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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)​

When two-factor authentication is enabled, signing in requires a time-based one-time code (TOTP) from your authenticator app in addition to your password. You set up this additional protection for your own user account.

Fig. 1: Two-factor authentication in the account settings

Under Personal → Adjustments, open Security. Use the Two-factor authentication switch (1) to start setup. Scan the QR code displayed next with your authenticator app and confirm the generated code. Two-factor authentication is enabled only after successful confirmation.

We recommend setting it up especially for administrators and other security-critical roles. For more information, see User profile. If you have questions, our support team can help through the 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.