Privacy policy

1. Overview

AngebotPilot is software for quotations, customer management, automatic reminders and simple job management for businesses. This privacy policy explains which personal data we process when you visit this website and when you use AngebotPilot (web app and mobile apps), for what purposes and on which legal basis.

The key points at a glance:

• We use no analytics or marketing tools, no advertising cookies and no tracking pixels – not in e-mails either.
• The application servers and the database are operated in Germany/the EU.
• You are the controller for the customer data you enter in AngebotPilot; we process it only on your behalf (DPA).
• We store passwords only as a hash.

2. Controller

The controller within the meaning of the General Data Protection Regulation (GDPR) is:

No data protection officer has been appointed, as in our assessment there is no legal obligation to do so (Art. 37 GDPR, § 38 BDSG, the German Federal Data Protection Act). [to be checked] If you have any questions about data protection, please contact us at the e-mail address above.

3. Controller or processor?

There are two roles at AngebotPilot:

Our data processing agreement (DPA) applies to processing on behalf of users. If you are a customer of a business that uses AngebotPilot and wish to exercise your data protection rights, please contact that business directly. We forward any such requests that reach us to the business concerned.

4. Visiting this website

Hosting via GitHub Pages

This website and the files of the web app are provided via GitHub Pages, a service of GitHub, Inc., 88 Colin P. Kelly Jr. Street, San Francisco, CA 94107, USA. When you access the site, GitHub processes technically necessary data, in particular your IP address, the date and time of access, the address requested and browser and device information, in order to deliver the pages and ensure the security of the service. The legal basis is our legitimate interest in providing the website securely and reliably (Art. 6(1)(f) GDPR). No data from the use of AngebotPilot is stored via GitHub Pages – your quotation and customer data is held exclusively on the servers listed in section 9.

Further information: GitHub privacy statement. For transfers to the USA, see section 10.

No cookies, no analytics, no external content

This website sets no cookies, uses no analytics or marketing tools and loads no content from third parties. Fonts and graphics are delivered directly from our server.

If you actively choose a language (German/English) or a colour scheme (light/dark) on this website, we store only that setting locally in your browser’s localStorage (keys ap.locale and ap.theme) so that the website and web app apply it the next time you visit; this information is not transmitted to us, is not used for tracking and can be deleted at any time via your browser settings (§ 25(2) no. 2 TDDDG, the German Telecommunications Digital Services Data Protection Act).

5. Using AngebotPilot

5.1 Registration and user account

For registration, we process your name, your e-mail address and your password. The password is stored only as a cryptographic hash; we cannot see it. We also store the time of registration, of e-mail confirmation and of your last login and – to protect against unauthorised access – the number of failed login attempts and any temporary lockout. To confirm your e-mail address and to reset your password, we send you e-mails containing one-time links; we store only a hash of these.

Legal basis: performance of a contract or pre-contractual measures (Art. 6(1)(b) GDPR); for the security measures, additionally our legitimate interest in protecting accounts (Art. 6(1)(f) GDPR).

5.2 Company profile and team

In the company profile, you enter details that appear on your quotations, such as company name, address, contact details, tax number or VAT ID, bank details, logo, brand colour and standard texts. If you invite team members, we process their e-mail address, the intended role (owner, admin, staff) and the status of the invitation. The legal basis is Art. 6(1)(b) GDPR.

5.3 Login and session

After logging in, you receive a short-lived access token (15 minutes) and a refresh token (valid for up to 30 days). For the refresh token, we store only a hash in the database, together with the time of creation and expiry, the type of client (web or app) and any revocation. The token is replaced on each renewal; it is revoked on logout, on a password change or if misuse is suspected.

The web app stores the session token in your browser’s storage: in localStorage if you choose the “Stay logged in” option, otherwise in sessionStorage until the tab is closed. It is removed when you log out. This access to your device is strictly necessary to provide the service you have expressly requested (§ 25(2) no. 2 TDDDG); consent is not required for it. We do not use cookies for tracking or advertising purposes and use no analytics tools in the web app.

