Privacy Policy

1. Controller

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

Baldin & Friends Owner: David Baldin Paul-Gerhardt-Straße 16A 01309 Dresden Germany

Email: info@baldin-friends.com · Phone: +49 (0) 351 89993804

2. The short version

FormFill fills PDF forms via API and dashboard. We process only what the service needs:

• Processing happens exclusively on our own servers in Germany (Hetzner, Nuremberg) — no third-party AI clouds, and your content is never used to train models.
• Uploaded documents, generated PDFs and the filled field values are deleted automatically no later than 30 days after processing.
• No tracking or analytics tools, no advertising cookies, no sale of data.
• You can delete your account and all data tied to it yourself, at any time.

3. Hosting

FormFill runs on servers operated by Hetzner Online GmbH, Industriestraße 25, 91710 Gunzenhausen, Germany (data center: Nuremberg, Germany). A data processing agreement pursuant to Art. 28 GDPR is in place with Hetzner. Legal basis is our legitimate interest in providing the service securely and efficiently (Art. 6(1)(f) GDPR).

4. Server logs

When you access the service, our web server records technically necessary connection data (IP address, timestamp, requested URL, user agent, status code) in log files. These logs serve operational security and abuse prevention and are deleted after 14 days at the latest (Art. 6(1)(f) GDPR).

5. Registration and account

Using FormFill requires an account. For it we process your email address and your password — stored exclusively as an Argon2id hash — to perform the contract (Art. 6(1)(b) GDPR).

Login sessions additionally record the IP address and user agent to protect your account; session records are deleted when the session expires (after 24 hours, or after 30 days with “Remember me”). Email verification and password reset links are stored only as hashes and expire after 48 hours and 60 minutes respectively.

Your account data is kept until you delete the account. You can delete your account at any time in the dashboard under “Account” — this immediately and irreversibly removes all your data (runs, filled values, templates, API keys, stored files). Alternatively, an email to info@baldin-friends.com suffices.

6. Document processing — the core of the service

To provide the service we process the forms you submit (PDFs or scans), the field values you pass in, and the filled PDFs generated from them (Art. 6(1)(b) GDPR). Processing takes place entirely on our own servers; no external AI services are involved and your content is never used to train models.

Retention: uploaded documents, generated PDFs and the filled field values are deleted automatically and irreversibly no later than 30 days after processing. After that, only aggregate run metadata without content (status, field counts, timestamps, latency) remains for your usage overview. Signed download links expire after 24 hours.

If your documents contain personal data of third parties, you are responsible for ensuring that this processing is lawful. Business customers can conclude a data processing agreement pursuant to Art. 28 GDPR with us on request: info@baldin-friends.com.

7. Templates

Blank forms you register and their field definitions remain stored until you delete them in the dashboard or your account is deleted (Art. 6(1)(b) GDPR).

8. Webhooks and callback URLs

If you provide a callback URL in an API request, we send the result of the run (including the filled field values), signed, to exactly that URL. Choosing the recipient is your responsibility.

9. Transactional email

We send service emails only (email verification, password reset, system notices) through our own mail infrastructure. There is no newsletter (Art. 6(1)(b) GDPR).

10. Payment processing (Stripe)

For paid plans we use the payment service provider Stripe (Stripe Payments Europe, Ltd., 1 Grand Canal Street Lower, Dublin, Ireland). If you book a paid plan, Stripe processes the data required for payment (name, email address, payment method, billing address, invoice and usage totals). You enter your payment details directly with Stripe — they never reach our servers. Legal basis: Art. 6(1)(b) GDPR (performance of the contract).

We ourselves store only your Stripe customer reference, the status of your subscription and monthly document counts, to enforce quotas and billing. Stripe acts in part as an independent controller for its own legal obligations; details are set out in Stripe's privacy policy at stripe.com/privacy. Use of the free tier involves no payment data at all — no data reaches Stripe until you book a plan yourself.

11. Cookies

FormFill sets strictly necessary cookies only: the session cookie ff_session (login; HttpOnly; lifetime 24 hours, or 30 days with “Remember me”) and NEXT_LOCALE (your language choice). These require no consent (§ 25(2) no. 2 of the German TDDDG). We set no tracking, analytics or advertising cookies — which is why you see no cookie banner here.

12. Transfers outside the EU

The processing of your documents and account data takes place exclusively in Germany. Data is not transferred to countries outside the EU/EEA, with two exceptions: results you instruct us to deliver to a recipient of your choice via a callback URL, and payment processing through Stripe (section 10), in the course of which personal data may be transferred to Stripe, Inc. in the USA — safeguarded by the EU-US Data Privacy Framework, under which Stripe is certified, and standard contractual clauses (Art. 45, 46 GDPR).

13. Automated processing

Form filling is automated (rule-based, plus locally hosted machine-learning models for field mapping), but it does not constitute automated decision-making within the meaning of Art. 22 GDPR. Every run comes with a per-field report including confidence scores so you can review the results.

14. Your rights

You have the rights under Art. 15–21 GDPR: access, rectification, erasure, restriction of processing, data portability, and objection to processing based on Art. 6(1)(f) GDPR. An informal email to info@baldin-friends.com is enough.

You also have the right to lodge a complaint with a data protection supervisory authority. The authority responsible for us is the Saxon Commissioner for Data Protection and Transparency (Die Sächsische Datenschutz- und Transparenzbeauftragte), Devrientstraße 5, 01067 Dresden, Germany.

15. Data security

All transport is TLS-encrypted. Passwords and API keys are stored only as hashes; your data is strictly tenant-scoped. Access is limited to what operating and supporting the service requires.

16. Changes to this policy

We update this privacy policy when the service or the legal situation changes. The version published here applies.