Responsibility
ISMS governance
Executive management bears overall responsibility for the ISMS. Roles and responsibilities are documented; access follows the need-to-know principle.
For due diligence
An overview for NIS2 and ISO 27001-oriented assessments
PEDIF processes business documents within a defined scope. For technical, legal and procurement assessments, key aspects include governance, data location, access controls, deletion concepts, incident processes and the handling of external service providers.
Risk control
Risk management & SoA
Supedio conducts structured risk analyses, treats risks with documented measures and documents the selection of ISO 27001 Annex A-oriented controls in a Statement of Applicability.
Evidence
Monitoring, audit & improvement
The ISMS is audited internally at least annually and after material changes. Findings are classified by severity and tracked to closure through CAPA.
Data protection
External Data Protection Officer
Supedio has appointed Andrea Prinz, Datenschutz Prinz GmbH, as external Data Protection Officer with effect from 2025-11-01. The role acts independently and reports directly to management.
Data categories
Which data is in scope
Supedio processes only business-related documents between legally independent organizations, such as orders, delivery notes and invoices. Personal data generally concerns employee contact information from those organizations.
- Customers must ensure that only business documents are processed.
- Private or impermissible content must not be transmitted.
- Onboarding defaults to dummy or sanitized data; real business documents are not required.
Technical & organizational measures
Controls across PEDIF operations
The following points are written as a compact, auditable overview for data protection, IT security, ERP/EDI and procurement teams.
Hosting & data location
Hosting is performed exclusively with ISO 27001-certified cloud providers. Data is stored within the European Union throughout the entire lifecycle.
- ISO 27001-certified cloud providers
- Data storage within the EU
- Cloud and on-premises scenarios described in the ISMS scope
Access management
Access is controlled through IAM, role-based permissions, least-privilege principles and limited administrative access. Production access is restricted to authorized Supedio personnel and logged.
- RBAC and need-to-know
- SSO with 2FA active for PEDIF Portal, EPIC Prod and Mailious
- Production access logged with identity, IP details and activity
Network protection
Customer-facing services are protected against DDoS and common web and bot attacks through Cloudflare and AWS WAF.
- Edge protection through Cloudflare and AWS WAF
- Email domains protected with SPF, DKIM and DMARC
- Least-privilege and hardened privileged access
Encryption
All data transfers use SSL/TLS. For data at rest, AWS platform encryption in the EU region is active; cryptographic target standards are documented in the ISMS.
- TLS 1.2 or 1.3 for data in transit
- AWS EC2/EBS platform encryption active
- AES-256 and KMS-managed keys as documented target standard
Backups & disaster recovery
Backups are encrypted daily, retained for 14 days and support recovery from data-loss or ransomware events.
- RPO: 24 hours
- RTO: 6 hours
- Restore tests recurring, after major releases and at least every 12 months
Secure development & patch management
The secure development lifecycle includes peer or senior code reviews, dependency and secret scanning, SAST, release approvals and an emergency-change process.
- Mandatory review before merge
- Testing and quality assurance before release
- Security fixes by severity SLAs: critical 24h, high 7 days, medium 30 days, low 90 days
Operational use
Operators normally work with system logs rather than customer documents. Download, export and local storage of customer data are allowed only for specific operational tasks, restricted and logged.
- No-touch processing as standard
- Manual review only for genuine error cases
- Content access only named, authorized, logged and monitored
Validation & output integrity
Extracted data is checked before handoff against defined refinement, target-format, validation and sanity rules.
- Versioned validation scripts
- Traceability through validator version and responsible approver
- Unclear or failing cases go to review
AI use
AI is used for document recognition, extraction and to assist anonymization. Customer data is not used to train AI models.
- Real customer documents only where required to deliver or debug the contracted service
- Customer approval before real-document processing
- AI governance through register, vendor review and DPIA screening
External service providers
External service providers support Supedio in software development, bug fixing and maintenance within clearly defined technical responsibilities and controlled systems.
