Newsletter #3 February 2026

Efficient meetings are important – but connected knowledge is decisive.

In recent weeks, we have worked intensively to make Tucan not only more intelligent but also a central hub for your corporate knowledge.

Here are the most important updates from February:

🧠 New Language Model: Larger "Working Memory," More Brilliant Results

Since February 24, 2026, a new, even more powerful AI model has been working under Tucan’s hood. The most significant improvement for your daily routine is the massively expanded context window.

What does this mean in practice? Think of the context window as the AI's short-term memory. By increasing it, the AI can now "keep an eye on" significantly more information at once. Even during multi-hour meetings or with massive volumes of text, it never loses the thread. The result for you: summaries become even more precise, complex relationships are better recognized, and the answers to your questions are much more profound.

🗄️ New: From Meeting Minutes to a Sovereign Knowledge Archive

You can now expand Tucan into your internal, highly secure knowledge database. You now have the option to link your meeting summaries with other documents, creating a central intelligence hub for your organization.

The principle is simple yet incredibly effective:

• Local AI Chat Interface (Your data remains secure on our servers)

• + Your Tucan Meetings

• + Manually uploaded documents (e.g., PDFs, PowerPoint presentations, or Excel files)

• + External sources (Your databases or OneDrive folders)

• = Your sovereign AI tool that answers questions based on your entire corporate knowledge.

Want to test this potential for your team? Simply reply to this email. We would be happy to show you how to build your own knowledge archive in a brief demo.

📅 Sneak Preview: Automatic Calendar Integration (Teams/Outlook)

We know that manually inviting the Tucan bot is an extra click that is easily forgotten in a stressful workday. That’s why we are currently working on an automated "All Meetings" connection.

With the upcoming integration for Microsoft Teams and Outlook, you only need to link your calendar once. The Tucan bot will then join all relevant meetings automatically. Never forget the bot again; never have an unrecorded meeting again.

Interested in this feature? Send us a quick message, and we’ll be happy to put you on the list for the first testing phase.

Our Core Values Remain Unchanged

• Made & Hosted in Germany: No dependency on US providers.

• Audited Security: Tested and certified for the highest standards.

• 100% GDPR Compliance: Ensuring your sensitive data stays exactly where it belongs.

We wish you a successful start to March and many more productive meetings!

Best regards,

Your Tucan.ai Team

Book a free consultation meeting now!

by Florian Polak

Newsletter #2 January 2026

Connected Workflows, Local Intelligence, and Expert Knowledge – New at Tucan.ai

The year 2026 is in full swing, and current developments in US foreign policy once again highlight how crucial strong digital sovereignty is for Europe. Behind the scenes, we are working hard to ensure that your data is not only processed securely but also remains secure while being utilized to its full potential. After all, true digital sovereignty means more than just independence from US services—it means maximum efficiency.

Our goal remains unchanged: we want to eliminate manual tasks so you can focus on what matters most, while ensuring your data is processed exclusively in Germany on European (German) infrastructure. This month, we have made significant progress in integrating Tucan even deeper into your daily routines and sharing our expertise directly with the decision-makers of tomorrow.

Here are the key updates from this month:

1. Seamless Integration: Tucan Connects Your Worlds

We know that meeting minutes only become truly valuable when they land exactly where the work happens. Starting now, we offer expanded possibilities to sync Tucan results with your existing systems:

• Automated Workflows: Transfer To-Dos from your meetings via API directly into your current software (whether it’s SharePoint, locally hosted n8n workflows, or other systems).

• Context Enrichment: Link your meeting results with additional documents, such as accompanying presentations, to create a seamless, comprehensive record.

• Centralized Knowledge Chat: Connect Tucan with an internal LLM chat program to ask questions across all your meetings (e.g., "What did we decide regarding Topic X in the last three council meetings?").

Would you like to automate your workflows? Contact us!

2. What’s Exciting Us Right Now: The Power of Local Open-Source LLMs

In recent weeks, new open-source Large Language Models (LLMs) have made a massive leap in performance. We have already successfully demonstrated this in a recent (anonymous) client project:

• Full Data Sovereignty: We implemented a local LLM with a tailored chat interface directly on the client’s premises.

• Compact Efficiency: The software runs stably on smaller servers and, in some cases, even on powerful local desktop computers—completely without a cloud connection.

This proves that high-performance AI no longer requires massive data centers to work securely and precisely. Are you planning a local AI project? Write to us; we’d be happy to share our experience or implement your own internal LLM.

