KIWAY
KIWAY is an Austrian enterprise AI platform that turns a company's own documents and internal know-how into searchable answers, bundles everyday tasks such as transcription and translation, and automates bespoke business processes under EU hosting.
What is KIWAY?
KIWAY is an internal enterprise AI platform built by techexx GmbH in Wiener Neustadt, Austria. Its premise is narrow and deliberate: rather than answering from the open internet, it answers from the knowledge a company has deliberately deposited. The headline promise on the site is to find company knowledge, automate routine work and take load off teams.
The product is built from three blocks. KIWAY Chats are department-specific assistants working exclusively on uploaded material, returning contextual answers within seconds and tying them back to their sources. The vendor illustrates this with the kind of question that normally costs a colleague an interruption: who handles a given customer, or what was agreed in the last meeting. KIWAY Apps are ready-made tools embedded in the platform for recurring work: meeting minutes through a Meeting Master that records or ingests audio then returns transcript, summary and topic overview; document and text translation across more than ninety languages; file conversion; video, audio and YouTube transcription; OCR for scans and handwriting; image analysis; sentiment analysis; and a text checker for style, spelling and grammar. KIWAY Custom Apps are automations developed with the client and shaped to that client's own processes, priced by scope and complexity with a quotation given in advance. The vendor lists invoice creation and checking, contract drafting, quotation review, price-list comparison, ticket routing, lead qualification, employee onboarding, risk analyses, KPI reports, maintenance-notice checking, fault-code analysis, supplier evaluation and internal approval workflows.
Access is governed by three roles: administrators configure the system and hold full Admin Center access, knowledge managers upload and maintain content with restricted administrative rights, and users work in the day-to-day environment. Accepted material includes PDF, Word and Excel files, policies, manuals, presentations and internal knowledge collections.
Technically, the published measures describe a multi-tenant SaaS on Microsoft Azure with a Blazor WebAssembly front end, Supabase as identity provider, PostgreSQL, a Qdrant vector database and Hangfire background jobs. The vendor states data is hosted in the EU, with a dedicated Azure instance available on request.
What it does
- Answer staff questions from the company's own approved documents, with the underlying sources traceable
- Automate recurring business processes that are specific to one company, from invoice checking to approval routing
- Turn meetings, audio files, videos and YouTube links into transcripts, summaries and structured minutes
- Translate whole documents into more than ninety languages while preserving their layout and structure
- Make scanned paperwork and handwriting machine-readable through OCR, then reuse the extracted text
- Analyse images and text for objects, sentiment, style, spelling and structure
- Control precisely which department, project or role may reach which body of knowledge
When to use KIWAY / When not to
A quick filter to help you decide if KIWAY is the right fit.
When to use KIWAY
- Small and mid-sized companies whose knowledge is scattered across documents, e-mails, shared folders and disconnected tools
- HR and onboarding teams answering the same questions about leave, policies and internal procedures over and over
- Sales teams that need product details, price lists and quotation rules on hand during a customer conversation
- Production and technical staff who need work instructions, quality standards and fault-code knowledge at the workstation
- Organisations under strict data-protection expectations that want AI hosted in the EU with documented processing terms
When not to use KIWAY
- Individuals and consumers: KIWAY is sold to companies, and no self-service sign-up exists at the published price
- Anyone looking for a general-knowledge assistant, since answers are drawn only from the knowledge the company itself uploads
- Teams that want to process personal or sensitive data, which the vendor's own privacy policy advises against entering
- Buyers who insist on trying software unaccompanied first, as the entry route runs through a demo or an introductory call
- Developers expecting a documented public API or a mobile app, neither of which the vendor publishes
How to use KIWAY
A typical end-to-end flow, from setup to results.
