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Privacy policy

The German version is the legally binding one; this translation is provided for convenience.

Kima is built so that as little data as possible ends up with us: your Kita's planning data stays on your device. Only if you have booked the sync add-on is it also held on our server, end-to-end encrypted and unreadable to us (section 2). This policy describes what is processed nevertheless – on this website, in the app and when buying a license.

1. Controller

Wi3e Digital UG (haftungsbeschränkt)
represented by its managing director Robin Wieske
Friedrich-Ebert-Straße 55
42103 Wuppertal, Germany
E-mail: hallo(at)kima-planer.de

See also the legal notice.

2. The Kima app: data stays on your device

The app at app.kima-planer.de is a local-first web application. Everything you enter in Kima – children, staff, groups, attendance, day plans – is stored only in your browser's storage on your device. It is not transmitted to our servers, not stored by us and not visible to us. The only exception is the sync add-on, if you have booked it (below): the data is then held encrypted on our server, but remains readable only on your devices. Optionally you can encrypt the data in the app with a password known only to you.

When you open the app your browser loads the application files from our server, which processes the usual connection data (section 4). No content data is transmitted.

You are responsible for backing up your data (export of the backup file); we hold no readable copy, and the sync is not a backup either.

Sync add-on

If your centre has booked the sync add-on (terms § 10a), the devices you have paired with each other reconcile the planning data through our server. Without the add-on, including during the free trial, no sync takes place and everything described above applies.

  • End-to-end encrypted: the data is encrypted on the device before it leaves it (AES-GCM, 256 bits). The key is created by one of your centre's devices; it is passed to your other devices only when pairing by QR code and never transmitted to us. We cannot read the content.
  • Health data: the synced data includes absences of children and staff flagged as "ill". This is health data under Art. 9 GDPR; it, too, is held by us only in encrypted form.
  • What our server sees: encrypted data (ciphertext) and the following metadata: the id of the sync space and the license id it belongs to, the number of paired devices and the device names you choose, hashes of the device credentials, the size and time of every transfer, and the devices' IP addresses.
  • Where: on our server at Hetzner Online GmbH in Germany (section 4). The sync data is not part of the backups (section 10).
  • Roles: your centre or its sponsoring body is the controller for the synced content; we process it as a processor under the data processing agreement (Art. 28 GDPR). Questions from parents or staff about this data are answered by the centre. We additionally use the metadata as controller to run the service, to check that the license with the add-on is valid and to prevent abuse. Legal basis: Art. 6(1)(b) GDPR (the add-on contract) and (f) GDPR (secure operation, preventing abuse).
  • Retention: older transfers are deleted once a newer full state is available. The IP addresses are in the web server's access log and are deleted after 14 days (section 4); for rate limiting the server also keeps them briefly in a cache. 30 days after the add-on or the license ends we delete the whole sync space with all data and metadata automatically, earlier at the centre's request.

3. Daily license check

If a license key is stored in the app, the app asks our license server (license.kima-planer.de) once a day whether the key is still valid. Only the license id (a random identifier of the key) is transmitted – no Kita data, no names.

  • The license server stores the time of the last check with the license (at most once an hour) so that we can see in a support case whether a Kita's app still checks in.
  • The IP address of the request is not stored permanently. It is kept for one minute to limit the number of requests per address and appears in the web server's access log (section 4).
  • Legal basis: Art. 6(1)(b) GDPR (performance of the license contract) and Art. 6(1)(f) GDPR (protection against misuse of the license).

4. Hosting and server logs

This website, the app and the license server (including the sync) run on servers of Hetzner Online GmbH, Industriestraße 25, 91710 Gunzenhausen, Germany, in data centres in Germany (Falkenstein and Nuremberg). With every request the web server processes, as technically necessary: IP address, date and time, requested address, amount of data transferred, browser type and version, operating system, previously visited page (referrer). These logs are deleted after 14 days. Legal basis: Art. 6(1)(f) GDPR (secure and stable operation). A data processing agreement under Art. 28 GDPR is in place with the hosting provider.

5. Cookies and local storage on this website

This website sets one technically necessary session cookie (protection of the forms against forgery, chosen language). It contains no identifier that tracks you across websites and expires when you close the browser or after two hours at the latest. Your choice between the light and dark theme is kept in your browser's local storage.

We remember your answer to the analytics notice (section 6) in a cookie: posthog_consent (value "all", 12 months) if you agree, or cookie_consent_declined (6 months) if you decline. Both hold only that decision, no identifier.

