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Terms of Service

Last updated: September 2026

This is an English translation provided for convenience. In case of any discrepancy, the German version prevails.

§ 1 Scope

These terms of service apply to the use of the web application "Briefpfleger" (the "app"), provided as a Progressive Web App (PWA) at the domain briefpfleger.de.

The provider and contracting party under these terms is IT Consulting & Development Tino Sanchez Ross, owner Tino Sanchez Ross, Bismarckring 6, 65185 Wiesbaden, Germany, email: kontakt@briefpfleger.de (the provider). Full details are in the legal notice.

§ 2 Description of the service

Briefpfleger is a client-side web application for digitising, organising and archiving documents, letters, receipts and images. The app stores all user data exclusively in the user's personal Google Drive account. The provider operates no databases or storage servers of its own for user data.

Core features include:

  • Photographing and uploading documents, receipts, invoices and images into your own Google Drive
  • Automatic text recognition (OCR) and classification of uploaded documents via the user's own Google services
  • Automatic creation of a folder structure (cabinet, drawer and section system) in Google Drive
  • Deadline and reminder management with optional synchronisation to the user's Google Calendar
  • Optional matching with Google Contacts and exporting individual contacts to the user's Google address book
  • Converting a document into an editable Google document
  • Optional client-side encryption of documents (AES-256-GCM) and a local app lock
  • Merging several images into a PDF file as well as filling in and signing forms

The extent of the Google services used depends on which permissions you grant the app during Google sign-in (OAuth). Details on data processing can be found in our Privacy Policy.

Note on features in preparation: An email inbox for Gmail is planned but currently switched off and not part of the service owed. Once the feature becomes available it will require its own permission.

No legal or tax advice: Briefpfleger organises and reminds, but provides neither legal nor tax advice. Automatically recognised text, suggested categories and calculated deadlines are non-binding aids and do not replace your own review.

§ 3 Requirements for use

To use Briefpfleger you need:

  • A valid Google account (available free of charge)
  • A modern web browser with JavaScript support (Chrome, Safari, Firefox, Edge)
  • Sufficient free storage in your Google Drive

Minimum age: Briefpfleger is intended for persons who have reached the age of 18. Minors aged 16 and over may only use the service with the express consent of their legal guardians. Use by children under the age of 16 is not permitted.

§ 4 Prices and payment terms

Current launch phase: Briefpfleger is currently in an open beta phase running until mid-November 2026. During this period all features are available free of charge and without any quantity limit; no billing takes place and no payment details are collected. The start of paid use will be announced in the app in good time beforehand. No paid contract comes into existence unless you expressly conclude one – beta use is never automatically converted into a subscription. The following provisions apply only from the start of paid use.

Briefpfleger can be used permanently in a free basic version; after the beta phase it includes room for 30 documents. Documents already filed are unaffected and remain fully usable (see § 6).

The premium version ("Plus") costs, at your choice:

  • €2.99 per month with monthly billing
  • €2.49 per month and person in the partner plan
  • €29.90 per year with annual billing

These are total prices; pursuant to § 19 of the German VAT Act (small business regulation) no VAT is shown. There are no hidden additional costs. Monthly subscriptions are billed at the start of each billing month; for the annual subscription the yearly amount falls due in advance on conclusion of the contract.

Ordering process: A paid subscription is only concluded once you confirm the order via a button expressly marked as carrying an obligation to pay ("order with obligation to pay", § 312j(3) German Civil Code). Immediately beforehand you will be shown the essential characteristics of the service, the total price and the term.

§ 5 Term and termination

Monthly subscription: There is no minimum term. Either party may terminate at any time, effective at the end of the current billing month, without stating reasons.

Annual subscription: The term is twelve months from conclusion of the contract. It may be terminated with one month's notice to the end of the term. If it is not terminated, it continues for an indefinite period and may then be terminated at any time with one month's notice (§ 309 no. 9 German Civil Code). Amounts already paid for the current period are not refunded pro rata; the service remains available until the end of the paid period.

How to terminate: Via the "Cancel contracts here" button, accessible on the website without signing in (§ 312k German Civil Code). Termination is confirmed to you in text form without delay. You may of course also terminate informally by email to kontakt@briefpfleger.de.

What happens after termination: Your data remains unchanged in your Google Drive – you retain full access at all times, including without Briefpfleger. Nothing is deleted, locked or frozen. The app simply reverts to the free plan (see § 6).

§ 5a Updates

For the duration of a paid subscription the provider supplies the updates necessary for the app to remain in conformity with the contract, including security-relevant updates (§ 327f German Civil Code). Users are informed about updates in an appropriate manner. As the app is delivered as a Progressive Web App, you receive them automatically the next time you open it; no manual update is required.

§ 6 Data protection, data sovereignty and what remains without a subscription

Briefpfleger stores no personal data on its own servers. All documents, images and metadata are stored exclusively in the user's Google Drive. Details can be found in our Privacy Policy.

Without a subscription the following remains available to you:

  • All documents, images, PDFs and voice notes already filed – in your folders, under the names you gave them
  • The entire folder structure you built, along with your settings
  • The full range of functions on those documents: view, search, rename, share, add notes
  • All calendar entries already created in your Google Calendar

The provider does not delete, lock or hide content already filed when a subscription ends or is never taken out. The free plan's limit applies solely to adding new documents. As all content resides in the user's own Google account, it remains fully readable without Briefpfleger; no export is required and no proprietary file format is used.