- Development and maintenance with dummy, anonymized or pseudonymized data
- No standing production access for external service providers
- Real customer-data exceptions only documented, purpose-bound, time-limited and customer-approved
Incident management & awareness
Supedio operates a documented incident process. Reports via the defined incident channel are monitored on business days and triaged within 24 hours.
- Analysis, containment, resolution and lessons learned
- Potential personal data breaches assessed without undue delay
- Information security training at onboarding and at least annually
Export, deletion & exit
Customers can request export and early deletion of their data. On termination, a structured export is available; customer data is deleted within 30 days unless otherwise agreed.
- Defined, logged request process
- Deletion date confirmed back to the customer
- Support for termination or migration
Deployment option
Supedio On-Prem Solution for stronger data control
For organizations with strict data protection, compliance or infrastructure requirements, PEDIF-oriented processing can also be operated as an on-prem model. The operational runtime runs inside the customer's infrastructure, while Supedio continues to support the product, updates, fingerprint creation, workflow configuration and service onboarding.
Runtime in the customer environment
The core processing stack is brought into the customer's private environment. Documents can be received, processed, converted and routed without requiring operational data to leave the customer-controlled system.
EPIC Live & DTC
EPIC Live provides the extraction runtime; DTC provides the workflow and orchestration layer. Input can be processed via API, email, SFTP or AS2.
Target formats & use cases
Typical outputs include EDI, CSV, Excel, XML or customer-specific formats. The model is suitable for PDF-to-EDI, invoice processing, purchase order automation, dispatch advice processing, order response handling and supply-chain workflows.
Shared operating model
Customers can apply their own standards for network access, TLS termination, user permissions, logging, monitoring, backups and disaster recovery; Supedio provides the application, updates, workflow and fingerprint expertise.
Glossary
Technical terms in plain language
This glossary explains the key terms used on this page in everyday language. It is intentionally centralized: no footnotes, numbered references or separate markers in the body copy.
Security, privacy & compliance
- Data protection / privacy
- Protection of personal data — information that can relate to individual people.
- Information security
- Protection of information against unauthorized access, change, loss or outage.
- Compliance
- Following laws, contracts, internal rules and customer requirements.
- NIS2
- EU directive for cybersecurity requirements. It also matters when many companies assess their suppliers.
- ISO 27001 / ISO/IEC 27001
- International standard for information security management systems. Referencing ISO 27001 does not automatically mean that a company itself is certified.
- DIN EN ISO 9001:2015
- Quality management standard. It describes how organizations plan, document and improve quality.
- ISMS
- Information Security Management System: organized rules, roles, controls and improvement processes for information security.
- Governance
- Defined responsibilities, decision paths and rules so that security is managed deliberately.
- Due diligence
- Structured assessment before or during a business relationship, often by procurement, privacy or security teams.
- Supplier assessment
- Customer review of a service provider before or during engagement.
- Controls
- Measures intended to reduce risks, such as access restrictions, logging or backups.
- SoA / Statement of Applicability
- Documented selection of relevant security controls and reasons why they are or are not applied.
- ISO 27001 Annex A controls
- Set of typical security controls listed in Annex A of ISO 27001.
- Audit
- Review of whether rules, processes and evidence exist and work as intended.
- CAPA
- Corrective and Preventive Action: process for fixing identified issues and preventing recurrence.
- Data Protection Officer
- Independent person or organization that advises on data protection duties and monitors compliance.
- DPA / Data Processing Agreement
- Contract that governs how a service provider processes personal data for a customer.
- Assessment
- Structured evaluation, for example of security, privacy, technology or supplier risk.
Data, access & operations
- Scope
- The defined boundary of a statement, assessment or measure.
- Business documents
- Documents from business processes, such as orders, delivery notes, invoices or order responses.
- Personal data
- Information relating to individual people, such as names, email addresses or business contact details.
- Data location
- The place or region where data is stored or processed.
- EU data storage
- Storage or processing of data within the European Union.
- Onboarding
- Setup phase in which a service is prepared, tested and made ready for use.
- Dummy data
- Artificial test data that does not contain real customer or personal data.
