Robodocxs GmbH
Seitzstrasse 23, 80538 Munich
Munich Local Court,, HRB 281 065
Email: kontakt@robodocxs.ai
Phone: +49 (0)89-5404557-66
As of: February 2026
The controller within the meaning of the General Data Protection Regulation (GDPR) is Robodocxs GmbH, Seitzstrasse 23, 80538 Munich (hereinafter “Robodocxs” or “we”).
For any data protection inquiries, you can contact us at: datenschutz@robodocxs.ai
This privacy policy informs you about the nature, scope, and purpose of the processing of personal data when using our website (www.robodocxs.ai) and our SaaS platform for automated document digitization and ERP integration (hereinafter “Platform”).
) and our SaaS platform for automated document digitization and ERP integration (hereinafter “Platform”).
Robodocxs’ services are intended exclusively for entrepreneurs within the meaning of Section 14 of the German Civil Code (BGB), legal entities under public law, or special funds under public law. Accordingly, this privacy policy is primarily addressed to our business customers and their representatives, as well as visitors to our website.
Robodocxs operates an Information Security Management System (ISMS) in accordance with ISO 27001. The measures described in this privacy policy are aligned with the requirements of this certification.
When accessing our website, the following data is automatically collected by the web server (so-called server log files):
This data is processed solely to ensure the smooth operation of the website and to improve our services. It is not merged with other data sources.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in the technical provision and security of the website).
When registering and within the contractual relationship, we process the following data:
Legal basis: Art. 6(1)(b) GDPR (contract performance) and Art. 6(1)(f) GDPR (legitimate interest in fraud prevention and platform security).
As part of our services, customers upload documents to our platform for automated digitization. These documents may contain personal data of third parties.
In such cases, Robodocxs processes this data solely on behalf of and in accordance with the instructions of the customer as a data processor pursuant to Art. 28 GDPR. Details are governed by a separate Data Processing Agreement (DPA).
If you contact us by email, phone, or via a contact form, we process the data you provide (name, email address, content of the inquiry) to handle your request.
Legal basis: Art. 6(1)(b) GDPR (pre-contractual measures) or Art. 6(1)(f) GDPR (legitimate interest in responding to inquiries).
We process personal data for the following purposes:
Where Robodocxs processes personal data on behalf of the customer in the context of document digitization, we conclude a Data Processing Agreement (DPA) in accordance with Art. 28 GDPR.
This agreement regulates in particular:
The DPA can be requested at kontakt@robodocxs.ai
Personal data is only shared with third parties if necessary for contract performance, if there is a legal obligation, or if you have given your consent. Possible recipients include:
Hosting and infrastructure providers: We use cloud infrastructure services to operate our platform. Servers are located within the European Union.
Payment service providers: We use certified payment providers compliant with PCI DSS standards to process credit card payments.
Tax advisors and auditors: As required by law.
All service providers are contractually bound to comply with GDPR. Where data processing on behalf takes place, we have concluded agreements in accordance with Art. 28 GDPR.
As a rule, personal data is not transferred to countries outside the European Economic Area (EEA). Should this be necessary in individual cases, we ensure that an adequate level of data protection is maintained, for example through EU Standard Contractual Clauses (Art. 46(2)(c) GDPR) or an adequacy decision by the European Commission (Art. 45 GDPR).
If such a transfer is necessary in individual cases, we ensure an adequate level of data protection, for example through EU Standard Contractual Clauses (Art. 46(2)(c) GDPR) or an adequacy decision of the European Commission (Art. 45 GDPR).
Robodocxs implements appropriate technical and organizational measures to protect your personal data in accordance with Art. 32 GDPR. These include, among others:
These measures are continuously reviewed and improved as part of our ISO 27001-certified ISMS.
Personal data is stored only as long as necessary for the respective processing purpose or as required by statutory retention periods:
Contract data: For the duration of the contractual relationship and thereafter in accordance with statutory retention periods (generally 6 or 10 years under § 257 HGB and § 147 AO).
Documents uploaded by customers: Deleted within 30 days after termination of the contractual relationship, unless statutory retention obligations apply.
Server log files: Deleted after a maximum of 90 days.
Contact inquiries: Deleted after processing is completed and any applicable warranty periods have expired.
You have the following rights regarding your personal data:
To exercise your rights, please contact: datenschutz@robodocxs.ai
You have the right to lodge a complaint with a data protection supervisory authority regarding the processing of your personal data. The authority responsible for Robodocxs is:
Bavarian State Office for Data Protection Supervision (BayLDA)
Promenade 18, 91522 Ansbach
poststelle@lda.bayern.de
Promenade 18, 91522 Ansbach
poststelle@lda.bayern.de
www.lda.bayern.de
Our website uses technically necessary cookies required for its operation. These are set on the basis of Art. 6(1)(f) GDPR.
Where we use additional cookies or tracking technologies (e.g., for web analytics), we obtain your prior consent in accordance with Art. 6(1)(a) GDPR and Section 25 TDDDG. You can withdraw your consent at any time via our cookie banner.
Where we use additional cookies or tracking technologies (e.g., for web analytics), we obtain your prior consent in accordance with Art. 6(1)(a) GDPR and Section 25 TDDDG. You can withdraw your consent at any time via our cookie banner.
Robodocxs has a documented procedure for detecting, reporting, and handling data protection incidents. In the event of a personal data breach (Art. 33 GDPR), we will report it to the competent supervisory authority without undue delay and, where possible, within 72 hours of becoming aware of it, provided the breach is likely to result in a risk to the rights and freedoms of natural persons. If the risk is high, we will also inform affected individuals without undue delay in accordance with Art. 34 GDPR.
Customers whose data is affected will be informed immediately so they can meet their own reporting obligations.
Where processing is likely to result in a high risk to the rights and freedoms of natural persons, Robodocxs conducts a Data Protection Impact Assessment (DPIA) in accordance with Art. 35 GDPR. This applies in particular to new processing activities or significant changes to existing processing related to document digitization.
We reserve the right to amend this privacy policy as necessary to reflect changes in legal requirements, technical developments, or our services. The current version is always available on our website. We will inform customers separately of any significant changes.
Robodocxs operates an Information Security Management System (ISMS) in accordance with ISO 27001. This includes policies, processes, and controls to protect the confidentiality, integrity, and availability of all processed information.
Data protection requirements under the GDPR are an integral part of our ISMS. Regular internal and external audits ensure the effectiveness of the implemented measures.
Data protection requirements under the GDPR are an integral part of our ISMS. Regular internal and external audits ensure the effectiveness of the implemented measures.