Privacy Policy

1. Controller

DOCUFY GmbH
Kirschäckerstraße 27
96052 Bamberg
Germany

Phone: +49 951 20859-6
E-mail: info@docufy.de

Full provider details are set out in our site notice.

2. Your rights

You have the right to access the data we hold about you (Art. 15 GDPR), to rectification of inaccurate data (Art. 16), to erasure (Art. 17), to restriction of processing (Art. 18), to data portability (Art. 20) and to object to processing based on legitimate interests (Art. 21).

You may withdraw any consent at any time (Art. 7(3) GDPR) — as easily as you gave it: via “Cookie settings” at the bottom of every page. Withdrawal takes effect for the future; processing carried out beforehand remains lawful. Section 5 describes what happens technically.

For anything else, write to us at info@docufy.de.

3. Complaint to a supervisory authority

If you believe we are processing your data unlawfully, you may lodge a complaint with a data protection authority. The authority responsible for us is the Bavarian Data Protection Authority (BayLDA), Promenade 18, 91522 Ansbach, Germany.

4. Visiting the website and server logs

When you open a page, your browser transmits technically necessary data to our server. Our host logs the address requested, the date and time, the volume of data transferred, the delivery status, the referring page, your browser and operating system, and your IP address.

These logs are necessary for secure operation — without them, faults and attacks could not be detected. The legal basis is our legitimate interest in a functioning and secure service (Art. 6(1)(f) GDPR). The data is not combined with other sources.

Hosting: the website runs with a service provider in Germany. A data processing agreement under Art. 28 GDPR is in place.

5. Cookies, consent and withdrawal

Without your consent we set only what is strictly necessary to operate the site: your choice in the consent window (w20_consent, one year) and, in the internal area, your sign-in. The basis is Sect. 25(2) TDDDG.
Where this page says cookies, it also means your browser’s other stores — localStorage and sessionStorage. Sect. 25 TDDDG does not turn on the technology but on whether something is stored on your device or read from it.

Everything else runs only after your express consent. Until then the scripts concerned are not executed at all; they sit in the page source as an inactive placeholder. The legal basis is Sect. 25(1) TDDDG in conjunction with Art. 6(1)(a) GDPR. The only thing that runs without consent is our own counting on the server, because nothing is stored on your device (section 13).

Which services are behind this — and what they store:
Necessary — your choice in the consent window (w20_consent, one year), signing in to the internal area and our own counting (section 13).
Statistics — Google Analytics 4 (section 9; _ga and _ga_YC7ZLL0DEE, 400 days each), the product analytics tool PostHog and OpenAI’s measurement of visits from ChatGPT (both section 11; PostHog stores an identifier as ph_…_posthog for one year, and in localStorage as well).
Marketing — HubSpot (section 7; hubspotutk and hstc 180 days each, hssc 30 minutes, __hssrc for the session, plus lastExternalReferrer in localStorage) together with the advertising pixels it loads for Meta, LinkedIn and Google Ads (_fbp and _gcl_au, 90 days each), the Meta Pixel with Conversions API and Microsoft Advertising (both section 8; _uetsid one day, _uetvid 390 days, both in localStorage as well), Google Ads via Google Tag Manager (section 10), and the company recognition service Apollo (section 12; apolloAnonId in localStorage).
External media — embedded YouTube videos (section 17).
The lifetimes are set by the providers; those given here were measured in the browser on 30 September 2026 and may change if a provider changes its default.

Your choice is stored locally in your browser and can be changed at any time via “Cookie settings” at the foot of the page.
What happens when you withdraw: we tell the providers concerned immediately — for Google, Microsoft and Meta through their own consent interfaces — delete the cookies listed above along with the matching browser-storage entries, and rebuild the page so the third-party scripts stop running. Anything a provider writes after that is removed on your next page view. All that remains is your decision itself and, if PostHog had loaded, its record of the withdrawal.
If you withdraw only one category, the other is untouched: allow statistics and withdraw marketing, and you are still counted but no longer evaluated for advertising.

6. Contact, demo and download forms

When you submit a form, we process the details you enter — depending on the form, your name, e-mail address, company, phone number and message. We also store the time of submission, the wording of the consent shown to you, and a shortened, non-reversible check value derived from your IP address to fend off automated submissions. We do not store the IP address itself in plain text. If you arrive via one of our ads, we also add the campaign details from the page address (UTM parameters) and — only if you have consented to the “Marketing” category — the Google click ID (gclid) to your enquiry in HubSpot. This tells us which ad brought you to us.

