Privacy Policy

Snapfritz (snapfritz.com) · Last updated: September 2026

1. Controller

The controller of your personal data within the meaning of the GDPR is:

STAYFRITZ SPAIN, S.L. CIF: B26591909 Avenida Central, 18 07184 El Toro, Calvià Mallorca, Balearic Islands, Spain Email: hola@stayfritz.es

Please send data protection enquiries to this email address.

2. What Snapfritz does

Snapfritz fills in PDF forms for you. You upload a PDF or forward an email with a PDF attached to your Snapfritz address; Snapfritz reads the form's text, identifies the fields to be completed and proposes values from your stored details. You review and confirm every field, after which your stored signature is applied and you receive the finished PDF. This policy describes which data arises in the process and what happens to it.

3. Which data we process

3.1 Account and sign-in

• Email address; if you sign in with Google, also your name and the identifier of your Google account
• Time of account creation and of your last sign-in
• Sign-in codes and links we email to you: stored only as a check value (hash), together with the email address, IP address, number of failed attempts and expiry time
• Sessions (staying signed in): check value of the session token, IP address, browser identifier (user agent), expiry time
• Links in our emails that open a specific document: stored only as a check value, together with the document and expiry time (7 days); the session they open covers only that document and lasts at most 12 hours

3.2 Organisation and team

Every account works in an organisation; one person can belong to several. For this we process:

• Memberships: who belongs to which organisation, with which role (owner, admin, signatory, member) and since when
• Invitations: the invited person's email address, the intended role, who sent the invitation, when, and its expiry after 7 days; the invitation link is stored only as a check value (hash). The invitation email names the person who sent it. We delete accepted, withdrawn and expired invitations once they are older than 30 days and the organisation sends its next invitation, at the latest together with the organisation.
• Shares: whom a document is shared with to view, fill in or sign

Who sees what: A document is seen by the person it came in through, by whoever they share it with and, for forms signed on behalf of the organisation, by the owners. Log entries not linked to a document, such as changes to the team, are seen by the person who acted and by the owners.

Leaving or being removed: If you leave an organisation or are removed from it, we delete your personal details including your signature and your learned answers in that organisation, your shares, your sessions and document links there, your API keys and the browser extension's connections; open invitations you sent are withdrawn. Your documents stay in the organisation and are managed by its owners. The log records that you left, with your email address and role.

3.3 Details for filling in

Your details are stored per organisation under “My details”: name, email, phone number, position, address, country, tax ID, IBAN and an image of your signature. The organisation's details (name, address, tax number, VAT ID, IBAN) are maintained by owners and admins; they are used only when a form is filled in for the organisation. You decide what to store.

3.4 Documents

• the uploaded PDF and its file name
• the text read from the PDF with position data (result of text recognition), page count, title and document type
• the detected fields with the proposed values and the values you confirmed, their source (stored details, learned answer, your input) and your confirmations
• the completed, signed PDF
• for forwarded emails: the sender address, subject, identifier (Message-ID) and time of receipt, the processing result and, where it can be found in the forwarded text, the email address of the original sender. We read the email text only to find that sender and do not store it; attachments that are not PDFs are discarded.

Uploaded forms may contain information about you and about third parties, possibly including sensitive data (such as health or social data). We do not look for it specifically and do not evaluate it for our own purposes; it is processed only to fill in your form.

3.5 Learned answers

When you confirm a recurring value that is not in the stored details (such as payment terms), Snapfritz remembers it for that form and suggests it again when the same form arrives again. Values that field detection classifies as specific to a single document (such as the reason for an application) are not remembered. Answers from forms you fill in for yourself are used only for you in that organisation; answers from forms filled in for the organisation are used for its forms.

3.6 Log

For each important step (document received, fields detected, field confirmed, signed, sent, revoked) we store the time, action, acting person, document, IP address and some details (for example the file name). The log serves as evidence; who can view it and export it as CSV follows the rules in section 3.2.

3.7 Technical data when visiting the website

When you visit snapfritz.com, our server necessarily processes your IP address and request data (time, requested address, browser identifier) in order to deliver the page and secure operations. We do not use analytics or tracking tools.