- Sanitized data
- Data from which sensitive or unnecessary content has been removed or replaced.
- Anonymization
- Changing data so individual people can no longer be identified.
- Pseudonymization
- Replacing identifying data with placeholders. Re-identification may still be possible under certain conditions.
- No-touch processing
- Normal processing without manual viewing of customer documents.
- Customer documents
- Documents provided by a customer or created in the customer process.
- System logs / logs
- Technical records of system events, such as access events or error messages.
- Logged request process
- A process that records who requested or handled what and when.
- Need-to-know principle
- People only receive access to information they actually need for their task.
- Least privilege
- Users receive only the minimum permissions required, not more.
- RBAC
- Role-Based Access Control: permissions are assigned through roles such as support, administrator or customer.
- IAM
- Identity and Access Management: management of user identities, roles and access rights.
- SSO
- Single Sign-on: log in once and use multiple connected applications.
- 2FA
- Two-factor authentication: login with two proofs, such as password plus app code.
- IP details
- Technical address and connection information of a device or network.
- Production access
- Access to the live system where real customer processes run.
- Administrative access
- Extended technical permissions for managing systems or applications.
Technology, development & resilience
- Hosting
- Running applications or storing data on servers in a data center or with a cloud provider.
- Cloud provider
- Provider of data-center and server services over the internet, for example for hosting or storage.
- On-premises / on-prem
- Operation inside the customer’s own infrastructure instead of only in an externally hosted cloud.
- Network protection
- Measures that protect systems against attacks or unwanted traffic.
- DDoS
- Attack in which a very large number of requests tries to overload a system.
- Bot attacks
- Automated attacks by software programs, for example to test logins or exploit weaknesses.
- WAF
- Web Application Firewall: protection layer that filters web requests and can block suspicious attacks.
- Cloudflare
- Provider of network and web protection services such as DDoS protection and traffic filtering.
- AWS
- Amazon Web Services: cloud platform for servers, storage, databases and other technical services.
- AWS EC2/EBS
- AWS services for virtual servers and their associated storage volumes.
- SPF, DKIM and DMARC
- Email security methods that help verify senders and make spoofed emails harder.
- Encryption
- Transforming data into a form that cannot be read without the right key.
- SSL/TLS
- Encryption protocols that secure data transfer over networks.
- Data in transit
- Data that is currently being transferred between systems.
- Data at rest
- Data that is stored and not currently being transferred.
- AES-256
- Widely used strong encryption standard for stored data.
- KMS-managed keys
- Encryption keys managed through a Key Management Service.
- Backup
- Copy of data that can be used to recover after loss or errors.
- Backup retention
- Period for which backup copies are kept.
- Disaster recovery
- Plan and technical capability to recover after major disruption or data loss.
- RPO
- Recovery Point Objective: maximum acceptable data loss measured in time.
- RTO
- Recovery Time Objective: target time to restore a system after an outage.
- Restore test
- Test to confirm that a backup can actually be restored.
- Major release
- Larger software update with relevant changes.
- Ransomware
- Malicious software that encrypts data or blocks systems and demands payment.
- SDLC / Secure Development Lifecycle
- Secure development process from planning through coding, testing and release.
- Code review
- Review of software code by another developer.
- Dependency scanning
- Automated check of used software components for known vulnerabilities.
- Secret scanning
- Search for accidentally stored passwords, access keys or tokens in code.
- SAST
- Static Application Security Testing: automated security analysis of source code.
- Patch management
- Planned handling of software updates and security fixes.
- Security fix
- Software change that resolves a security vulnerability.
- Severity SLA
- Response or resolution deadline based on the severity of an issue.
- Emergency change
- Urgent change implemented faster than usual because of an acute issue.
PEDIF, EDI, AI & on-prem terms
- PEDIF
- Supedio service for document-based automation, such as PDF-to-EDI, e-invoicing and structured handoff of business data.
- PDF-to-EDI
- Conversion of PDF business documents into structured electronic data formats for business systems.
- EDI
- Electronic Data Interchange: standardized electronic exchange of business data between organizations.
