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Security and Operations

Cloud Software​

Independent of Location and Platform​

Memida is designed as a cloud application and can be used from anywhere. Access is via a modern web browser (Chrome, Firefox, Safari, etc.); mobile applications are also available.

Since the core of the application runs server-side, there is no need to install or maintain traditional software on client devices. This reduces IT administration effort, simplifies rollouts, and minimizes typical sources of error caused by different local installation states.

Always Up-to-Date​

Memida is centrally operated and continuously developed. Updates and security fixes are applied server-side, so all users automatically work with the latest version and are not disrupted in their daily work. The latest information about updates can be found in our Software News.

Encrypted Data Transmission​

Communication between your device and Memida is encrypted via TLS (HTTPS). This protects authentication, data transfer, and interactions from eavesdropping and manipulation during transport.

Where is my data?​

Primary Operating Location​

Production data (application and database operations) is hosted by Hetzner Online GmbH in the Falkenstein (Vogtland), Germany data center. To increase stability and reliability, we also use infrastructure for supporting or redundant components in a data center (Oy) near Helsinki, Finland. Additionally, we employ a geographically separated backup strategy: In addition to regular backups, a second encrypted backup exists in a cloud storage near Helsinki, Finland, to reduce risks from location-specific disruptions (e.g., data center or regional infrastructure outages) and ensure recoverability even in exceptional cases.

Encryption of Resting Data​

Resting data on server drives is encrypted using AES-XTS-PLAIN64. This is an established method for block device/disk encryption and reduces the risk that data can be read if drives are lost or unauthorized access to storage media occurs.

Backup Encryption​

Backups are additionally stored encrypted, especially the second backup in Finnish cloud storage.

Security of Your Account​

Two-Factor Authentication (2FA)​

Memida supports two-factor authentication (2FA) as an additional layer of protection for your user accounts. In addition to the password, a second proof is required—a time-based one-time code (TOTP) from an authenticator app. This keeps an account protected even if a password is compromised (e.g., through phishing, data leaks, or reused passwords), because login also requires a factor only available to the respective user.

2FA can be activated per user and is generally recommended for security-critical roles. Overall, 2FA significantly reduces the risk of unauthorized access and is a key measure to sustainably increase account security in daily operations.

Further information on setup can be found in the user area. For additional questions, please contact support via our ticket system.

What you can do for security​

Pay particular attention to the following points:

  • Activate two-factor authentication at least for administrators
  • Use strong passwords and manage them securely (e.g., password manager)
  • Assign permissions in the company according to the need-to-know principle
  • Keep user accounts up to date (e.g., deactivate accounts promptly when employees leave)
  • Implement internal policies for device and browser security as needed

By combining technical safeguards and consistent organizational measures on your side, you achieve a high level of security in daily operations.

Costs​

All-in-One Package​

Memida operates on a Software-as-a-Service (SaaS) model and is billed as a monthly subscription. This gives you a clear pricing framework without the typical additional expenses and follow-up costs of traditional on-premises software, such as local installation, server operation, infrastructure, updates, security patches, or maintenance windows. Provision, secure operation, and continuous development are handled centrally by us, so you do not need to build additional system landscapes or plan update projects internally.

The monthly price includes access to the application as well as essential operational services: ongoing updates and feature improvements, security updates, operation of the cloud infrastructure, and regular data backups according to our backup concept. In addition, you have access to convenient support, assisting you with individual questions and broader topics such as setup, processes, or best practices, so Memida can be used reliably and efficiently in everyday life.