there what an organisation needs in everyday work. For small teams, there is the cloud: from 5 people, without your own hardware, ready in 2 minutes.

Yes, basebox is available as white label with your name and your logo, as operation for third parties. Each of your customers gets its own separate environment with its own user directory. You operate it yourself or we do, in our cloud in Germany or in your data centre. White label and operation for third parties →

What matters for the right basebox server is not how many accounts you set up but how many people ask questions at the same time. That is why a smaller server than the number of accounts suggests is often enough. In the configurator, we suggest the right server; before the quote, we calculate it with your figures. Calculate with the configurator →

Every basebox server is enough for everyday work: summarising, drafting letters, questions on guidelines and files with sources, translating. How large the AI model can be is limited by the server’s graphics memory. For very long documents, such as entire sets of contracts, and multi-step analyses, larger models are better than those that fit on servers of classes 1 to 3. You don’t have to buy a bigger server for that: your administrator shares an app with a larger model only with the groups that need it. basebox runs this model in a data centre in Germany; you pay for it through the token allowance, €9 per million tokens, booked in advance for each contract year. For this app, data leaves your organisation, under your data processing agreement. Chat and all other apps use the model on the server; document search, permissions and the log stay there. Chat history stays in each person’s browser. This does not work without an internet connection. Alternatively, an app with an external model is possible. What this means for data protection →

Yes, if your hardware has enough capacity to run basebox for your number of people. We check it free of charge beforehand and assign it, based on its capacity, to one of our servers or a larger configuration; the licence depends on that. If you already have a server with GPUs, basebox runs on it. If the capacity is not enough, you start in the cloud and switch later. Calculate the price →

Yes, switching to basebox is possible. Your own platform remains a software project: every new feature, every new model and every piece of evidence is commissioned separately. With basebox, updates, models and features come with the licence. You keep using existing servers with GPUs; basebox runs on them. We discuss with you what the switch looks like for your organisation and what it costs. Contact →

512 GB of memory pays off when many people work with basebox at the same time, for example when the server is used at the upper end of its guideline range. Ongoing conversations and long documents then stay in memory and do not have to be recalculated. How many answers are produced at the same time is determined by the GPUs.

basebox provides support on working days from 9 am to 5 pm, first response within one working day, prioritised by severity. We do not commit to a fixed availability. Further service levels are available on request. With the server on your premises, availability also depends on your infrastructure. For the hardware, the service contract with FAST LTA applies.

The service contract for the basebox server covers repairs and the replacement of defective parts, including expensive ones such as the GPUs. How quickly parts are replaced is governed by the agreed response time. That is why you usually do not need a second server as a reserve. The contracting party is our hardware partner FAST LTA. The service contract is mandatory when buying the server, costs 9% of the purchase price per year and runs for 5 years.

FAST LTA, the hardware partner of basebox, builds and sells the servers and the service contract. Three weeks after the order is received, the server is with you, installed in your data centre, with an introduction to the server. basebox sets up the platform and provides the licence, support and services.

Yes. basebox runs on your hardware in your network, with sign-in, permissions, apps, connectors and log. The AI models come from another location, for example from your data centre or from a provider you connect. With a third-party provider, we point out the consequences for data protection. You will find the price in your personal quote.

basebox can connect to any system that provides its data through an interface. For the HIS (hospital information system), the vendor grants this access, for example via the FHIR interface under ISiK, which German law provides for hospital systems, via a data platform of your hospital, for example based on openEHR, or via an interface your hospital already uses. Once access is in place, we build the connector, coordinated with you and the vendor. The same applies to laboratory, radiology, billing and nursing documentation. Many use cases run without these systems, using documents, guidelines and e-mails. All connectors →

No. basebox works alongside the HIS. The AI in the HIS covers the HIS; basebox covers the whole hospital: documents, guidelines, e-mails and other systems. If the HIS is connected, basebox also uses its data.

Hospitals and university hospitals use basebox, such as Klinikum Nürnberg, Universitätsklinikum Leipzig, TUM Universitätsklinikum, Gesundheit Nordhessen and Klinikum Itzehoe. At the University of Duisburg-Essen, the team of Univ.-Prof. Dr. Keno Bressem analyses patient data with basebox on a server on its own premises.

Yes. Your environment in the German basebox data centre is separated from other customers, the data is never used for training, and the DPA is part of the contract. This applies to the server anyway: the server belongs to you. C5 and Section 393 SGB V →

basebox in the cloud costs around €240 per person and year. With a server, purchase, licence and service contract converted over five years come to around €267 per person and year; anyone may sign in. Non-profit organisations receive 15% off the licence. List prices net. Calculate for your number → What AI costs in a hospital →

basebox can connect, for example, residents' registration, document management, council information system or budget. In the quote, we check each connection individually. Connectors for public administration →

basebox provides a dedicated package for the staff council with answers on logging, permissions and co-determination, plus a model staff agreement. For works and staff councils → Template and process →

Yes. The basebox cloud starts from 5 people at €490 per person per year; you pay only for the people who use the AI. Calculate the price →

Yes, with basebox on the server and in the cloud. The data stays in the EU, hosting is in Germany, processing is assigned to a person and role, and the DPA under Art. 28 GDPR is part of the contract. Your data protection officer carries out the case-by-case assessment with our documents. Data protection →

basebox in the cloud costs around €240 per person and year. With a server, purchase, licence and service contract converted over five years come to around €267 per person and year. List prices net. Calculate for your number →

Yes. basebox also runs at your data centre or municipal IT association; the licence then applies to its server. Talk to us and we will coordinate with the service provider. Contact →