- E-invoicing
- Electronic invoicing in structured formats instead of only as an image or PDF.
- Document automation
- Automatic capture, checking, conversion and routing of documents.
- Validation
- Checking whether recognized data is plausible and follows defined rules.
- Output integrity
- Confidence that the generated result is correct, traceable and not unnoticedly changed.
- Orchestration
- Coordination of several processing steps, systems and decisions in one workflow.
- Workflow
- Defined sequence of work steps.
- API
- Interface that allows systems to communicate automatically.
- SFTP
- Secure method for transferring files.
- AS2
- Protocol for secure electronic data exchange, often used in EDI contexts.
- CSV
- Table-like text format in which values are separated by delimiters.
- XML
- Structured data format that organizes information with descriptive tags.
- Target format
- Format in which data is handed over to a target system after processing.
- Use case
- Concrete application scenario, such as invoice processing or purchase order automation.
- Dispatch advice
- Message about an upcoming delivery, often including shipment and item details.
- Runtime
- Execution environment where the actual processing runs.
- EPIC Live
- Component for live extraction and recognition of document content.
- DTC
- Component for workflow and orchestration — controlling processing and handoff.
- Extraction
- Automatic reading of relevant information from a document.
- Fingerprint
- Recognition pattern or configuration used to identify and process a document type.
- AI
- Artificial intelligence: software methods that can recognize patterns or support decisions.
- AI model
- Trained technical model that processes input and produces results.
- AI governance
- Rules and evidence for how AI is used, reviewed and controlled.
- Vendor review
- Review of a provider, for example for security, privacy and reliability.
- DPIA screening
- Initial check whether a Data Protection Impact Assessment may be needed.
- Incident management
- Organized process for detecting, assessing, handling and reviewing security incidents.
- Triage
- Initial classification of an incident by urgency and severity.
- Awareness
- Understanding and training for everyday security risks.
- Exit
- Orderly end of a service, including export, deletion or migration.
- Migration
- Moving data, processes or systems to another environment.
FAQ
Answers for data protection, security and procurement teams
Is Supedio itself ISO 27001 certified?
No. No ISO 27001 certification claim is made for Supedio itself. The substantiated facts are an internal ISMS based on established best practices and ISO/IEC 27001 requirements, plus hosting exclusively with ISO 27001-certified cloud providers. Supedio is certified according to DIN EN ISO 9001:2015.
How should this page be read in the NIS2 context?
The page is structured as a due-diligence overview for NIS2-oriented questions. It describes governance, risk, access protection, incident management, business continuity, data minimization and evidence handling without claiming blanket NIS2 conformity.
Who is appointed as external Data Protection Officer?
Supedio has appointed Andrea Prinz, Datenschutz Prinz GmbH, as external Data Protection Officer with effect from 2025-11-01. The role acts independently and reports directly to management.
Where is data stored?
Data is stored within the European Union throughout the entire lifecycle. Hosting is performed exclusively with ISO 27001-certified cloud providers.
Who can see customer documents?
No-touch processing is the standard. Support usually works from system logs. Access to customer document content is only intended for genuine error cases where the issue cannot be resolved from logs alone; access is restricted to named, authorized operations personnel and is logged and monitored.
How long is operational data stored?
Operational data is deleted no later than 30 days after processing unless otherwise agreed. Backups containing the data are overwritten within the 14-day backup retention cycle.
Is customer data used to train AI models?
No. Customer data is not used to train AI models. Real customer documents are processed only where required to deliver or debug the contracted service and only after customer approval.
When does the On-Prem Solution make sense?
The On-Prem Solution is useful for companies that want to use PEDIF-oriented document automation and EDI capabilities while keeping runtime processing, runtime documents, logs and security controls inside their own infrastructure.
Can customers request export or early deletion?
Yes. Customers can request export and early deletion. This is handled through a defined, logged request process with confirmation.
Note: This page is a public, curated overview and does not replace a contractual agreement, DPA or full audit package. Detailed evidence should be provided through a controlled process.
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