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Privacy

This English version is a translation for your convenience. Only the German version is legally binding.

In short: we store as little as possible. There are no trackers, no ads and no fonts or scripts from third-party servers.

1. Controller

Energieagentur Berger GmbH, Lange Str. 5, 89542 Herbrechtingen, Germany.
Email: info@enb.eco or via the contact form

2. Hosting

ValueDoc runs on its own server at Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany. The server is located in Helsinki (Finland, EU). Photos and receipts are stored in Hetzner's Object Storage, also in Helsinki. A data processing agreement under Art. 28 GDPR is in place with Hetzner.

When you open the pages, the server processes technically necessary data: IP address, time, requested address and browser identifier. This serves secure operation and defence against attacks (Art. 6(1)(f) GDPR). These logs are deleted after 7 days at the latest.

The domains valuedoc.app and voltdoc.app are managed at Cloudflare, Inc. Cloudflare only answers the question of which address our server can be reached at. Your visits do not pass through Cloudflare.

If you email us, your mail is stored in our mailbox at Google Workspace (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) as processor (Art. 28 GDPR). Google may also process data in the USA and is certified under the EU-US Data Privacy Framework (Art. 45 GDPR). We only use your mail to answer it (Art. 6(1)(b) or (f) GDPR) and delete it once it has been dealt with and no retention obligation applies.

3. Contact form, “Report a problem” and error reports

Via the contact form you send us your email address, a topic and your message. We store them, send you an automatic confirmation and forward the message to our mailbox to reply to you (Art. 6(1)(b) or (f) GDPR). To protect against spam, the server briefly counts in memory how many messages come from one IP address. The IP address is not stored. We delete completed requests after 30 days, all others after 12 months at the latest.

If you write something via “Report a problem”, we store your message and, if given, your email address. Added automatically are the page you were on, the app version, device and browser (identifier, screen size, language), the language and country chosen in the app, and the latest technical error messages. We use language and country to group reports and spot problems affecting particular languages or countries. There is no screenshot and no content from forms. We remove share links, handover codes and access keys from the page address and error messages before sending.

If a technical error occurs in the app, we send these technical details even without a report, so we can fix the error. No IP address or email address is included.

The legal basis is our legitimate interest in a working app (Art. 6(1)(f) GDPR). If you gave an email address, we reply to questions by email and write to you once the problem is fixed. We automatically delete completed reports after 30 days, all others after 12 months at the latest.

Reporting is voluntary. Without an email address we just can't reply to you.

Waiting list: while ValueDoc is under construction, you can enter your email address on the home page so we can let you know when it starts. For this we only store the address, the language (German or English, for the language of the mails) and when you signed up, confirmed and received the invitation. First we send you a mail with a link to confirm (double opt-in). Only then are you on the list. We delete unconfirmed entries after 7 days. At launch you get exactly one mail with the link to the app; 30 days later we delete the entry. You can unsubscribe at any time via the link in every mail, and the entry is then deleted immediately. The mails are sent via Brevo (see section 4). To prevent abuse, the server briefly counts in memory how often an IP address signs up; the IP address is not stored. We don't track whether or when you open a mail or click a link. The legal basis is your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time.

4. Account and sign-in

For your account we only store your email address and when you created it. Optionally you can enter a name we use to address you in the app and in emails, for example your first name or a nickname. You can change or clear it at any time. We also remember the language (German or English) and the country you choose in the app (Germany, Austria, Switzerland, other EU country or other country). On first opening, the app suggests both based on your browser's language setting. We use this to write emails to you in your language and to adapt currency, date format, suggested due dates and guide values to your country. We don't ask for an address or location for this. There is no password. To sign in, we send you a code by email. For this we use the mail service Brevo (Sendinblue GmbH, Köpenicker Str. 126, 10179 Berlin, Germany) as processor (Art. 28 GDPR). If you request a code and never enter it, we delete the address again after 24 hours. If we invite you at your request or at the request of your contractor (for example as a client of an energy consultancy), we create the account with your email address and send you an invitation with a link to the app. If you don't sign in within 30 days, we delete the address again (Art. 6(1)(b) or (f) GDPR).

