Summary
Clapifax sends faxes from iPhone and iPad. It is published by Clapilot GbR. To send a fax, the app uploads your document to our own server in Germany, and our telephone provider Telnyx (USA) transmits it to the fax number you enter. We delete the document 24 hours after the fax is finished and the fax record after 90 days. You don’t need to sign up: the app uses an anonymous account. There is no analytics, advertising or tracking in the app, and we do not sell data.
Who is responsible
Controller within the meaning of the EU General Data Protection Regulation (GDPR):
Clapilot GbR
represented by Luca Sonntag
Georgenstraße 97
80798 München
Germany
Email: luca@clapilot.com
Further provider details: Legal notice (Impressum)
Your faxes
- The document as it is sent: your pages with any signatures and text, the optional cover page, and the header on every page with the date and time, your name (and company, if entered) and your callback number, if entered.
- The recipient’s fax number, its country and zone. We check it before you send to show the price; these price checks are deleted after a day.
- Transmission data: the Clapifax number the fax is sent from, number of pages, quality, status and its steps, pages sent, attempts, reason for a failure, duration, times, the fax ID of our telephone provider, and the credits reserved and used.
We need this to send your fax, show its status and transmission report, and refund failed faxes. Legal basis: Art. 6(1)(b) GDPR (performing our contract with you).
Documents can contain sensitive information, such as health data. We use them only to transmit the fax you asked us to send. Our administrators can see fax records, but not documents, in the server’s dashboard, only to run the service, answer your requests and prevent misuse.
Your sender name, callback number, company and signatures are stored only on your device. Our server receives them only as part of the document you send.
Your anonymous account
- Account ID: a random identifier created when you first open the app, the time it was created, and session tokens that keep the app signed in (stored only as hashes).
- Credits: your balance and its history: purchases, reserved, used and returned credits, and refunds by Apple.
- Settings: your country, so that numbers you enter without a country code can be read, and whether you allow us to share usage with Apple for refund requests.
- Sign in with Apple (optional): if you back up your credits with Apple, we receive a stable user identifier that Apple issues only to us, but not your name or email, and a token from Apple that lets us end the connection when you delete your account.
Legal basis: Art. 6(1)(b) GDPR.
Purchases and refunds
You buy credits through the App Store. Apple handles the payment; we never see your payment details. After a purchase we receive the transaction signed by Apple (transaction ID, product, date and the Clapifax account it belongs to) and store it to add the credits exactly once.
Apple notifies us (App Store Server Notifications) when it refunds a purchase. We then remove its credits from your balance. If a balance becomes negative, sending is locked; after repeated refunds we may lock an account for review.
When you ask Apple for a refund, Apple may ask us how much of the purchase you have used. We only answer if you turned on Share usage with Apple for refund requests in Settings → Account (off by default). We then tell Apple how many of the credits were used, along with other details about the purchase that Apple asks for, such as whether the credits were delivered.
Legal basis: Art. 6(1)(b) GDPR for purchases and refunds; Art. 6(1)(a) GDPR (your consent) for the usage information sent to Apple, which you can withdraw at any time by turning the setting off; Art. 6(1)(f) GDPR (our legitimate interest in preventing refund fraud) for locking accounts.
Protecting the service
- App Attest: the app creates a key on your device that Apple confirms belongs to a genuine copy of Clapifax. We store the key’s ID and public key with your account and use it to check that requests come from the app.
- DeviceCheck: for the free first fax, the app sends a temporary device token. We use it to ask Apple whether this device has already used its free fax, and to set that flag once the free fax is delivered. Apple stores the flag for the device; we don’t learn which device it is.
- Limits: to prevent abuse and telephone fraud, we count new accounts and free faxes per network for 2 days, using only the network part of your IP address (the first three blocks of an IPv4 address or the first 48 bits of an IPv6 address), and keep the network part from which the account was created with the account. We also limit the faxes, recipients and pages per account.
Legal basis: Art. 6(1)(f) GDPR (our legitimate interest in protecting the service and our telephone costs from abuse and fraud).
Notifications
If you allow notifications, the app registers its push token with our server, with the app version and language. When a fax is delivered or fails, we send a notification through the Apple Push Notification service (APNs). It contains the status, the number of pages and the recipient’s fax number. We delete push tokens when Apple reports them as invalid or when you delete your account. You can turn notifications off at any time in the iOS Settings.
Legal basis: Art. 6(1)(b) GDPR.
Our server and service providers
- Server: the app talks only to our server at faxapp.clapilot.com, which we operate ourselves in Germany. It keeps no access logs. It records technical errors, for example a failed delivery attempt with the fax ID, to find and fix problems.