None of this requires consent (§ 25(2) no. 2 TDDDG). We set no advertising cookies. Fonts and scripts are served from our own server, not by third parties.

6. Audience measurement with PostHog (only with your consent)

If you choose "Accept" in the notice at the bottom of the page, we count visits with PostHog. Without your consent PostHog is not loaded and nothing is transmitted.

  • What is recorded: pages viewed (address without parameters), the previous page, clicks on "Try it for free" and the other links into the app (only where on the page), that a contact or feedback form was sent (only which one, not its content), plus browser type, operating system, screen size and approximate country.
  • What is not recorded: no form content, no names or e-mail addresses, no mouse movements or session recordings, no data from the Kima app. The admin area is never measured.
  • No cookies: PostHog runs in cookieless mode and stores nothing on your device. To group visits of the same day, PostHog derives a hash from the IP address and browser identifier with a salt that changes daily on its server; recognising you across days is therefore not possible. The IP address itself is not stored ("Discard client IP data" is enabled in the project settings).
  • Provider: PostHog Inc., 2261 Market Street #4008, San Francisco, CA 94114, USA, as processor (Art. 28 GDPR) with processing in the EU (PostHog EU Cloud, Frankfurt am Main). Access from the USA cannot be ruled out. PostHog is certified under the EU-US Data Privacy Framework (adequacy decision of the European Commission, Art. 45 GDPR); in addition, the European Commission's standard contractual clauses are agreed in the data processing agreement (Art. 46(2)(c) GDPR).
  • Legal basis: your consent, § 25(1) TDDDG and Art. 6(1)(a) GDPR.
  • Withdrawal: at any time with effect for the future via "Cookie settings" at the bottom of every page. Measurement stops immediately.
  • Retention: measurement data is deleted after 12 months.

7. Contact form, feedback and newsletter

When you write to us through the contact form we store your name, e-mail address, optionally the name of your Kita, the subject and the message on our server to handle your request, and we notify ourselves by e-mail. The name, the name of the Kita and the e-mail address of a contact request are added as a lead to our customer management (section 8). On request we send you a copy. For the feedback form we store the rating, the text and – only if you give it – your e-mail address.

  • Your IP address is not stored with the message. To fend off automated submissions we limit the number of submissions per address; for this the IP address is held in a cache for one minute. No third-party captcha service is used.
  • Legal basis: Art. 6(1)(b) GDPR (pre-contractual requests) and Art. 6(1)(a) GDPR (your consent when sending; revocable at any time with effect for the future).
  • Retention: until your request is settled. Settled requests are deleted 3 months after they are closed, all others 12 months after receipt at the latest; feedback 24 months after receipt at the latest. Deletion runs automatically once a day; on request we delete your message right away. Statutory retention duties remain unaffected. Copies in the backups (section 10) are only deleted when those expire.

Newsletter

When you sign up for our newsletter (news about Kima, a few times a year), we store your e-mail address, the language of the signup and the form you used on our own server. We use no external newsletter service.

  • Double opt-in: after you sign up we send you an e-mail with a confirmation link. Only once you confirm through it is your address on the list. Without a confirmation you receive no further e-mails, and we delete the signup automatically after 30 days.
  • Proof of consent: we store when you signed up and when you confirmed, the wording of the consent with its version, and a hash of the IP address at signup and at confirmation, made with a secret key and not reversible; not the IP address itself.
  • Protection against abuse: as for the contact form, a limit on signups per IP address (held in a cache for one minute), no captcha service. We send at most one confirmation e-mail per address every 15 minutes.
  • Sending: through our e-mail provider (section 9).
  • Legal basis: your consent, Art. 6(1)(a) GDPR; for the proof of consent Art. 6(1)(c) GDPR in conjunction with Art. 7(1) GDPR, after you unsubscribe Art. 6(1)(f) GDPR (our legitimate interest in being able to prove the consent against claims).
  • Unsubscribing and retention: you can unsubscribe at any time with the link in every e-mail or by writing to us; this also withdraws your consent with effect for the future. When you unsubscribe we take your address off the list right away; you receive no more e-mails from us. We then keep the proof of consent (e-mail address, wording and version of the consent, the times of signup and confirmation, the IP address hashes) blocked – it is only used to prove that you had consented – and delete it automatically 3 years after you unsubscribed. If you sign up again later, that is a new signup with its own confirmation.

