TOOLBIX

Privacy policy for the app

Last updated: November 2026 · Deutsch

In short

The TOOLBIX tools (scanning, signing, filing and everything else) work without an account and without our server. Your documents stay on your device and only leave it when you share them yourself.

Only if you use TOOLBIX Plus (as a subscription, or because someone invited you to their Plus group) do you sign in with Apple. The shared folders and signature requests of your group are then stored on our server in Germany – see Part B.

TOOLBIX contains no ads, no analytics, crash reporting or tracking tools, and uses no online AI services.

Part A – The app without Plus

Your documents

Everything you scan, open in TOOLBIX or send to TOOLBIX via the share sheet is stored only on your device, in the app's folder. You can also see this folder in the Files app. We have no access to it. If you delete the app, the files are deleted with it. If you back up your device (iCloud backup, or on a computer via Finder/iTunes), the TOOLBIX files are included in that backup; Apple's terms apply.

If you send a document from TOOLBIX (for example by email or via the share sheet), this happens through Apple's share feature with the app you choose, and that app's terms apply.

Camera

TOOLBIX uses the camera only when you start a scan, and only for that. You can withdraw the permission at any time in your device settings.

Text recognition and suggestions

Text recognition (to make scans searchable) and the suggestions for file names and folders run entirely on your device, using Apple's built-in features (Vision and – on devices with Apple Intelligence – Apple's on-device AI). Nothing is sent to us or to third parties.

Signature

Your saved signature stays on your device only. You can redraw it at any time. If you delete the app, it is deleted with it. If you sign a document in a shared folder, the signature becomes part of that document (see Part B).

Locking folders with Face ID

You can lock folders with Face ID (or your device passcode). Your iPhone does the check itself; TOOLBIX only receives the answer “recognised” or “not recognised”, never any face data.

Deadlines to your calendar

If TOOLBIX recognises a deadline in a document, you can add it to your calendar. Apple's own event window opens for this; you decide there whether and how the event is saved. TOOLBIX does not read your calendar and needs no calendar permission.

Payment code (GiroCode) to Photos

TOOLBIX only saves the payment QR code from an invoice (GiroCode) to your Photos if you choose to do so. Your iPhone only asks for permission to add photos. TOOLBIX does not read your photos.

Purchase and trial

Download, trial, one-time purchase, subscriptions and updates are handled exclusively through Apple's App Store; payment is made to Apple. Whether you have bought the full version or are in the trial is checked by the app with Apple's purchase framework (StoreKit) on your device – without our server. Apple processes data under its own terms. For downloads and one-time purchases we only receive aggregated figures from Apple, no data that identifies you personally. For subscriptions, see Part B.

Part B – TOOLBIX Plus

TOOLBIX Plus is optional. It lets a group (Plus 5: up to 5 people, Plus 10: up to 10 people) share folders and send each other documents to sign. Your personal files stay on your device even with Plus. Only what you put into a shared folder or send for signature is stored on our server.

Where the data is stored

The Plus server (api.toolbix.de) is run by Hetzner Online GmbH in its Nuremberg data centre; files are stored in Hetzner Object Storage, also in Nuremberg. We have a data processing agreement with Hetzner. The connection between app and server is encrypted (TLS) and direct, with no other providers in between.

What data, why and on what basis

• Account via “Sign in with Apple”: an identifier Apple assigns for TOOLBIX, your name and – if you share it – your email address (optionally an Apple relay address that hides your real one), plus your language. Purpose: your account and showing your name to the members of your group.
• Group and members: who belongs to the group, who owns it, subscription tier and term, storage used, invitation links (single use, they expire).
• Files in shared folders: the file itself, its name, size, who uploaded it and when. All members of the group see all shared folders.
• Signature requests: who asks whom, the note, the file, the status (open, signed, declined) and the signed file including the drawn signature.
• Notifications: a push token for your iPhone (APNs). Our server uses it to send short notifications such as “Anna asks you to sign” via the Apple Push Notification Service. You can turn notifications off in your iPhone settings.
• Subscription: Apple's signed purchase records (product, purchase time, term, transaction ID, refund if any) and Apple's notices of renewal, plan change or cancellation. Purpose: assigning the subscription to your group and checking that it is active. We keep them as long as your account exists. We do not receive any payment details.

The legal basis in each case is the performance of the TOOLBIX Plus contract (Art. 6(1)(b) GDPR). If you use Plus for work or for a club and put other people's data into shared folders, we process that data on your behalf; the agreement for this is part of the terms of use.

Who receives the data

• The members of your group see your name, the shared folders and the signature requests they are involved in.
• Hetzner runs the server and storage on our behalf.
• Apple – for sign-in, notifications and subscriptions. Apple's privacy policy applies.

We do not sell data or pass it on for advertising.

How long we keep data

• Deleted files stay in the group's trash for 30 days and are then deleted permanently.
• Open signature requests expire after 30 days; completed ones are deleted after 90 days.
• When a subscription ends, the group's files remain visible for another 90 days in case it is renewed; after that they are deleted.
• If you delete your account (in the app), your account, your signature requests and your device tokens are deleted immediately and we revoke the “Sign in with Apple” connection. If you own a group, the group, its folders and all files are deleted immediately as well. If you are a member, the files you put into the group remain available to the others; only the note that they came from you is removed.
• Request log: the server logs requests without IP addresses (path, result, time, account ID) to find errors and deletes the entries after 7 days. Hetzner may briefly process technical connection data while operating its network.
• Backups: to protect against data loss we back up the database nightly to separate storage in Germany and keep the backups for 30 days. Deleted data therefore disappears from the backups within 30 days at the latest.

Contact by email

If you write to us, we use your email address and your message only to reply to you, and delete them once your request has been dealt with and no legal retention obligations apply.

Controller

Email: support@mindmaniax.de

Your rights

You have the right to access, rectification, erasure, restriction of processing, data portability and objection, and the right to lodge a complaint with a data protection supervisory authority. Without Plus the app collects no data; in that case this in practice only concerns emails you send us.

The full privacy policy for all Mindmaniax services is available here.