3.8 Billing and allowance

For the allowance we count, per organisation and month, the PDFs uploaded and the forms finished (for how long, see section 7).

When an owner starts booking a paid plan, we create a customer record with our payment provider Stripe containing the email address and name from that owner's account. After that we process:

• with us: plan, billing interval, subscription status, start and end of the billing period, scheduled plan changes and cancellations, and the identifiers of your customer and subscription records at Stripe
• at Stripe: in addition, your billing address, your VAT ID if given, your payment details (such as card number or IBAN), your payments and invoices

You enter payment details directly on Stripe's pages (checkout page and payment portal); they do not reach our servers. Under Settings → Billing we show you the payment method, its last four digits, its expiry date and your invoices; we fetch these from Stripe for display and do not store them.

4. Purposes and legal bases

• Providing the account and the form service (registration, sign-in, filling in, signing, download): performance of a contract, Art. 6(1)(b) GDPR.
• Security and abuse prevention (limiting sign-in attempts, protecting sessions, troubleshooting, operations): legitimate interests, Art. 6(1)(f) GDPR.
• Log as evidence of the steps you carried out, in particular the signature: performance of a contract (point (b)) and our legitimate interest in reliable evidence (point (f)).
• Allowance and billing for paid plans (counting usage, payment, invoices, plan changes, cancellation): performance of a contract (point (b)); retaining invoices under commercial and tax law: legal obligation (point (c)).
• Compliance with legal obligations where laws require us to retain or disclose data: Art. 6(1)(c) GDPR.
• We currently do not rely on consent, because we carry out no processing that would require it (no tracking, no marketing emails).

5. Artificial intelligence

To identify the fields in your form we use an AI language model from Anthropic (model “Claude”, provider Anthropic PBC, USA). The following applies:

• Text recognition of the PDF runs on our own server. We send Anthropic only the recognised text of the pages with position data and the file name. The PDF itself, page images, the stored details and the signature are not sent.
• The model identifies and classifies fields. It does not fill in values: the values come from the stored details, earlier confirmations or your input, and our software inserts them.
• You review and confirm every field before anything is signed. There is no solely automated decision with legal effect for you (Art. 22 GDPR).
• Under Anthropic's commercial terms, content sent through its programming interface is not used to train its models.

Please note that the file name and the text of your form may contain personal data, which thereby reaches Anthropic.

6. Recipients and processors

We share data only as far as needed to operate the service. We do not sell personal data.

• Hetzner Online GmbH (Germany): server hosting; our application, the database and text recognition run on a server in Nuremberg.
• Cloudflare, Inc. (USA): storage of the uploaded PDFs, the completed PDFs and the signature image in its “R2” object storage. Cloudflare chooses the storage location, which is not restricted to the EU.
• Anthropic PBC (USA): AI model for field detection, see section 5.
• Resend, Inc. (USA): sending and receiving email – sign-in emails (email address, code, link), receiving the emails forwarded to your Snapfritz address including attachments, invitations to an organisation, and notifications to you (such as “document ready” with a link, or the signed copy as a PDF attachment).
• Google Ireland Ltd. / Google LLC: only if you sign in with Google; Google learns that you are signing in to Snapfritz and sends us your email address, name and account identifier.
• Stripe Payments Europe, Ltd. (Ireland): only for paid plans; checkout page, payment portal, collecting payments and invoices, using the data listed in section 3.8. For fraud prevention and its own legal obligations (such as anti-money-laundering rules) Stripe acts as an independent controller; the Stripe Privacy Policy applies to that. Stripe may transfer data to Stripe, Inc. (USA).
• Authorities, courts and advisers (lawyers, tax advisers, auditors) where we are obliged or entitled to do so; advisers are bound to confidentiality.

Where recipients are located outside the European Economic Area (USA), the transfer relies on the European Commission's adequacy decision for the EU-US Data Privacy Framework where the recipient is certified and otherwise on the standard contractual clauses approved by the European Commission. You can request a copy of the relevant safeguards at the email address above.