You can also sign in with Google. The app then sends you to Google (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) and Google confirms your email address to us. We only take the email address from Google. What Google processes in doing so is described in Google's privacy policy.

The legal basis is your use of ValueDoc, which you begin by creating the account (Art. 6(1)(b) GDPR). Your account remains until you delete it. You can do that yourself at any time under “Account”, and it immediately deletes all your data.

Managing your account: internally we store which features are enabled for your account (for example via a group such as “test customers” or “energy advisers”), whether the account is locked and, if applicable, a short internal note, for example about a request from you. We log changes to this with the date. In the admin area we only see figures for your account (number of items and entries, AI usage this month), not the contents of your files. The legal basis is the operation of ValueDoc (Art. 6(1)(b) and (f) GDPR). The details are deleted with your account.

5. Vehicles, house, batteries, entries, photos and receipts

Test mode: if you try the app without signing in, everything you enter stays only in the memory of this browser tab (sessionStorage). It isn't sent to our server, we don't see it, and it's gone as soon as you close the tab or choose “End test”.

What you enter is stored on our server in Helsinki: details of the vehicle and battery (for example make, model, frame or serial number, mileage), your entries in the service book, and photos and invoices. If you add a house, we only store what you enter: type of house, year built, living space, components with dates, and invoices, plans and reports. We don't ask for an address. If you add an old service book, we store the photo of the page as a receipt and mark the entries as “added later” with the date they were captured. Photos are already downsized on your device, which removes location and camera data (EXIF, GPS). Photos and receipts can only be accessed when you are signed in.

Invoices may contain names and addresses. Only you see them. Every change is logged with the date so the vehicle's history stays traceable. The legal basis is Art. 6(1)(b) GDPR. The data remains until you delete it or your account. Under “Account” you can download all your data as a file (Art. 20 GDPR).

Reminders: if you enter a next due date for a vehicle, or ValueDoc sets one itself after a service, we send you an email to your account address shortly before (Art. 6(1)(b) GDPR, part of the service). If you enter wear parts with a kilometre interval, we likewise remind you when a replacement is due according to your mileage, and ask for the current mileage by email at most every two months. You enter the mileage yourself. We don't record locations and don't connect to any fitness or trip account. For invoices from a company, we calculate the approximate end of the statutory warranty from the date and remind you about two months before. If you enter the labour cost of an invoice for your house, we show you the approximate tax-deductible amount and a yearly overview. This stays in your account; we don't pass it on to the tax office or third parties. You can switch this off at any time in your account or via the link in every reminder.

Reporting as stolen: if you report a vehicle as stolen, we store the date and, if you wish, the police case number. On valuedoc.app/en/stolen anyone can check with the full frame number or VIN whether it has been reported. Only this is shown: reported yes or no, month of the report, type of vehicle and brand. We never show names, email, location or case number. There is no list of all reports, and checks are limited per hour. If someone sends a tip via this page, we forward it to you by email without revealing your address. If the finder voluntarily gives their email, it is included in the tip. If your number is entered in another account, we inform you but don't disclose any data of that account. Information is given to the police only within our legal obligations. The legal basis is Art. 6(1)(b) GDPR (a feature you switch on yourself) and, for the tip to you, Art. 6(1)(f) GDPR (legitimate interest in getting your property back). With “Found again” the report ends immediately.