5.4 Content you enter

In AngebotPilot, you enter customer data (e.g. name, company, address, e-mail address, telephone number, VAT ID, notes), quotations with line items and texts, templates, jobs, invoices with recorded payments and, where applicable, files such as your logo, generated PDF documents and e-invoices (XML). We process this data as a processor solely in accordance with your instructions and to provide the service (see section 3 and the DPA).

For each quotation, AngebotPilot keeps a history (e.g. created, edited, sent, opened, accepted, converted into a job) with the time and the person acting or the system action. In addition, we log security-relevant and important actions in an audit log (action, object concerned, time, user ID). This serves traceability and security (Art. 6(1)(b) and (f) GDPR).

5.5 Sending e-mails

AngebotPilot sends e-mails to you (e.g. confirmation of your e-mail address, password reset, invitations, notifications) and, on your behalf, to your customers (quotations and reminders). We use an e-mail service provider for sending (see section 9). To ensure that e-mails are sent reliably and traceably, we keep a dispatch log for each e-mail: recipient address, reply-to address, sender name, subject, content (deleted once sending is complete) and the name of any attachment, dispatch status, number of delivery attempts, timestamps, the provider’s message ID and a sanitised error message.

We do not measure whether or when an e-mail is opened or a link in it is clicked, and we use no tracking pixels. E-mails are sent via a conventional mail server that records neither opens nor clicks.

5.6 Automatic reminders

If you enable this feature, AngebotPilot reminds your customers of open quotations. At most the number of reminders you have set is scheduled; they are not sent after the validity period has expired and are sent at least 48 hours apart. Each reminder contains a link that your customer can use to unsubscribe from further reminders; we then store a corresponding note with the time. As soon as the customer makes a decision or unsubscribes, pending reminders are cancelled. As the controller, you decide whether you are permitted to send reminders to your customers (see Terms).

5.7 Notifications and export

In the app, we notify you of events such as the acceptance or rejection of a quotation. You can export customers, quotations, jobs and invoices as a CSV file at any time.

5.8 Server logs at the hosting provider

When our application servers (API) are accessed, our hosting provider processes technically necessary connection data, in particular IP address, time, address requested, status code and browser or app identifier. This data is needed for secure operation, for error analysis and to fend off attacks (Art. 6(1)(f) GDPR) and is stored only for a short time: [PLACEHOLDER: retention period according to hosting provider]. We do not store IP addresses in our application database.

5.9 Payment processing

During the pilot phase, no charges are made and no payment service provider is used. [to be added once online payment is enabled]

6. Customer link and online acceptance

When a user sends a quotation, the recipient receives a personal link to view it online. In this context, we process the following as a processor on behalf of the respective business:

• Link data: a hash of the access token and the time of creation, expiry and, where applicable, revocation;
• Use of the link: the time it was first and last opened and the number of views. No IP address is stored in our database in this process;
• Decision: in the event of acceptance or rejection, the name entered by the customer, the time and an optional message;
• Unsubscribing from reminders: a note with the time.

The online click is a documented declaration, but not a qualified electronic signature. The customer page sets no cookies and contains no analytics tools. Technical server logs are processed as described in section 5.8.

7. Mobile apps

The apps for Android and iOS are in preparation. The following also applies to them:

• Secure storage: The session token is stored in the device’s protected storage (iOS Keychain or Android Keystore).
• Camera: The camera is used only with your permission and solely for scanning QR codes. Processing takes place on the device; camera images are neither stored nor uploaded. You can withdraw the permission at any time in your system settings.
• No advertising, no analytics: The apps contain no advertising or analytics SDKs and do not use an advertising ID.
• App stores: When you download the apps via Google Play (Google Ireland Limited) or the App Store (Apple Distribution International Ltd.), these providers process data under their own responsibility, such as your account and device data. We have no influence over this.

[to be added if push notifications or further permissions are introduced]

8. Contact and support

If you contact us by e-mail, we process your e-mail address, your name and the content of your message in order to answer your enquiry. The legal basis is Art. 6(1)(b) GDPR if your enquiry relates to a contract, otherwise our legitimate interest in answering it (Art. 6(1)(f) GDPR). Our support mailbox is operated by Google (Gmail), see section 9.

9. Recipients and processors

We pass on personal data only insofar as this is necessary to operate AngebotPilot. Service providers are carefully selected and – where they act on our behalf – contractually bound under Art. 28 GDPR.