7. Retention and deletion

• Account, details, documents, learned answers and log are kept as long as your account or the organisation exists. There is currently no automatic deletion after a period of time.
• Deleting individual documents: in the inbox (several at once, too) or in the document itself. This deletes the PDF, the filled-in PDF, the detected fields, links to review and sign, and the document's log entries with their contents; if an edited copy uses the same PDF, it stays stored for the copy. What remains is a “Document deleted” log entry without content; the log entries recording that the document was signed, sent or revoked (time, action and who triggered it, and for sending the revoke deadline), no longer linked to the document and without its contents; and, so that the allowance stays correct, the time the document arrived. We remove that time during a later deletion once it no longer counts towards a current allowance. If the document was a finished form, the time it was finished is also kept, no longer linked to the document, for as long as the organisation exists; it counts towards the allowance and billing. Learned answers and the list of received emails in the email inbox are kept until the organisation is deleted; we also delete your personal learned answers when you leave the organisation.
• Deleting the organisation: by an owner under Settings → Account. This deletes the documents (including the stored files), the details of the organisation and its members, learned answers, log, email inbox, invitations, memberships and the subscription data held by us; deletion is final. A paid plan ends immediately, and we remove saved payment methods (such as a card) at Stripe. The members' accounts and their other organisations remain.
• Deleting your account: under Settings → Account. You leave all organisations, with the consequences described in section 3.2; organisations in which you are the only person are deleted as above. Your sign-in and sessions are deleted; deletion is final.
• Billing data: your customer record at Stripe, with your invoices but without saved payment methods, is kept for the statutory retention periods under commercial and tax law, including after the organisation is deleted.
• Sign-in codes are valid for 10 minutes and are deleted regularly afterwards.
• Sessions expire after 30 days or end earlier when you sign out.
• “Revoking” a sent document in the application blocks further access but deletes neither the file nor the log; to remove those, delete the document (see above).
• Where the law requires us to retain data for longer, we keep the data concerned for the statutory period and restrict its processing.

8. Your rights

Under the GDPR you have the right of access, rectification, erasure, restriction of processing and data portability, and the right to object to processing based on legitimate interests. You can withdraw any consent at any time. You can change your details yourself at any time. You download the PDFs from each document and the log visible to you as CSV. Owners can also export the organisation's data as a JSON file under Settings → Account: account, details, plan, the documents visible to them with their fields, learned answers and the log visible to them. You can request a copy of your other data.

For documents you work on in a company's organisation, that organisation is usually the controller and we process them on its behalf (section 11). Please address requests about them to the organisation; if they reach us, we forward them.

To exercise your rights, write to hola@stayfritz.es. To protect your data we may ask for proof of identity.

You also have the right to lodge a complaint with a data protection supervisory authority, in particular the Spanish Data Protection Agency responsible for us (AEPD, C/ Jorge Juan 6, 28001 Madrid, www.aepd.es) or the authority where you live.

9. Cookies

Snapfritz uses only strictly necessary cookies. Under Art. 22(2) LSSI-CE and section 25(2) TDDDG no consent is required for these.

We do not use analytics, advertising or social media cookies. On Stripe's pages (checkout page, payment portal) Stripe sets its own cookies; the Stripe Privacy Policy applies to them.

10. Security

• Encrypted transmission (HTTPS/TLS).
• Session tokens, sign-in codes, invitations and API keys are stored only as check values, not in plain text.
• Organisations are kept separate from each other; within an organisation each person sees only the documents described in section 3.2. Access is checked on the server.
• Links in our emails that open a document are valid for 7 days: anyone who has the link can open, edit and sign that one document without signing in. Please don't forward such emails.
• Servers in Germany; documents are held in Cloudflare object storage (see section 6).

No transmission or storage medium is completely secure. Please protect the email account you use to sign in.

11. Third-party data and business use

If you upload forms that contain other people's data, you are responsible for being allowed to do so. If you use Snapfritz for a company, an organisation or your professional activity and process other people's personal data with it, such as that of your customers, employees or team members, we act on your behalf in that respect. Our data processing agreement under Art. 28 GDPR applies to this; it forms part of the terms of use and applies without a separate signature.

12. Children

Snapfritz is intended for people aged 18 and over. We do not knowingly collect data from minors. If we learn that we have, we will delete it.

13. Changes

We update this policy when Snapfritz or the law changes. The current version is at snapfritz.com/privacy; the date above shows its status.