Inbox by email: if you set up the inbox, you get your own address with a name you choose yourself (suggested is your email address without dots, for example michaelberger@in.valuedoc.app). Each file then also has an address made of this name and the file's name (for example michaelberger.ebike@in.valuedoc.app). Anyone who knows one of these addresses knows the chosen name, so pick a different name if your private email address should not be recognisable. If your name or a file's name changes, the old addresses keep accepting mail until you switch off the inbox. We assign mails sent to your account address to a file by comparing subject, text and file names with the keywords you enter for the file, as well as with the frame number, VIN, battery serial numbers and the file's name. If that isn't certain, the mail sits without a file under “To review”. If you assign it yourself, we remember the sender address and the file (up to 200 senders), so the next mail from there lands in that file straight away; we delete this list when you switch off the inbox or delete your account. Older files may still have a random address (for example stadtrad-k7f2m9q3xa@in.valuedoc.app), which keeps working until you switch it off. Mails to these addresses are received for us by Cloudflare (Cloudflare, Inc., 101 Townsend St., San Francisco, USA) as processor and forwarded immediately to our server. Cloudflare is certified under the EU-US Data Privacy Framework. We store the sender (address and name), subject, the text of the mail (shortened) and attachments as PDF or image up to 1 MB. If you have ticked “read automatically by AI”, the first attachment or the text is sent once to Google Gemini for this (see section 6) and counts towards your monthly AI readings. Everything first sits as a draft in your file until you accept or discard it. When a new mail arrives, we send you a notice at most every 6 hours. We delete accepted and discarded mails after 30 days, unprocessed ones after 180 days. You can rename or switch off your addresses at any time. When a file is handed over, its addresses don't go with it, and its inbox is deleted. The legal basis is Art. 6(1)(b) GDPR (a feature you switch on yourself); for the data of businesses in their mails, Art. 6(1)(f) GDPR (legitimate interest in assigning invoices to your file).

Questions from professionals: if you have given a professional business access, they can use it to request missing documents (for example the energy certificate or the heating's type plate) and write a short message. We store the request with the name of the access and send you a mail. The business sees your reply, ticked items and uploaded files via its link as long as the access runs. You decide what you send and can decline. When the access ends, the related requests are gone too. Otherwise we delete answered requests after 180 days. The legal basis is Art. 6(1)(b) GDPR.

Units and “to clarify”: for a house you can create units (for example “ground floor left”, “garage 2”) with type, area and note, and assign entries to them. You can mark entries as “to clarify” and briefly note what is open. Please don't enter tenants' names or contact details there; ValueDoc doesn't need them. The legal basis is Art. 6(1)(b) GDPR.

API and Claude access: if the API is enabled for your account and you have switched it on yourself, you can create keys that let programs, a business (such as your property manager) or an AI assistant like Claude create, change and read files, units, entries, batteries and parts on your behalf, or put receipts into the inbox. For each key we store the name you give it, its permissions, which files it applies to, its validity, when it was last used and how often. We only store the key itself in hashed form (as a checksum); it is shown to you once. Every change via the API appears in the file's history with the date and the key's name, read access at most once per hour. Entries made via the API carry the note “via API from …”. You decide who uses your key: if you give it to a business or use it with an AI service (for example Claude by Anthropic), you transmit the data this service retrieves to it under your own responsibility; that service's privacy terms apply there. If you process other people's data via the API (for example as a landlord or property manager), you are responsible for this; if you need a data processing agreement for it, write to us. You can revoke keys and switch off the API at any time. We delete expired keys after 30 days, all others with your account. Requests are limited per minute; as with every request, the server log contains time, address and IP address (see section 2). A package sets how many files your account may use via the API. The legal basis is Art. 6(1)(b) GDPR (a feature you switch on yourself).