3. Tucan on Stage: Knowledge Transfer for Public Administration

We are delighted to announce that both myself and my co-founder, Lukas Rintelen, are now lecturers at the Kommunales Bildungswerk e.V. (Municipal Educational Institute). In a specialized workshop series for administrative officials, we provide practical knowledge: from current regulations to concrete tips for implementing proprietary systems. In doing so, we are contributing to the digitalization of public administration in the DACH region—securely, efficiently, and with a focus on real-world application.

Interested in these lectures? Reach out and I’ll be happy to send you the current schedule.

Our Core Values Remain Unchanged

• Made & Hosted in Germany: No dependency on US providers.

• Audited Security: Tested and certified for the highest standards.

• 100% GDPR Compliance: Ensuring your sensitive data stays exactly where it belongs.

We are convinced that 2026 is the year of deep AI integration into our daily processes. We look forward to walking this path together with you.

Warm regards,

Your Tucan.ai Team

Book a free consultation meeting now!

by Florian Polak

Newsletter #1 December 2025

Milestones, Innovation, and a Look Ahead

December is traditionally a time for reflection. For Tucan.ai, 2025 was a defining milestone: we successfully completed a management buyout, achieved profitability for the first time, and significantly expanded our portfolio—always with a steadfast focus on GDPR-compliant processing of sensitive data.

We started Tucan over five years ago with a mission to automate the manual tasks nobody wants to do—securely, in compliance with data privacy laws, and without dependence on US providers within the DACH region. What began as a "crazy idea" by three Austrians (who were tired of Amazon Alexa failing to understand their dialects) has grown into a stable company serving over 70 clients across business, public administration, and politics. We are incredibly proud of what has emerged despite economic crises, geopolitical shifts, and an AI revolution.

For this, we want to start by saying thank you—for the collaboration, the trust, and occasionally, a little bit of patience. I am also particularly excited to share a glimpse of what we’ve been working on over the last few months.

What’s New? Quite a Lot.

Summaries by Agenda Item – Effortless and Instant

• Simply send your agenda or interview guide as a PDF to your personalized email address.

• The system extracts every item and automatically creates individual summaries—including To-Dos and voting results.

• Ideal for: Council and board meetings, interviews, workshops, and any meeting with a clear structure.

• Interested in trying this out? Drop us a line!

NEW: The AI Pseudonymizer

• Upload a Word or PDF file and receive:

  1. A GDPR-compliant pseudonymized version.

  2. A mapping list of pseudonyms for your records.

• Available locally on your high-performance hardware or in our ISO-certified cloud in Germany.

• The Result: You can use ChatGPT & Co. safely without exposing personal data.

Outlook 2026 – What’s Next?

• Context-Rich Minutes: Soon, meeting recordings can be automatically linked with presentations, notes, and images, allowing the AI to grasp the full picture and further reduce post-processing time.

• Pseudonymization via API: Seamlessly integrate our service into your data flow while maintaining complete data sovereignty.

• One-Click Opt-In: Participants can grant consent for audio processing with a single click directly within your chosen video platform—fully traceable and digital.

Our Core Values Remain Unchanged

• Made & Hosted in Germany

• Audited Security (TÜV-certified)

• 100% GDPR Compliance – ensuring your data stays where it belongs.

After countless conversations with clients in business and government, we feel a genuine sense of momentum and new possibilities across Germany, Austria, and Switzerland. We are firmly convinced that AI will do a tremendous amount of good in the DACH region in 2026.

We look forward to taking these next steps together with you.

Happy Holidays and a successful start to the New Year!

Best regards,

Jetzt kostenlose Demo vereinbaren

by Florian Polak

Corporate Governance - AI Meeting notes for Board Meetings and Committees

Formal Body Minutes with AI: Maximum Precision for Boards and Committees

For decision-making bodies such as Executive Boards, Supervisory Boards, and Shareholders' Meetings, precision is not just a quality standard; it is a legal mandate. Minutes must adhere to the correct formal language, be drafted in flawless indirect speech, and document resolutions unmistakably.

With Tucan.ai, we offer an AI-based software solution designed precisely for the rigorous demands of Corporate Governance – drastically reducing the administrative workload for assistants and management.