Beyond this, we pass on data only if we are legally obliged to do so (Art. 6(1)(c) GDPR), for example to authorities when so ordered.

10. Transfers to third countries

Where service providers are based in the USA or may transfer data there (GitHub, Google, possibly Cloudflare), this takes place on the basis of the European Commission’s adequacy decision on the EU-US Data Privacy Framework (Art. 45 GDPR), provided the provider is certified, and additionally on the basis of EU standard contractual clauses (Art. 46(2)(c) GDPR).

11. Retention periods

We store personal data only for as long as is necessary for the respective purpose or required by legal obligations:

• User account: until the account is deleted. After that, only a log entry recording the deletion remains, without name or e-mail address.
• Company data, customers, quotations, jobs, invoices, dispatch logs: until you delete them or your account or company is deleted. [to be checked: consider setting a shorter period for e-mail dispatch logs]
• Retention obligations: Statutory retention obligations may require quotations and related documents to be kept for longer – for example, under § 257 HGB (German Commercial Code) and § 147 AO (German Fiscal Code), six years for commercial and business letters and up to eight or ten years for accounting-relevant documents. As the user, you assess whether these obligations apply to you. If you delete a customer in AngebotPilot for whom quotations already exist, that customer’s personal data is therefore anonymised rather than deleted, so that the quotations and invoices are preserved. Issued invoices are locked: they cannot be deleted in AngebotPilot, only corrected by means of a cancellation invoice.
• Refresh tokens: until expiry (no more than 30 days) or revocation; one-time links for e-mail confirmation and password reset until expiry or use.
• Server logs: in accordance with the hosting provider’s retention periods (see section 5.8).
• Backups: Deleted data may remain in the hosting provider’s backups until they are routinely overwritten: [PLACEHOLDER: backup retention period].
• Support requests: until they have been fully dealt with, unless a retention obligation applies.

12. Data security

We protect your data with technical and organisational measures, including:

• encrypted transmission (TLS/HTTPS) between app, browser and server;
• storage of passwords, session tokens and link tokens only as a hash;
• strict tenant separation: each business sees only its own data;
• role-based access rights (owner, admin, staff);
• temporary account lockout after repeated failed login attempts;
• private file storage without public addresses, checksums for uploaded files;
• an audit log of important actions and backups at the hosting provider.

13. Your rights

Under the GDPR, you have the following rights in relation to us:

• access to the data stored about you (Art. 15 GDPR),
• rectification of inaccurate data (Art. 16 GDPR),
• erasure (Art. 17 GDPR) and restriction of processing (Art. 18 GDPR),
• data portability (Art. 20 GDPR),
• objection to processing based on legitimate interests (Art. 21 GDPR),
• lodging a complaint with a data protection supervisory authority (Art. 77 GDPR).

Right to object: Where we process data on the basis of Art. 6(1)(f) GDPR, you may object at any time on grounds relating to your particular situation. We will then no longer process the data unless we can demonstrate compelling legitimate grounds or the processing serves the establishment, exercise or defence of legal claims.

The supervisory authority responsible for us is the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia (Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, LDI NRW), Kavalleriestraße 2–4, 40213 Düsseldorf, www.ldi.nrw.de. You may also contact any other supervisory authority.

Deleting your account and exporting data: You can export your data yourself in the app as CSV and delete your account under Settings → My account → Delete account (German interface: Einstellungen → Mein Konto → Konto löschen). Details can be found on the Delete account page. For all other matters, an e-mail to certidevelopment@gmail.com is sufficient.

14. Other information

No automated decision-making

We do not use automated decision-making, including profiling, within the meaning of Art. 22 GDPR. Automatic calculations (e.g. totals and tax amounts) and scheduled reminders are carried out solely according to your settings.

Obligation to provide data

Providing your name, e-mail address and password is required for registration. Without this data, we cannot provide you with an account. Any further information is voluntary, but in some cases necessary for creating proper quotations.

Changes to this privacy policy

We update this privacy policy when AngebotPilot or the legal situation changes. The version published here at any given time applies. We also inform registered users of material changes by e-mail or in the app.

Last updated: 13 October 2026