- Request the free demo from the site, or book the roughly thirty-minute introductory call through the vendor's Outlook booking link
- Bring colleagues who know the processes — business, management or IT; no technical background is required of participants
- Use that session to map where time is lost and which information is hardest to find, and to agree the next steps
- Once contracted, gather the company knowledge to be made searchable: PDFs, Word and Excel files, policies, manuals and presentations
- Have a knowledge manager upload that material and take ownership of keeping it current
- Let an administrator define roles, permissions and knowledge areas by department, project or task in the Admin Center
- Sign in to the web application at app.kiway.at; billing and administration live at admin.kiway.at
- Put questions to the department Chats in plain language and check the answers against the sources they cite
- Run the Standard Apps for everyday jobs such as minutes, translation, transcription, OCR and text checking
- Specify any bespoke automation with the vendor, who builds the Custom App against a prior quotation
Pros & Cons
Pros
- Unusually complete public legal documentation: terms, privacy policy, Article 28 processing agreement, technical measures, general conditions and subprocessor list, all downloadable
- Subprocessors named individually with country, legal basis and transfer mechanism, rather than described in the abstract
- Technical measures detailed enough to name the actual architecture, which is rare at this end of the market
- Explicit commitment that customer data is not used to train public AI models
- EU hosting claimed throughout, with a dedicated Azure instance available on request
- Entry package price published openly, which many vendors in this segment decline to do
- Publisher, hosting and governing law all within the EU, with a local German-speaking counterpart
Cons
- No independent security certification: neither ISO 27001, SOC 2 nor TISAX is claimed anywhere on the site or in the technical measures
- The advertised €29.99 per user is not the real entry ticket — a €10 monthly platform fee applies on top, so a single seat costs €39.99 excluding VAT
- Enterprise pricing and the cost of Custom Apps are not published
- No documented self-service trial: the route in runs through a sales demo
- No mobile app and no documented public API
- Site and documentation are German-only, which limits reach outside German-speaking markets
- A fair-use policy governs the Standard Apps but its content is never published
Pricing & Plans
There is no permanent free plan. The published price list contains two packages. KIWAY Professional is charged at €29.99 per user per month, to which a platform fee of €10 per month is added; both figures are quoted excluding VAT, so a single seat costs €39.99 per month in practice rather than €29.99. KIWAY Enterprise is quoted on request only. Custom Apps are priced separately according to scope and complexity, with a quotation provided beforehand. A free demo and a free, non-binding introductory consultation of around thirty minutes are offered. The general conditions state that prices are in euros and that VAT is not included in case of doubt.
- unlimited chats
- all Standard Apps under fair use
- Custom Apps
- Admin Center and video training
- unlimited chats
- all Standard Apps under fair use
- Custom Apps
- video and individual training
- support with the company-wide rollout
- Admin Center
- white-labelling with custom design and URL
- and enhanced customer support
Data, GDPR & hosting
A consolidated view of how KIWAY handles your data.
GDPR overview
GDPR implementation is documented rather than merely asserted. KIWAY has its own privacy policy dated 6 July 2026 drafted under Article 13, a published Article 28 processing agreement, technical and organisational measures under Article 32, and a named subprocessor list giving each recipient's country and transfer mechanism. Data-subject rights are set out with their articles: access, rectification, erasure, objection, portability and withdrawal of consent. The Austrian Data Protection Authority in Vienna is named as the supervisory body, and a data protection coordinator is designated. Transfers outside the EU rely on standard contractual clauses or the EU-US Data Privacy Framework depending on the recipient. No Article 27 representative is designated, and none is needed: the publisher is established in Austria. The terms additionally carry commitments under the EU AI Act.
Who owns the data?
Customer data stays with the customer. techexx GmbH is the controller for its own website and service, but the roles reverse in production: when a client deploys KIWAY, techexx acts as processor and the client is the controller. An Article 28 GDPR processing agreement governs that relationship and is published in full as a PDF rather than offered on request. The vendor states that uploaded knowledge stays inside the client's own system, isolated and access-controlled, and commits that customer data is never used to train public AI models. Deletion follows the contract: everything entered is erased once the relationship ends, so exporting in good time is the customer's responsibility.
Reuse rights
Customers keep the right to use their own content freely; nothing in the published terms claims a licence over customer material for the vendor's benefit, and training on customer data is explicitly ruled out for public models. Processing covers whatever is entered voluntarily, device data such as operating system, IP address and geolocation, usage timestamps, and the full content of prompts including uploaded PDFs, images, video, audio and Office files. Legal bases are contract performance and consent, with legitimate interest for most third-party transmissions. Which third parties actually receive data depends on the modules the client selects; techexx states it is not the controller for those providers. Nineteen recipients are named individually with their country and transfer mechanism. Generated output is retained for thirty days unless a longer period is separately agreed.
