Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your information.
Last updated: July 22, 2025
Welcome to Admina. Your privacy is important to us. This policy explains what personal data we collect, how we use it, and your rights under the General Data Protection Regulation (GDPR).
Admina is a web-based tool that helps users understand and manage official letters and administrative documents. We are based in Germany and comply with applicable EU data protection laws.
Contact Admina:
support@admina-app.comWe only collect the minimum necessary data to provide our services.
You provide:
- • Uploaded documents (e.g. PDF letters, pictures of letters)
- • Your email address (required for login or communication)
Note: We do not store original uploaded documents but the content inside is stored.
We generate and store:
- • Text extracted from your document (e.g. letter content)
- • Translations, summaries, and key actions based on the extracted text
Automatically collected:
- • Technical data (e.g. browser type, IP address, time of access)
- • Usage data (e.g. pages visited, interaction logs — if analytics is enabled)
We use your uploaded data to:
- • Extract and analyze the content of official letters
- • Provide summaries, translated content, and deadline reminders
- • Improve user experience and app functionality
- • Respond to support requests
We do not use your data for advertising, profiling, or resale.
We work with trusted service providers to operate Admina:
| Provider | Purpose | Location | Privacy Policy |
|---|---|---|---|
| OpenAI (ChatGPT) | Text summarization and restructuring | USA | Link |
| Microsoft Azure | Translation, text extraction, Identity management(Authentication) & API deployment | EU & USA | Link |
| MongoDB (via Azure) | Data storage (summaries, reminders, extracted text) | EU | Link |
| Vercel | Front-end and API deployment | EU & USA | Link |
These services comply with GDPR.
We process your data under the following legal bases:
- • Consent (Article 6(1)(a) GDPR): When you upload a document or use AI features
- • Contractual necessity (Article 6(1)(b)): To provide the Admina service
- • Legitimate interest (Article 6(1)(f)): To maintain and improve our service securely
Under GDPR, you have the right to:
- • Access your personal data
- • Request correction or deletion
- • Withdraw consent at any time
- • Object to processing
- • Request data portability
To exercise these rights, contact us at support@admina-app.com
• Original documents: Not stored
• Extracted text, summaries, translations: Retained until you delete them or your account
• Technical logs: Stored up to 12 months for security and performance
You can request deletion at any time by contacting support@admina-app.com
We take data security seriously and implement the following safeguards:
- • Access is restricted to authorized personnel only
- • We regularly review and update our security practices
Some of our providers may process data outside the EU. In such cases, we rely on:
- • Hosting within the EU when possible
Admina is not intended for users under 16. We do not knowingly collect or process personal data from minors.
We may update this Privacy Policy from time to time. The latest version will always be available on our website with the effective date.
For privacy-related questions or to exercise your rights, contact:
Ms. Bella
support@admina-app.com