In this article, we will show you how to set up a data protection-compliant ChatGPT-like tool in your company in just a few minutes - completely on your own (e.g. German) servers, without API access or data transfer to third parties. With Open WebUI and local AI models such as Ollama, you can provide your workforce with a powerful, secure AI solution - simple, flexible and GDPR-compliant.
Even two years after the start of the generative AI wave, we are still seeing the same picture in companies: although employees have long been using tools such as ChatGPT, Claude and other AI chatbots, they often do so with private accounts, on their own initiative and without clear guidelines.
The reason for this? In many cases it is the uncertainty surrounding data protection. Companies are reluctant to release official solutions - out of concern that sensitive data could fall into the wrong hands or violate internal compliance rules.
This is understandable - but this is precisely why a lot of potential remains unutilised: AI has long been able to relieve the burden of writing emails, structuring knowledge or quickly answering internal questions. But without a secure, data protection-compliant solution, manual work continues to be carried out in many places.
The good news is that there are now simple options, Operate ChatGPT alternatives in your own company in compliance with data protection regulations - without API access to US servers or legal grey areas. In this article, we show you how, how you can set up your own internal "ChatGPT" with Open WebUI in just a few minutes - secure, local, flexible and intuitive for your teams.
What is Open WebUI - and why is it exciting for companies?
Open WebUI is an open source interface that enables companies to use generative AI securely and in compliance with data protection regulations in their own network - without any external API access or cloud connection. Operation is based on ChatGPT and is so simple that no prior technical knowledge is required. In combination with local language models such as Ollama, the entire application runs directly on the company's own servers, ideally in Germany or the EU. In this way, companies retain full control over their data and create a legally secure basis for the use of AI. We have analysed the advantages and disadvantages of using local AI solutions in summarised in this article.
Open WebUI offers a flexible and customisable solution, especially for organisations that want to make AI available internally - for example for text creation, knowledge management or internal assistance functions. It can be seamlessly integrated into existing processes and forms the basis for the confident, future-proof use of generative AI within the company.
The most important advantages of Open WebUI at a glance:
- Data protection compliant & secure: You can host the tool on your own (e.g. German) servers - no data leaves your company.
- No API obligation: You decide whether you want to integrate external providers such as OpenAI or only use local AI models.
- Intuitive use: Employees simply log in via the web interface - no IT expertise required.
- Granular rights management: Admins can precisely control who is authorised to use which functions and models.
- Shared use within the team: Teams can share and further develop prompts, assistants and knowledge databases
- Quick set-up: Via platforms such as elestio Open WebUI can be started in just a few minutes - without any technical setup.
Set up Open WebUI in just a few minutes - step by step
The easiest way to use Open WebUI in your company in compliance with data protection regulations is via the platform elestio. This allows you to set up the tool on a German server with just a few clicks - without in-depth technical knowledge.
1. account with create
Visits elestio. register for free and log in to the dashboard.
2. select Open WebUI
Select "Open WebUI" as a service in the dashboard. elestio provides a preconfigured environment that is ready for immediate use.
3. determine server location and provider
Choose a hosting provider and specify the server location - ideally in Germany or the EU to fulfil data protection requirements.
4. start and configure the instance.
Start the instance. After a few minutes, your own AI chatbot will be ready for use. You can now set up user accounts, define roles and access rights and select models.
5th Team onboard and get started
Your team can log in via the web interface and start using it straight away. You can create and manage shared prompt libraries, assistants and knowledge databases.
Variant 2: Host Open WebUI with Ollama yourself (for tech-savvy teams)
If you or your IT team have some technical expertise, you can also install Open WebUI yourself on your own server. Although this requires a few more steps, it gives you maximum control over the configuration and infrastructure.
1. install Ollama
Firstly Ollama This allows language models to be executed locally on the server. You can use an installation script or proceed manually. A GPU is helpful, but not absolutely necessary.
2. set up Open WebUI
The next step is to install the web interface (Open WebUI), either manually or via Docker. It serves as a user-friendly interface through which employees can communicate with the AI.
3. release network access
In order for the interface to be accessible in the browser, the corresponding port (e.g. 3000 or 8080) must be released in the firewall. This allows the team to conveniently access it later via the IP address in the browser.
4. add language models
After starting, create an admin account and download the desired language models (e.g. LLaMA3, Mistral or DeepSeek) directly via the WebUI or command line.
5. integrate your own models (optional)
For advanced applications, you can also configure your own models, e.g. with customised behaviour or company-specific context. This is done using simple model files and is integrated directly into Ollama.
Conclusion: Using AI in the company in compliance with data protection regulations - easier than expected
The use of AI in companies does not have to be associated with legal grey areas or loss of control. With solutions like Open WebUI a powerful, intuitive AI chatbot can be integrated into your own infrastructure quickly and in compliance with data protection regulations - either via elestio with just a few clicks or by hosting it on your own company server.
Particularly in sensitive sectors such as Law, finance, healthcare or industry a locally hosted system can offer enormous advantages: Text creation, internal knowledge databases, code support or the automation of routine tasks - All of this is possible without sensitive data leaving the company. But even with data protection-compliant tools such as Open WebUI, the following applies: a good solution is not created by the technology alone, but by the right implementation.
Which language model suits your team? Is the existing infrastructure sufficient? How can internal processes be efficiently combined with local AI - without increasing complexity? This is exactly where we come in.
We support you in developing the right AI architecture for your company - pragmatically, with data protection in mind and with a clear focus on your specific use case. Whether Choosing the right models, Setup on German servers or Training your teams - Together we will bring AI into your company in a meaningful and sustainable way.
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