Data retention & training
Hosting summary
EU hosting is claimed consistently across the site, and the homepage FAQ states that data is stored exclusively on servers within the EU. The published technical and organisational measures are more precise: KIWAY runs as a multi-tenant SaaS on Microsoft Azure, with the base infrastructure located in the Azure North Europe region according to the operator's own information. Customers can additionally request that their data be hosted on a dedicated Azure instance, which the vendor presents as a way to keep control clearly with the client. Supabase Cloud serves as identity provider. No individual hosting country is named in words anywhere in the documentation — "Azure North Europe" is a cloud region label, and it has deliberately not been resolved into a country here. One distinction matters: the WordPress marketing site is hosted separately in Frankfurt, Germany, which describes the website and not the platform where customer data lives. Jurisdiction is Austrian, with the courts of Wiener Neustadt named as the venue.
Things to keep in mind
Risks and trade-offs to weigh before adopting KIWAY.
- The advertised per-seat price omits the €10 monthly platform fee, so budgets built on €29.99 alone understate the real cost by a third
- The vendor itself advises against entering personal data, and especially sensitive data, into the tool — a genuine constraint on HR and similar use cases
- No independent security certification exists; the compliance seal displayed comes from a service provider, not an accredited certification body
- Several named data recipients are US model providers, so the EU-hosting message should not be read as meaning data never leaves the EU
- Answers are only as sound as the material uploaded: outdated policies or superseded manuals will be quoted back with the same confidence as current ones
- Concentrating institutional memory in one assistant can erode the habit of asking colleagues, and staff may stop checking the cited sources over time
- A fair-use policy limits the Standard Apps without its content being published, and generated output is kept only thirty days by default
Setup & Integrations
Technical difficulty
Low on the technical side, moderate on the organisational one. Nothing is installed: KIWAY runs in the browser, and the vendor states that no deep technical knowledge is required, describing the platform as highly intuitive. The real work sits elsewhere — gathering the knowledge worth uploading, structuring it into knowledge areas and defining roles and permissions. A dedicated knowledge manager role exists for uploading and maintaining content, which implies assigning someone to it. Video training is included with Professional; Enterprise adds individual training and rollout support. Custom Apps are built by the vendor, so allow time for specification.
Deployment
Supported languages
Behind KIWAY
Social
Resources
All the official URLs gathered for verification and reference.
Alternatives
Tools that compete with or complement KIWAY.
Frequently asked questions
What kind of data can be uploaded to KIWAY?
How does KIWAY differ from ChatGPT or Microsoft Copilot?
Is customer data used to train AI models?
What does KIWAY cost?
Is there a free trial?
Where is the data hosted?
How long is data kept?
Which roles and permissions exist?
Is a data processing agreement available?
Is any technical knowledge needed to get started?
Should you pick KIWAY?
KIWAY is a focused answer to an unglamorous problem: companies that already hold the knowledge they need but cannot reach it quickly. By restricting answers to material the organisation has deliberately uploaded, it trades the breadth of a general assistant for traceability, and for many small and mid-sized firms that is the right trade.
What sets it apart is less the feature list than the paper trail. Terms, privacy policy, an Article 28 processing agreement, technical and organisational measures and a named subprocessor list are all published as documents rather than summarised in marketing copy, and the technical measures go as far as naming the architecture. Vendors of this size rarely expose that much, and it makes the GDPR claims checkable instead of merely asserted.
Two reservations deserve weight. First, nothing is independently certified: no ISO 27001, no SOC 2, no TISAX, and the compliance seal shown on the site comes from a service provider rather than an accredited body. The stated EU hosting is likewise given on the operator's own information. Second, the headline price understates the real cost — the €29.99 per seat carries a €10 monthly platform fee on top, and neither Enterprise pricing nor Custom App costs are published. Buyers should also note that a substantial share of the named recipients are US model providers, which qualifies the EU-hosting message even though transfers are contractually framed.
The publisher is young, entered in the Austrian commercial register in February 2022, though it is wholly owned by an established industrial shareholder. For German-speaking SMEs wanting to move from experimenting with AI to running it on their own knowledge, with documentation they can hand to their own data protection officer, KIWAY makes a credible case — provided the platform fee is priced in from the outset.
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