We use this data to answer your enquiry and — where you have consented — to send you information about JUNOfy. The legal basis is the initiation or performance of a contract (Art. 6(1)(b) GDPR) or your consent (point (a)).

We keep enquiries for as long as we need them for processing and follow-up questions, and at most until the statutory commercial and tax retention periods expire.

7. HubSpot (CRM and forms)

We use HubSpot for our forms and for handling enquiries, a service of HubSpot Ireland Limited, Ground Floor, Two Dockland Central, Guild Street, Dublin 1, Ireland. The data is processed within the European Union.

HubSpot sets cookies and records usage data in order to match enquiries to a contact record and to measure how well our content performs. This only happens if you have consented to the “Marketing” category. Without consent the HubSpot script is not loaded and forms are submitted through our own route instead.

The HubSpot loader additionally pulls in a HubSpot advertising-pixel service which embeds the pixels of Meta, LinkedIn and Google Ads. The next section explains what that means.

Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). A data processing agreement with HubSpot is in place.

8. Advertising pixels: Meta, LinkedIn, Google Ads and Microsoft Advertising

If you consent to the “Marketing” category, the HubSpot tracking code additionally loads, through the “HubSpot Ads” feature, the advertising pixels of the following providers: Meta Platforms Ireland Limited (Meta/Facebook pixel), LinkedIn Ireland Unlimited Company (LinkedIn Insight Tag) and Google Ireland Limited (Google Ads). Which of them are active depends on which advertising accounts are connected in our HubSpot account.

These pixels receive the page view, the page address, your IP address and details about your browser and device, and they set their own identifiers in your browser (among others “_fbp” for Meta and “_gcl_au” for Google Ads, each for about three months). The purpose is to target advertising and to measure whether an advertisement led to a visit or an enquiry. This may involve a transfer to the United States; the safeguards for that are set out in section 18.

Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). Without consent to the “Marketing” category none of these pixels is loaded — they depend entirely on the HubSpot script, which is not executed without consent. You can withdraw your choice at any time via “Cookie settings” at the foot of the page.

Microsoft Advertising (Bing Ads)
If you consent to the “Marketing” category, we also load Universal Event Tracking (UET) from Microsoft Advertising. The provider is Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, D18 P521, Ireland. Unlike the pixels above, this script is not loaded through HubSpot but embedded by us directly. It receives the page view, the page address, your IP address and details about your browser and device, and sets its own identifiers in your browser (“_uetsid” for one day, “_uetvid” and “MUID” for about 13 months; “MUID” on a Microsoft domain; if you arrive via an advertisement, also “_uetmsclkid” for 90 days). When you submit one of our forms, we only tell Microsoft that an enquiry was made and through which form — not its content. The purpose is to measure whether an advertisement in Microsoft search (Bing) or in Microsoft’s advertising network led to a visit or an enquiry, and to target these advertisements. This may involve a transfer to Microsoft Corporation in the United States; the safeguards for that are set out in section 18.
Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). Without consent to the “Marketing” category the script is not loaded. You can also switch off personalised advertising from Microsoft at account.microsoft.com/privacy/ad-settings; further information is available in Microsoft’s privacy statement.

Meta Pixel and Conversions API
In addition to the pixel loaded through HubSpot, we also embed the Meta Pixel of Meta Platforms Ireland Limited, Merrion Road, Dublin 4, D04 X2K5, Ireland, directly. It reports page views and form submissions and sets the cookies “_fbp” and “_fbc” (3 months each). In addition, our server reports the same events to Meta via the Conversions API — with your IP address, your browser identifier and, for forms, your contact details (email address, phone number, name, city, country), which we hash before transmission (SHA-256). Both reports carry the same identifier so that Meta counts an event only once. The purpose is to measure advertising success, optimise delivery and build target audiences. This may involve a transfer to Meta Platforms, Inc. in the United States (section 18).
Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). The server-side report, too, is only made if you have consented to the “Marketing” category — it is not a way around the consent window. Further information is available in Meta’s privacy policy.