Unmatched Efficiency through Smart Workflows

Tucan.ai goes far beyond standard minute-taking. We have simplified the pre- and post-processing workflow so significantly that you can focus entirely on strategic content:

• Fully Automated Agenda Import via Email: Meeting preparation has never been this easy. Simply send the agenda for the Supervisory Board or Executive Board meeting as a PDF to your individual Tucan.ai email address. The AI extracts the Meeting Agenda aus Agenda PDF auslesen (agenda items) and builds the session structure for you – with zero manual effort.

• Your Corporate Identity – Straight from the System: Instead of tediously copying AI-generated text into your corporate layout, we overlay exactly your company’s internal templates in our system. Your exported minutes have the correct format, headers, and wording at the touch of a button – ready for immediate signature and distribution.

• Specialized Templates for Legally Defensible Body Minutes: Our prompts are tailored to the unique aspects of formal meetings. The system generates flawless verbatim protocols in indirect speech and precisely isolates resolution drafts and task packages (including responsibilities and deadlines) from the context.

• Secure API Interfaces for Your Board Management: Tucan.ai integrates smoothly via open APIs into your existing Board Management Software API KI or internal IT systems.

• Highest Confidentiality & GDPR-Compliance: Body minutes contain a company's most sensitive data. Our solution guarantees maximum data security, full GDPR-compliance, and encrypted processing.

Why Companies Switch to Tucan.ai

• • Post-processing in Minutes, not Hours: The AI delivers a finished draft immediately after the meeting.

  • Transparent Resolution Control: Resolutions and task packages are reported separately.

  • Versatile Application: Perfect for in-person meetings, hybrid formats, or purely virtual meetings (MS Teams, Zoom, Webex, etc.).

    While competing solutions often force rigid formats and require significant preparation, Tucan.ai adapts to your processes. The smart PDF/Email import and output in a customer-specific layout make Tucan.ai the most efficient solution for top-level management.

Secure Your Competitive Advantage through Excellent Corporate Governance!

Get to know Tucan.ai and discover how our AI elevates your body work to the next level.

Book Your Free Demo Now

by Florian Polak

Digital Sovereignty 2026: Comparing Tucan.ai, SpeechMind, and Sally.io

In 2026, automated AI meeting transcription is the standard for German authorities and businesses. However, as efficiency increases, so do the requirements for data protection. Who offers true digital sovereignty? In this post, we compare three heavyweights: Tucan.ai, SpeechMind, and Sally.io.

Why Server Location Alone Is No Longer Enough

For municipalities and critical infrastructure (KRITIS) companies, "hosting in Germany" is often the first criterion. But legally, there is a trap: the US CLOUD Act. If a provider uses US infrastructure (such as AWS or Azure), US authorities can demand access to data – even if the servers are located in Frankfurt.

This is where the difference becomes clear.

Tucan.ai: The Champion for Government and High Security

Tucan.ai has established itself as the market leader for all organizations that cannot afford to compromise on security.

1. Absolute Legal Certainty through German Ownership

Since Tucan.ai operates on Hetzner servers (a purely German company), the platform is immune to the US CLOUD Act. Your data remains under German jurisdiction. In contrast, SpeechMind and Sally.io use US cloud providers, which can lead to compliance hurdles in sensitive administrative sectors.

2. On-Premise: The "Fortress" for Your Data

While SpeechMind and Sally.io are pure cloud solutions (SaaS), Tucan.ai offers an On-Premise version. Authorities can run the AI in their own data center. The data never leaves the premises – the ultimate in sovereignty.

3. Tailored Protocols: Agenda Items (TOPs)

For public administration, simple continuous text is useless. Tucan.ai understands the structure of council meetings and automatically organizes transcripts according to agenda items (TOPs). In addition, academic titles and party affiliations are correctly recorded – a feature lacking in the more commercially oriented tools SpeechMind and Sally.io.

Conclusion: Which Solution is Right for You?

SpeechMind is a modern, user-friendly tool that performs well for commercial teams and general business meetings where standard AI summaries are sufficient.

However, for German public authorities and municipalities, Tucan.ai offers a more specialized and legally secure framework. With its immunity to the US CLOUD Act, its specialized protocol templates for the German Verwaltung, and the option for total data control via On-Premise deployment, Tucan.ai is the preferred choice for those who cannot compromise on data sovereignty.

SpeechMind and Sally.io: The Specialists for the Commercial Market

• SpeechMind impresses with modern interfaces and good summaries for project-related work in the private sector, where the strict requirements of the public sector carry less weight.

• Sally.io is the tool of choice for sales teams. Its deep integration into CRM systems makes it ideal for sales calls, but it lacks the depth required for formal administrative protocols or accessibility standards (BITV 2.0).