8. License purchase and payment

A license key is bought on our license server. There we store the data needed to issue, send and renew the key: name, e-mail address, name of the Kita, licensee, if required the billing address and VAT id, for public-sector customers optionally the Leitweg-ID (routing ID) for electronic invoicing, the issued key with its term, and the payment reference of our payment provider. If your centre books the sync add-on, we also store with the license when the data processing agreement was concluded and in which version. 30 and 7 days before a license expires we send a renewal reminder by e-mail and store when these reminders went out; this is part of performing the license contract, not advertising. If you ask for a one-time code on the "Find my license" page, we process the e-mail address you enter to send the code; only a keyed hash of the code is kept, for 15 minutes, and we log without the address that a code was sent and the licenses were viewed.

  • Payments are processed by Mollie B.V., Keizersgracht 126, 1015 CW Amsterdam, Netherlands. Payment data (cards, bank details) is entered directly at Mollie and never reaches our servers. Mollie is an independent controller for this data; see Mollie's privacy policy.
  • Legal basis: Art. 6(1)(b) GDPR (contract) and Art. 6(1)(c) GDPR (retention under commercial and tax law).
  • Retention: invoices and accounting records are kept for 10 years (§ 147 AO, § 257 HGB), mostly in our bookkeeping (ERPNext, below). The other customer data (name, name of the Kita, e-mail address, address, VAT id, Leitweg-ID, license keys) is deleted automatically on the license server 3 years after the last license ended (expiry or revocation); the deletion runs once a day.

Invoices and customer management (ERPNext)

For invoices, credit notes and customer management we use the ERPNext software, which we run ourselves on our own server at Hetzner Online GmbH (section 4); no further service provider receives this data. There we keep, for every customer, the name or the name of the institution, the e-mail address and, where given, the billing address and VAT id; for every license paid through Mollie the invoice with amount and payment reference; and for a refund the credit note. Contact requests are added there as leads (name, name of the Kita, e-mail address; the text of the message stays on this website). A lead is deleted in ERPNext as soon as the contact request is deleted here (section 7), unless the request has become a customer relationship.

  • Legal basis: Art. 6(1)(b) GDPR (contract or pre-contractual request) and Art. 6(1)(c) GDPR (retention under commercial and tax law).
  • Retention: invoices and credit notes 10 years (§ 147 AO, § 257 HGB), customer data as above, leads like contact requests.

9. E-mail

License keys, notifications, replies and the newsletter are sent through SMTP2GO (Sand Dune Mail Ltd, 96–106 Manchester Street, Christchurch 8011, New Zealand) under a data processing agreement pursuant to Art. 28 GDPR. The e-mails are sent through SMTP2GO's servers in the EU. For New Zealand the European Commission has found that it ensures an adequate level of data protection (adequacy decision, Art. 45 GDPR).

10. Backups

Encrypted backups of the databases of this website and the license server are made daily and stored in the Object Storage (S3-compatible storage) of Hetzner Online GmbH in a data centre in Germany. The backups are kept on a tiered schedule for up to roughly two and a half years and then deleted automatically; they are used solely for disaster recovery. Your Kita's planning data is not affected: without the sync add-on it is not held by us, and we do not include the encrypted sync data in the backups.

11. Recipients and processors

  • Hetzner Online GmbH, Industriestraße 25, 91710 Gunzenhausen, Germany (servers and Object Storage for the encrypted backups; processor; for the sync add-on also our sub-processor)
  • SMTP2GO (Sand Dune Mail Ltd, Christchurch, New Zealand; e-mail delivery through servers in the EU; processor)
  • Mollie B.V., Keizersgracht 126, 1015 CW Amsterdam, Netherlands (payments, independent controller)
  • PostHog Inc. (audience measurement, only with consent; processing in the EU, section 6)
  • ERPNext (invoices and customer management, section 8): run by ourselves on our server at Hetzner, no further recipient

Transfers to countries outside the EU/EEA take place only as described in section 6 (PostHog: possible access from the USA) and section 9 (SMTP2GO: seated in New Zealand, adequacy decision).

12. Your rights

You have the right of 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 Art. 6(1)(f) GDPR (Art. 21). You may withdraw any consent at any time. Please contact the address above. On request we delete your customer data on the license server; an issued key remains usable in the app until it expires.

13. Right to lodge a complaint

You have the right to lodge a complaint with a data protection supervisory authority, in particular in the member state of your residence. The authority responsible for us is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW, the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia)
Kavalleriestraße 2–4
40213 Düsseldorf, Germany
Phone: +49 211 38424-0
E-mail: poststelle@ldi.nrw.de

14. Changes

We update this policy when the app or the legal situation changes. The version published here applies.

Last updated: November 2026