9. Google Analytics 4

To measure reach we use Google Analytics 4 provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. This processes usage data such as pages visited, time on page, approximate location at country level, device type and your shortened IP address.

The script is loaded only after your consent. A transfer to Google LLC in the United States cannot be ruled out; Google LLC is certified under the EU-US Data Privacy Framework, and standard contractual clauses apply in addition.

Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG, and Art. 49(1)(a) GDPR for the transfer).

10. Google Tag Manager

We use Google Tag Manager provided by Google Ireland Limited (container GTM-WBHL32DW). Tag Manager is an administrative tool: it loads the scripts stored in its container. We use it to embed Google Ads — to measure whether an advertisement led to an enquiry (conversion measurement) and to address previous visitors again (remarketing). Google sets the cookie “_gcl_au” (3 months) and reads an advertisement’s click identifier (“gclid”) from the address. When you submit one of our forms, Google only learns that an enquiry was made and through which form — not its content. Tag Manager therefore belongs to the “Marketing” category and is not loaded without your consent to it.

When it loads, Tag Manager transmits your IP address and details about your browser and device to Google; this may involve a transfer to Google LLC in the United States (section 18). We use Google consent mode: before your consent all Google signals are explicitly set to “denied”, and only what matches the category you consented to is released — consenting to statistics does not release any advertising signals. Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). Further information is available in Google’s privacy policy.

11. Product analytics: PostHog and ChatGPT measurement

For product analytics we use PostHog, a service of PostHog, Inc., 2261 Market Street, San Francisco, CA 94114, USA. Processing takes place in PostHog’s European cloud (eu.i.posthog.com). We record the pages opened, click paths, time on page, browser, operating system, screen size, the referring page, a coarse location derived from your IP address, and an identifier stored in your browser that recognises a returning visit. We do not create a person profile for ordinary visitors; that function is limited to signed-in users (setting “identified_only”).

When it is loaded: PostHog belongs to the “Statistics” category and is loaded only after your consent. Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). For transfers to third countries see section 18.

ChatGPT Measurement Pixel (OpenAI)
Visitors arriving from ChatGPT cannot be recognised without help: ChatGPT does not pass on a referring page, so such visits look like direct ones. If you consent to the “Statistics” category, we therefore load OpenAI’s measurement pixel. The provider is OpenAI Ireland Limited, 1st Floor, The Liffey Trust Centre, 117–126 Sheriff Street Upper, Dublin 1, D01 YC43, Ireland. The pixel reports the page view, the page address, your IP address and details about your browser and device, and sets the cookie “__oppref” in your browser. When you submit one of our forms, it reports that an enquiry was made and through which form; any contact details present in the browser are hashed before transmission (SHA-256) — no plain text reaches OpenAI. The purpose is to measure whether advertisements or mentions in ChatGPT led to a visit or an enquiry. This may involve a transfer to OpenAI, L.L.C. in the United States (section 18).
Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). Without consent to the “Statistics” category the pixel is not loaded. Further information is available in OpenAI’s privacy policy.

12. Apollo (identifying visiting companies)

We use the website tracker of Apollo.io, Inc., 535 Mission Street, San Francisco, CA 94105, USA. It resolves your IP address to a company and matches that company against Apollo’s business database. The purpose is to recognise which companies view our pages — not which individuals. The evaluation takes place at company level only; the further stage that attributes a visit to a named individual is not enabled here.

Transmitted are your IP address, the page opened and details about your browser and device; Apollo sets its own identifiers in your browser. The script is loaded only after your consent to the “Marketing” category. Legal basis: your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG). For transfers to the United States see section 18. Independently of this, when you submit a form we look up the company domain from your e-mail address at Apollo; that happens on our server, without any code in your browser and without a cookie.

13. Our own reach measurement

In addition we count on our own server which pages are opened. We store the hour of the visit, the page, the language, the device type and the referring page — no name, no IP address, no cookie. So that we can tell visitors apart, we derive a check value from your IP address and your browser signature. The key for this is generated afresh every night and overwrites the previous day’s: within a single day you are recognised by it, beyond that you are not — the value can then no longer be recalculated from any address. What remains in the evaluation is a count. This mechanism transmits no data to third parties; it runs entirely on our server in Germany.

