Privacy Policy for BriefPilot

Effective date: 2026-07-03 Status: Draft (v0.2) — Legal review recommended before publication. Applies to: BriefPilot app (iOS / Android) and the website schreibenpilot.de

1. Controller / Provider

Furkan Ali Gül Zerrstr. 30 66839 Schmelz Germany

E-Mail: support@schreibenpilot.de Phone: +49 172 9142809

> Controller within the meaning of the GDPR.

2. Contact

If you have questions about data protection, you can reach us at:

E-Mail: privacy@schreibenpilot.de

We aim to respond to inquiries within a few business days.

3. What data we process

BriefPilot processes the following data:

• Documents and images that you scan, import, or upload as photos in the app.
• Information recognised by the app, such as text content, sender, amounts, deadlines, and reference numbers.
• Corrections or supplementary information that you enter for documents.
• App settings, such as language, display mode, and simple preferences.
• Optional permission data: camera, photos, calendar, contacts, and biometric unlock (Face ID / Touch ID) only if you allow them in your device settings.
• Technical device data required for operating the app (e.g. operating system version, app version, device model). This data is used solely for error analysis and stability.

We do not process sensitive health data, ethnic origin, political opinions, or religious beliefs, except to the extent that they may be contained in your own documents.

4. Documents, images, OCR and analysis

4.1 Local storage

By default, your documents and recognised information are stored only on your device. They do not leave your device unless you start an analysis or use a sharing feature.

4.2 OCR and AI analysis

When you start an analysis, the content required for it (e.g. scanned pages or selected image areas) is transmitted over an encrypted connection to the services required for the analysis. These services may be operated by BriefPilot or by carefully selected technical service providers.

The transmitted content is used exclusively to recognise and prepare the information contained in the document. It is not used for advertising purposes and is not passed on to advertising networks.

4.3 Demo documents

The app contains demo documents. These are examples without real personal data. They are intended to demonstrate the app's features without requiring you to scan your own document.

5. Purpose of processing

We process your data for the following purposes:

• Providing the app functions (scan, store, analyse, export)
• Recognising important document information (deadlines, amounts, sender)
• Preparing draft replies and recommended next steps
• Local storage and management of your documents on your device
• Fixing technical problems and improving stability

We do not make decisions for you. BriefPilot does not replace legal, tax, or financial advice.

6. Legal basis

The processing of your data is based on:

• Art. 6 para. 1 lit. b GDPR — performance of a contract or pre-contractual measures, insofar as use of the app constitutes a contract or comparable use relationship.
• Art. 6 para. 1 lit. a GDPR — your consent, insofar as you enable certain functions (e.g. camera, contacts, calendar).
• Art. 6 para. 1 lit. f GDPR — legitimate interest in technical security, stability, and abuse protection.

You can revoke consent you have given at any time in your device settings. However, this may mean that certain app functions are no longer available.

7. Retention / deletion

Your documents remain stored on your device until you delete them in the app.

When you delete a document, it is removed from local storage. To the extent that content was transmitted as part of an analysis, it may be cached by the technical service providers for a short, operationally necessary period. After this period expires, it is deleted.

You can delete all data stored in the app at any time via the app settings.

8. Third parties / technical service providers

To provide the app, we may use technical service providers, in particular for:

• Cloud storage and processing
• OCR services (text recognition)
• AI services for document analysis
• E-mail delivery and support systems

These service providers process data only on our instructions and only to the extent necessary for operating the app. We conclude data processing agreements (DPA) with them where required by law.

Your data is not passed on to other third parties for advertising or marketing purposes.

9. No advertising / no sale of personal data

We do not use your documents, images, or recognised information for advertising purposes. We do not sell personal data.

10. Your rights

You have the following rights regarding your personal data:

• Access to the data we process
• Rectification of incorrect data
• Erasure of your data (where legally possible)
• Restriction of processing
• Data portability of the data you have provided
• Withdrawal of consent
• Objection to processing (where the legal basis is legitimate interest)
• Complaint to a competent data protection supervisory authority

Because most data is stored locally on your device, you can do a lot directly in the app: delete documents, revoke permissions, or reset all app data.

11. Security

We use technical and organisational measures to protect your data:

• Encrypted transmission during analysis
• Local storage on your device as the default
• Optional biometric lock for the app (Face ID / Touch ID)
• No unnecessary storage of personal data on our servers

However, absolute security cannot be guaranteed.

12. Children

BriefPilot is intended for users aged 16 and over. Persons under 16 should use the app only with the consent of a parent or guardian.

13. Changes to this privacy policy

We may update this privacy policy if the app changes or if legal requirements change. You can always find the current version at schreibenpilot.de/privacy.

14. Disclaimer

BriefPilot helps you organise and understand your documents. The app does not replace legal, tax, or financial advice. For legally relevant decisions, you should always consult a qualified advisor.