Conclusion: Which Assistant is Right for You?

If you lead a sales team, Sally.io is strong. If you are looking for an all-round tool for commercial projects, SpeechMind is worth a look.

However, when it comes to digital sovereignty, GDPR compliance on German servers, and accessible administrative processes, there is no way around Tucan.ai. It is the only solution that combines the protection of sensitive data with the specific requirements of German bureaucracy.

Are you interested into a consultancy call? Book one here.

by Florian Polak

Tucan.ai vs. Straiqr Scriba: Comparing AI Transcription for German Administration

Digital transformation in German municipalities is reaching a new level in 2026. AI-based meeting minutes save hundreds of working hours, but data protection requirements are extremely high. Here is a look at who leads in this specialist duel.

Table of contents

Comparison Overview: AI Meeting Assistants for Government

When evaluating AI assistants for public use, "hosting in Europe" is only the first step. The following table highlights the technical and legal differences between the two providers.

1. Digital Sovereignty: The CLOUD Act Risk

The most important factor for municipalities is independence from US laws.

• Many young AI companies use interfaces (APIs) from US providers like Microsoft Azure or OpenAI in the background to generate summaries. This opens a flank for the US CLOUD Act.

• Tucan.ai takes a more consistent path. Through partnerships with purely German infrastructure providers like ISO-27001 certified Hetzner and the use of proprietary language models, Tucan.ai completely evades access by US authorities. For high-security sectors and the public sector, this "No-US-Touch" approach is the winning argument.

2. Intelligent Structure: TOPs with Source Referencing

The biggest difference in daily work lies in the creation of the minutes.

• Straiqr Scriba: This tool delivers solid, AI-generated summaries and protocol drafts in various levels of detail. However, these often remain "simple" plain-text summaries, where the origin of individual statements must be laboriously searched for in the transcript afterward. Sources are referenced according to the software provider.

• Tucan.ai: Here, the focus is on administrative structure. Tucan.ai automatically recognizes Agenda Items (TOPs) and assigns content accordingly. Its unique selling point: every summary contains precise source references. With one click, you can go from a summarized sentence directly to the exact point in the original transcript or audio where the statement was made. This not only saves time but also ensures maximum relevance and legal security.

3. Depth of Administrative Integration

Meeting minutes in a local council follow strict rules.

• Scriba delivers precise transcripts and speaker recognition and is particularly strong in increasing efficiency for standard meetings.

• Tucan.ai goes one step further: Through seamless integration into Council Information Systems (RIS), minutes flow directly into existing administrative workflows. Furthermore, Tucan.ai considers specific requirements such as position and party affiliations, which are essential for legally secure documentation in Germany.

Conclusion: Which Solution is Right for You?

Straiqr Scriba is a strong partner for efficient standard transcriptions. However, for those looking for a solution that provides legally secure minutes by TOPs with precise source references while maintaining 100% digital sovereignty, Tucan.ai is the undisputed market leader.

Are you interested into a consultancy call? Book one here.

by Florian Polak

Tucan.ai vs. SpeechMind: Comparing AI Transcription for the German Public Sector

As German municipalities (Kommunen) and public authorities (Behörden) accelerate their digital transformation, AI-based meeting transcription (KI-Protokollierung) has become a top priority. However, the requirements for the public sector go far beyond simple speech-to-text. Data sovereignty, German legal compliance, and specialized protocol formats are non-negotiable.

In this analysis, we compare Tucan.ai and SpeechMind to help IT-decision makers choose the right solution for administrative use.

Table of contents

Comparison Overview: AI Meeting Assistants for Government

When evaluating AI assistants for public use, "hosting in Europe" is only the first step. The following table highlights the technical and legal differences between the two providers.

Why Data Sovereignty Matters for Municipalities

The primary differentiator in this comparison is the legal framework of the underlying infrastructure.

1. The Impact of the US CLOUD Act

SpeechMind utilizes major cloud providers like Microsoft Azure and AWS. While these providers host data in European data centers, they are US-based corporations. Under the US CLOUD Act, US authorities can theoretically request access to data processed by these companies, creating a potential conflict with German data protection standards for public authorities.

Tucan.ai eliminates this risk. By hosting exclusively on German-owned, ISO-certified servers (e.g., Hetzner), Tucan.ai ensures that data remains strictly under German jurisdiction. For Städte und Gemeinden handling confidential citizen information, this provides the highest level of DSGVO-compliance and legal certainty.