- Telnyx (Telnyx LLC, USA) transmits the fax. It fetches the document over a link that works for one hour and dials the recipient’s number from a Clapifax number. Telnyx receives the document, the recipient’s number and our sending number, but not your account ID or Apple ID. We instruct Telnyx not to store the document and ask it to delete the fax once it is finished. Telnyx processes this data on our behalf under a data processing agreement. On the way to the recipient, the fax passes through the telephone networks of other carriers.
- Cloudflare (Cloudflare, Inc., USA): connections from the app and from Telnyx to our server pass through an encrypted Cloudflare tunnel, which protects and delivers them. Cloudflare processes connection data such as IP addresses, and the content in transit, on our behalf under a data processing agreement.
- Apple (Apple Distribution International Ltd., Ireland, and Apple Inc., USA) processes App Store purchases and refunds, delivers notifications (APNs) and provides App Attest, DeviceCheck and Sign in with Apple. Apple’s privacy policy applies to these services.
- The recipient receives your document with its header, as you intend.
Legal basis: Art. 6(1)(b) GDPR for transmitting faxes and providing the app; Art. 6(1)(f) GDPR (our legitimate interest in a secure, working service) for error logs and protecting the connection.
Transfers outside the EU
Telnyx, Cloudflare and Apple Inc. are based in the USA. Telnyx and Cloudflare are certified under the EU-US Data Privacy Framework (adequacy decision, Art. 45 GDPR), and their data processing agreements also include the EU Commission’s Standard Contractual Clauses (Art. 46(2)(c) GDPR). Apple relies on the Data Privacy Framework and the Standard Contractual Clauses as well.
If you send a fax to a recipient outside the EU, the transfer to the recipient is necessary to carry out your request (Art. 49(1)(b) GDPR).
Crash reports shared by Apple
If you have turned on Share With App Developers in your device settings, Apple may pass crash reports and anonymous diagnostic data about Clapifax on to us. Apple does not tell us who you are. You can turn this off at any time in Settings → Privacy & Security → Analytics & Improvements.
When you email us
If you contact us by email, we process your email address, the content of your message and anything you choose to include (for example a fax ID or screenshots) only to answer your request.
Legal basis: Art. 6(1)(b) GDPR where your request concerns the app you use, otherwise Art. 6(1)(f) GDPR (our legitimate interest in answering inquiries). We delete your messages once your request has been dealt with, unless statutory retention obligations require us to keep them longer.
No tracking, no selling
Clapifax contains no analytics, advertising or tracking SDKs and does not track you across apps or websites. We do not sell or share personal data for advertising.
Storage and deletion
- Documents are deleted from our server 24 hours after the fax is delivered or has failed. Documents that are never sent are deleted after 24 hours, and no document is kept longer than 7 days.
- Fax records (recipient number, status, pages, times) are deleted 90 days after sending.
- Deleting a fax in History removes its document, report and record from your device and our server right away, once it has finished sending, and asks Telnyx to delete its record too.
- Account, credits, push tokens and App Attest keys are kept as long as your account exists.
- Delete your account in the app: Settings → Account → Delete Account. We immediately delete your fax records, documents, push tokens, App Attest keys, sessions, country and the link to your Apple ID, and end the Sign in with Apple connection. Remaining credits are lost.
- Credit history and purchase records (Apple transaction IDs, products, credits, dates and refunds) are kept after you delete your account, under the anonymous account ID and without documents, recipients, devices or Apple ID, as long as we need them for refunds and disputes with Apple and as required by statutory retention periods under German commercial and tax law. Legal basis: Art. 6(1)(c) and (f) GDPR.
- DeviceCheck: if this device has used the free fax, Apple keeps that flag for the device after you delete the account.
- On your device, history, drafts and signatures stay in the app until you delete them or the app.
Your rights
Under the GDPR you have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18) and data portability (Art. 20), and the right to object to processing based on our legitimate interests (Art. 21). Where processing is based on your consent, you can withdraw it at any time with effect for the future (Art. 7(3)).
To exercise your rights, email luca@clapilot.com. Because your account is anonymous, we may ask you for details from the app, such as a fax ID from a transmission report, to find your data. You can delete your account and all faxes yourself in the app.
Right to lodge a complaint
You have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR), in particular in the EU member state of your habitual residence, place of work or place of the alleged infringement. The supervisory authority responsible for us is:
Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)
Promenade 18
91522 Ansbach
Germany
www.lda.bayern.de
Children
Clapifax is not directed at children.
Changes to this policy
If the app or this policy changes, we will publish the updated version on this page and update the date.
Last updated: 6 October 2026
Contact
Questions about privacy in Clapifax? Email luca@clapilot.com.
This policy covers the Clapifax app and its server. The clapilot.com website is covered by the separate website privacy policy (in German). See also the Clapifax terms of service.