§ 7 Availability and liability

(1) Availability. The provider endeavours to keep the app highly available but cannot guarantee uninterrupted accessibility. The app depends on Google services (Drive, Calendar, Contacts, OAuth) whose availability is outside the provider's control.

(2) Unlimited liability. The provider is liable without limitation

  • for intent and gross negligence,
  • for damage arising from injury to life, body or health,
  • under the provisions of the German Product Liability Act, and
  • to the extent of any guarantee given by the provider.

(3) Simple negligence. In cases of simple negligence the provider is liable only for the breach of a material contractual obligation – that is, an obligation whose fulfilment makes proper performance of the contract possible in the first place and on whose observance the user may regularly rely. In such cases liability is limited to the foreseeable damage typical for this type of contract at the time the contract was concluded.

(4) Liability is otherwise excluded.

(5) Paragraphs 2 to 4 also apply for the benefit of the provider's legal representatives and vicarious agents.

(6) Scope of the service owed. The provider does not owe any particular result of the automatic text recognition (OCR), the automatic classification or the deadline calculation; these are aids whose results the user must verify. Nor does the provider owe the availability of Google services or the recovery of data the user deletes in their own Google account. As all content resides exclusively in the user's Google account, the user remains responsible for backing it up. Paragraphs 2 and 3 remain unaffected.

§ 8 Right of withdrawal for consumers

The following instructions apply to paid subscriptions. As long as Briefpfleger is free of charge, no contract for consideration is concluded, so no statutory right of withdrawal exists; you can stop using the service at any time without formality.

Instructions on withdrawal

Right of withdrawal

You have the right to withdraw from this contract within fourteen days without giving any reason. The withdrawal period is fourteen days from the day the contract was concluded.

To exercise your right of withdrawal you must inform us

IT Consulting & Development Tino Sanchez Ross
Sole proprietorship, owner: Tino Sanchez Ross
Bismarckring 6
65185 Wiesbaden
Germany
Email: kontakt@briefpfleger.de

by means of a clear statement (e.g. a letter sent by post or an email) of your decision to withdraw from this contract. You may use the model withdrawal form below, although this is not obligatory.

To meet the withdrawal deadline it is sufficient for you to send your communication concerning the exercise of the right of withdrawal before the withdrawal period has expired.

Effects of withdrawal

If you withdraw from this contract, we shall reimburse to you all payments received from you without undue delay and in any event not later than fourteen days from the day on which we are informed about your decision to withdraw from this contract. We will carry out such reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of such reimbursement.

If you requested that the provision of services begin during the withdrawal period, you shall pay us an amount which is in proportion to what has been provided until you have communicated to us your withdrawal from this contract, in comparison with the full coverage of the contract.

Early expiry of the right of withdrawal

In the case of a contract for the supply of digital services, your right of withdrawal expires early if we have begun performing the contract after you have

  • expressly consented to us beginning performance before the end of the withdrawal period, and
  • acknowledged that you thereby lose your right of withdrawal once performance begins (§ 356(5) German Civil Code).

We obtain both separately during the ordering process and confirm them to you in text form afterwards. Without this express consent your right of withdrawal remains fully intact.

Model withdrawal form

(If you wish to withdraw from the contract, please complete this form and return it.)

  • To: IT Consulting & Development Tino Sanchez Ross, Bismarckring 6, 65185 Wiesbaden, Germany, email: kontakt@briefpfleger.de
  • I/We (*) hereby give notice that I/we (*) withdraw from my/our (*) contract of sale of the following goods (*)/for the provision of the following service (*)
  • Ordered on (*)/received on (*)
  • Name of consumer(s)
  • Address of consumer(s)
  • Signature of consumer(s) (only if this form is notified on paper)
  • Date

(*) Delete as appropriate.

§ 9 Changes to these terms

The provider may amend these terms with effect for the future where this is necessary to adapt to a changed legal situation or case law, to changed technical conditions, or because new features require it, and where the amendment does not unreasonably disadvantage the user.

The user will be informed of any intended amendment at least six weeks before it is due to take effect, by email or within the app; the notification includes the amended provisions in full.

The amendment only takes effect if the user expressly consents to it – for example by confirming a corresponding notice in the app. Mere continued use of the app does not constitute consent. If the user does not consent, the user relationship continues on the previous terms; the provider may in that case terminate it at the end of the current billing period.

Amendments affecting the balance of performance and consideration – in particular price changes – always require the user's express consent.

§ 10 Applicable law and place of jurisdiction

The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. If the user is a consumer habitually resident in another state, the mandatory consumer protection provisions of that state remain unaffected.

Place of jurisdiction: For consumers, only the statutory places of jurisdiction apply; the provider may sue a consumer only at that consumer's general place of jurisdiction. If the user is a merchant, a legal entity under public law or a special fund under public law, the place of jurisdiction is the registered seat of the provider.

§ 11 Severability

Should individual provisions of these terms be or become invalid, the validity of the remaining provisions remains unaffected. The invalid provision shall be replaced by a valid provision that comes closest to its economic purpose.