2. On-Premise vs. Cloud Deployment

For high-security sectors (KRITIS) or sensitive administrative departments, the ability to keep data within one's own network is critical.

• SpeechMind operates as a SaaS-only model, requiring data to leave the internal network for processing.

• Tucan.ai offers a full On-Premise solution. This allows authorities to run the entire AI infrastructure on their own servers, ensuring that sensitive data never touches the public internet.

Specialized Features for "Verwaltung" and "Kommunen"

AI for the public sector must understand the nuances of a Niederschrift (official record).

Agenda-Based Structuring (TOPs)

A standard AI summary often misses the legal structure of a council meeting. Tucan.ai is specifically designed to organize transcripts according to Tagesordnungspunkte (TOPs). This ensures that the output aligns perfectly with the meeting’s official agenda, saving hours of manual restructuring for administrative staff.

Political Metadata and Transparency

Unlike general business tools, Tucan.ai allows for the detailed management of participants, including academic titles and party affiliations (Fraktionszugehörigkeit). This level of precision is essential for maintaining the historical and legal integrity of municipal protocols.

Digital Accessibility (BITV 2.0)

Public entities in Germany are legally mandated to use accessible software. Tucan.ai prioritizes BITV 2.0 (WCAG 2.1) compliance, ensuring that all reports can be read by citizens—regardless of physical ability.

Conclusion: Which Solution is Right for You?

SpeechMind is a modern, user-friendly tool that performs well for commercial teams and general business meetings where standard AI summaries are sufficient.

However, for German public authorities and municipalities, Tucan.ai offers a more specialized and legally secure framework. With its immunity to the US CLOUD Act, its specialized protocol templates for the German Verwaltung, and the option for total data control via On-Premise deployment, Tucan.ai is the preferred choice for those who cannot compromise on data sovereignty.

Are you interested into a consultancy call? Book one here.

by Florian Polak

Harvey.ai vs. Tucan.ai: Comparison of AI tools for legal practice - USA vs. Germany

AI-supported tools are becoming increasingly important in the dynamic world of legal services. They offer law firms and legal departments the opportunity to increase their efficiency and automate repetitive tasks. First let's take a look at Harvey.ai vs. Tucan.ai: A comparison of AI tools for legal practice - USA versus Made in Germany. In the following, the functionality, strengths and weaknesses of these tools are examined in detail to help you make an informed decision.

Table of contents

Functionality comparison

In addition, Harvey.ai offers integration with MS Word, while Tucan.ai scores with its adaptability for templates.

Strengths and weaknesses

Harvey.ai

Strengths:

• Specialization in legal tasks: Harvey.ai offers a domain-specific AI that has been specially developed for law firms. This enables the precise processing of complex legal issues.
• Integration with Microsoft Word: Seamless integration makes it much easier to create and revise documents.
• Extensive database access: Access to global tax case law and case law from various countries supports in-depth research.

Weaknesses:

• However, the complexity of the setup could be challenging for smaller law firms.
• Data protection concerns: As a US company, there may be concerns regarding the GDPR.

Tucan.ai

Strengths:

• Data protection compliance: Developed in Germany, Tucan.ai offers strict compliance with GDPR guidelines - a decisive advantage for European law firms.
• Automated contract analysis: The fast and precise analysis of contracts significantly increases efficiency.
• Versatile transcription capability: Automatic transcription and summaries of meetings facilitate follow-up work.

Weaknesses:

• On the other hand, integration with other systems could be complex.
• Focus on the German market: This could limit the attractiveness for international law firms.

Benefits for legal practice

Tucan.ai offers specific advantages for legal practiceespecially through its ability to efficiently transcribe meetings and make this information accessible for later analysis. This makes it much easier to track meetings and automate workflows.

Decision guidance for law firms: Harvey.ai vs. Tucan.ai

In summary, both platforms offer valuable features for law firms and legal departments. While Harvey.ai impresses with its integration into existing systems, Tucan.ai offers a clear advantage for German-speaking users thanks to its GDPR compliance and versatile transcription capabilities.

Ultimately, the choice between these tools depends on the specific requirements of your law firm. For lawyers, law firm partners, CIOs, legal departments and innovation managers, we offer Tucan.ai is a tailor-made solution that not only guarantees data protection, but also revolutionizes work processes.

Experience the difference a specialized AI solution can make in your daily work and choose the tool that best suits your needs!

Are you ready to optimize the way you work?

by Lukas Rintelen