This own counting runs without consent, because nothing is stored on your device and nothing is read from it — Sect. 25 TDDDG therefore does not apply. The legal basis is our legitimate interest in a data-minimising review of performance (Art. 6(1)(f) GDPR). We do not count known search engines or signed-in staff. You may object to this processing at any time (Art. 21 GDPR).

14. AI assistant

On this website you can put questions to an AI assistant. It answers exclusively from the content of this website and from a knowledge collection we maintain ourselves.

What is stored: your question, the answer generated and the sources used — each in a version from which we automatically remove e-mail addresses and phone numbers before it is filed. We also store the same shortened check value derived from your IP address as with the forms, in order to limit misuse. Your questions are not used to train AI models.

Who processes the request: to generate the answer we transmit your question, together with matching excerpts from our website, to our model provider OpenRouter, Inc. (USA). A data processing agreement with standard contractual clauses is in place; the data is not used there for model training.

For how long: stored questions and answers are deleted automatically after 90 days. After that we retain only aggregate figures with no link to individual requests.

The legal basis is our legitimate interest in answering visitors’ questions directly and improving our service (Art. 6(1)(f) GDPR). The assistant is voluntary — if you do not use it, none of this data arises.

15. Chat with a person

If your question suggests that a personal conversation would help, we offer to hand the chat over to a member of our team. This happens only if you expressly agree.

Only with your agreement is the conversation stored in plain text and made visible to the person looking after you — beforehand they see only that someone is asking for a conversation. We also store the wording of the consent shown to you.

For how long: the plain text of the conversation is deleted after 7 days. If you withdraw your consent during the conversation, we delete it immediately.

Afterwards we keep an anonymous summary of the questions you asked, in order to improve our product and this chat. It contains no name, no contact details, no check value derived from your IP address, no conversation identifier and no time of day — you cannot be identified from it. If you withdraw consent, this summary is not created either.

Legal basis: your consent (Art. 6(1)(a) GDPR) and, for the storage in your browser during the conversation, Sect. 25(2) no. 2 TDDDG — that storage is created only at the moment you expressly ask for the chat.

16. Suggestions and feedback

In some places you can send us a suggestion for improving this website. This transmits your text, the part of the page concerned and details of your browser, operating system and screen size — the latter because display faults cannot be reproduced without them. The legal basis is our legitimate interest in a website free of defects (Art. 6(1)(f) GDPR).

17. Embedded videos

On individual pages we embed videos from YouTube (Google Ireland Limited). The frame is loaded only when you click it and have consented to the “External media” category. Before that, no connection to Google is established and no cookies are set. The legal basis is your consent (Art. 6(1)(a) GDPR, Sect. 25(1) TDDDG).

18. Recipients and transfers to third countries

We pass on personal data only where this is necessary to provide our services or where you have consented. Recipients are: our hosting provider in Germany, HubSpot Ireland Limited, Google Ireland Limited (Google Analytics 4, Google Tag Manager, Google Ads, embedded YouTube videos), Meta Platforms Ireland Limited, LinkedIn Ireland Unlimited Company, Microsoft Ireland Operations Limited (Microsoft Advertising), OpenAI Ireland Limited (ChatGPT Measurement Pixel), PostHog, Inc. (processed in the EU cloud), Apollo.io, Inc. and OpenRouter, Inc. (language model of the AI assistant).

Where data may reach the United States, we rely on certification under the EU-US Data Privacy Framework or on the European Commission’s standard contractual clauses, together with supplementary safeguards.

19. Retention

We store personal data only for as long as it is needed for the purpose concerned or as statutory retention periods require. Specifically: server logs for a few days, questions to the AI assistant for 90 days, the plain text of a supervised chat for 7 days, and form enquiries until processing is complete and thereafter within commercial and tax retention periods.
Backup copies: So that the website can be restored after a failure, we regularly create backup copies (files and database). The plain text of supervised chats and the log of questions to the AI assistant are excluded; other data, such as form submissions, may be contained in them. Automatic backups are overwritten according to a fixed scheme: we keep the newest one, the last one of each calendar week of the past three weeks and the last one of each calendar month of the past three months. Backups triggered by hand are kept for the most recent 14 days on which one was made. A deleted record can therefore remain in a backup copy for a few weeks up to a few months and disappears there when it is overwritten.

20. Changes to this policy

We update this policy when our processing changes — for instance when a service is added or removed. The version published here is the one that applies.

Last updated: 1 October 2026