6. Reading photos and invoices

The app first reads text directly on your device. For a digital PDF this always happens on the device. If that doesn't work for a photo, the app asks you the first time whether it may read photos automatically using AI. If you say yes, from then on this happens automatically on this device whenever the device doesn't recognise anything. If you say no, you can tap “Read with AI” yourself each time. You can change your choice in your account at any time. Only in these cases do we send the downsized photo once to Google's AI Gemini (Google Cloud EMEA Limited, 70 Sir John Rogerson’s Quay, Dublin 2, Ireland) as processor (Art. 28 GDPR). The AI only returns the recognised values to us, for example date and amount; for an energy certificate only building data such as year built, area, heating and efficiency class (no address, no names, no registration number); for a page from an old service book the lines with date, mileage and work. So that the same image isn't read twice, we keep the recognised values together with a checksum of the image for 90 days. We don't store the image itself for this. We use the paid service. Under its contract terms, Google does not use the data to train its models and only stores it briefly to detect abuse.

Google may also process the data in the USA (Google LLC). Google is certified under the EU-US Data Privacy Framework (adequacy decision, Art. 45 GDPR). In addition, the EU standard contractual clauses in Google's data processing agreement apply. The legal basis is Art. 6(1)(b) GDPR, as reading is a feature of the app. You decide yourself whether the AI reads automatically or only at the push of a button. Without AI you simply enter the values yourself. There is a fixed number of AI readings per month.

7. Sharing and handover when selling

When you share your book, we create a link that expires on its own after 7, 14 or 30 days. Anyone with the link sees the entries and vehicle data. Serial numbers are shortened. Invoices, photos, notes and your email address are hidden. Costs only appear if you choose so. You can end the link at any time.

Sharing with professionals: you can give an energy adviser, tradesperson or workshop their own link. For this we store the name you enter for the access, its validity (7, 30 or 90 days, or until revoked, for example for a property manager), how often the link was opened and when it was last opened. Every access appears with the date in the file's history. Anyone with the link sees the entries with notes and, if you allow it, costs, invoices, plans and reports. They can download the details as a spreadsheet or file but cannot change anything. They don't see your email address. You can end the access at any time. Open defects, planned measures and entered subsidy numbers (for example the BAFA or KfW reference number) are only visible to such a professional access; a normal view link doesn't show them.

For a handover you create a code that is valid for 7 days. When the buyer enters it in their account, the whole file with entries, receipts and battery moves to their account. After that it's gone from yours. Remove invoices with your name beforehand if the buyer shouldn't see them.

8. Storage in the browser

We don't set cookies for advertising or analytics. To keep you signed in, your browser stores a sign-in token (Local Storage). It is valid for 180 days and renewed every time you open the app. Your choice about automatic AI reading, the chosen language and country, as well as customised texts for your language and the current notice at the top of the page (such as “Under construction”), are also remembered by the browser in Local Storage. If you choose the language on the website at the top or bottom (DE or EN), your browser remembers the choice in a small cookie (vd_lang, 1 year), so the home page opens in that language on your next visit. Without this choice, the home page follows your browser's language setting. That's why we don't need a cookie banner. So that the app loads quickly and also starts offline, your browser also keeps a copy of the app files (service worker). Both are technically necessary (Section 25(2) of the German TDDDG). When you sign out, the token is deleted; you can delete the rest in your browser.

9. Your rights

You have the right of access, rectification, erasure and restriction of processing, to data portability and to object to processing based on legitimate interest (Art. 15 to 21 GDPR). Just send us an email.

Right to object: where we process data on the basis of our legitimate interest (Art. 6(1)(f) GDPR), you can object to this at any time on grounds relating to your particular situation (Art. 21 GDPR). An email to us is enough.

You can also lodge a complaint with a data protection supervisory authority. The authority responsible for us is the State Commissioner for Data Protection and Freedom of Information of Baden-Württemberg (Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg).

10. Recipients and automated decisions

Your data is seen only by us, our host Hetzner, the mail service Brevo and Google for our mailbox as processors, plus Google when reading with AI (see section 6) and Cloudflare for receiving mail in the inbox (see section 5). Others only see it if you share or hand it over yourself. We don't sell data and don't pass it on for advertising. There is no automated decision-making and no profiling (Art. 22 GDPR).

11. Changes

ValueDoc is under construction. When new features are added, we update this policy beforehand.

As of November 2026