Privacy Policy
Last updated: November 1, 2026
1. Controller
Oscar Rojas
Alt-Mariendorf 50
12107 Berlin, Germany
Email: contact@pdfzubrief.de
2. What we collect and why
When you send a letter, we process the PDF you upload (the content of your letter), the recipient's name and address, your return address, your print options and your email address. We use this to print your letter, put it in an envelope and post it (Art. 6(1)(b) GDPR — performing our contract with you). We process the recipient's name and address because you want to write to them (Art. 6(1)(f) GDPR — your legitimate interest in sending them a letter, and ours in delivering it).
Your letter may contain sensitive information — for example about your health, if you write to your health insurer. We process such content only to print and send it, because you choose to send it (Art. 9(2)(a) GDPR — explicit consent expressed by uploading it). We don't look at the content of your letters, except where needed to fix a technical fault or to deal with a report of misuse (section 3a).
If you buy a letter pack, we store which email address it belongs to, when you bought it, how many letters are left and when it expires (Art. 6(1)(b) GDPR).
3. Email verification
Before you send a letter, we email you a 6-digit verification code, which you enter on our page. This confirms the address is yours, protects you from someone sending letters in your name, and lets us reach you about your letter (Art. 6(1)(f) GDPR — legitimate interest in verified orders). After you confirm, your browser keeps a sign-in token for 30 days, so you don't need a new code for every letter (see section 6).
3a. Preventing misuse
Letters can be misused, for example to threaten or deceive someone. To prevent this and to deal with complaints, we record for each letter your email address, your IP address and browser type, the recipient and return address, and each step (code requested, letter created, paid, handed over). We limit how many letters can be sent per email address and per IP address each day (Art. 6(1)(f) GDPR — our legitimate interest in preventing misuse of the service and protecting recipients). We delete IP addresses, browser information, recipient and return addresses 90 days after the letter. If a letter is reported as misuse, we keep what is needed as evidence until the matter is closed, and pass it to authorities only where the law requires it.
4. Who we share it with
Our print partner. LetterXpress (A&O Fischer GmbH & Co. KG, Maybachstraße 9, 21423 Winsen (Luhe), Germany) receives your letter as a PDF, prints it, puts it in an envelope and hands it to Deutsche Post AG. LetterXpress processes it only on our instructions under a data processing agreement (Art. 28 GDPR) and deletes it 60 days after receipt. Deutsche Post sees the addresses on the envelope and delivers the letter under its own terms.
Payments. You pay on the payment page of Stripe (Stripe Payments Europe, Limited, 1 Grand Canal Street Lower, Dublin 2, Ireland). We never see your card details; we receive the amount, the payment status and Stripe's reference. Stripe also processes payment data as its own controller, for example to prevent fraud and meet its legal duties (Stripe's privacy policy). Stripe may transfer data to Stripe, Inc. in the USA, which is certified under the EU-US Data Privacy Framework (Art. 6(1)(b) GDPR).
Technical service providers. Hosting and sending our emails (Amazon Simple Email Service) by Amazon Web Services EMEA SARL (38 Avenue John F. Kennedy, L-1855 Luxembourg) in its Frankfurt data centres; our mailbox, which receives replies to our emails, by mailbox.org in Germany. Both work for us under data processing agreements (Art. 28 GDPR). Amazon Web Services, Inc. is certified under the EU-US Data Privacy Framework.
We do not sell your data, and we do not share it with anyone else.
5. Hosting and log files
Our website and database are hosted by Amazon Web Services in Frankfurt, within the European Union. We back up the database daily; no backup is kept for longer than 30 days, so data we delete is gone from the backups within 30 days.
Our web server processes technical data (IP address, timestamps, requested pages, browser information) in server logs to provide the site securely and detect abuse (Art. 6(1)(f) GDPR). Log files are retained for a maximum of 30 days unless needed as evidence of an attack.
6. Cookies, local storage and analytics
We use no cookies. After you confirm your email, your browser stores a sign-in token in its local storage, so you don't need a new code for every letter. This is strictly necessary for the service you ask for (§ 25(2) no. 2 TDDDG); you can remove it at any time by clearing your browser data.
Visitor statistics. To see how many people visit our website and which pages they use, we use Plausible Analytics by Plausible Insights OÜ (Västriku tn 2, 50403 Tartu, Estonia). Plausible sets no cookies and stores nothing on your device. When a page loads, your browser sends Plausible the page address, the website you came from, your browser, operating system and device type. Plausible uses your IP address only to work out your approximate location (country, region, city) and, together with your browser details and a key that is replaced every 24 hours, to count unique visitors without recognising you on another day. It stores neither your IP address nor anything that identifies you, and keeps the data in the EU. Plausible works for us under a data processing agreement (Art. 28 GDPR). Legal basis: our legitimate interest in understanding and improving our website (Art. 6(1)(f) GDPR). Details: Plausible's data policy.
Apart from this statistics script, we load no fonts or scripts from other companies' servers, and we use no advertising or tracking. Stripe's payment page, where you pay, uses its own cookies under Stripe's privacy policy.
7. How long we keep your data
We delete the PDF of your letter from our server as soon as LetterXpress has received it, or when the payment page expires without payment (after one hour, at the latest after 24 hours). LetterXpress deletes it 60 days after receipt. IP addresses, browser information and addresses are deleted after 90 days (section 3a). Verification codes are deleted after one day; a sign-in expires after 30 days.
Records of your orders and payments (email address, date, number of pages, price, payment reference) and of your letter packs are kept as long as tax law requires, currently eight years (§ 147 AO). You can request earlier deletion of anything else at any time.
8. Your rights
You have the right to access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20), and to object to processing based on legitimate interests (Art. 21). Where processing is based on consent, you may withdraw it at any time with effect for the future. To exercise any right, email contact@pdfzubrief.de. You also have the right to lodge a complaint with a supervisory authority — for Berlin: Berliner Beauftragte für Datenschutz und Informationsfreiheit.
9. Changes
We will update this policy when our processing changes and indicate the date of the latest revision above.