Draft for legal review · November 2026

Privacy policy

Draft for legal review. Text in [square brackets] still needs a decision or a fact from us. Until it is final, this page is not a binding notice.

The short version

We store your files so you can work with them and share them. That’s the whole job. We don’t sell data, we don’t show ads, and we don’t train AI on your files or let anyone else do it. Your files are stored in the EU and encrypted on our servers. The website you’re reading sets no cookies and loads nothing from anyone else.

Who we are

Beatro Cloud is a service of Beatro, Langelinie 14, 6520 Toftlund, Denmark, CVR 27681816. We are responsible (the “controller”) for the personal data described here.

To reach us about privacy, use the contact form and choose “Privacy request”, or write to us at the address above.

Your files are yours

Files you upload, and the names, tags, ratings and comments that go with them, belong to you. We handle them only to run Beatro Cloud for you: storing them, making previews, keeping versions, and showing or sending them to the people you share them with.

If you use Beatro Cloud for a business and your files contain other people’s personal data (portraits, client work, recordings), you decide what happens to that data and we handle it on your behalf. Business customers can ask us for a data processing agreement through the contact form.

What we collect, and why

Your account. Name, email address, password (stored only as a one-way hash), the secret for two-step sign-in and your recovery codes (both stored encrypted), the workspaces you belong to and your role in each. We need these to give you an account and keep it secure. Legal basis: our contract with you.

Your files and what goes with them. The files, their older versions, previews we create from them, folder names, tags, ratings, collections, share links, and comments made on them. Legal basis: our contract with you.

People you share with. Someone opening a share link doesn’t need an account. If they comment, we store the name they type, their comment, and, only if they tick the box, an email address so they hear when you reply. We also use their IP address briefly to limit abuse of the link. Legal basis: our legitimate interest in running share links safely, and the interest of the person sharing.

Security records. When you use the app, our server records the IP address, time, the page or action requested and the response. These records leave out the rest of the address, cookies, browser details and anything you upload. We also count failed sign-in attempts and keep an audit trail of important account changes, such as new members or changed roles. We use these to stop attacks and investigate problems. Legal basis: our legitimate interest in keeping Beatro Cloud and your files secure.

Payments. [When paid plans start:] Stripe handles payments. We receive your name, billing address, plan, and payment status, but never your full card number. We keep invoices for as long as tax law requires. Legal basis: our contract with you and our legal obligations.

Messages to us. If you use the contact form, we receive your name, email address and message, and use them to reply. Legal basis: our legitimate interest in answering you, or our contract with you if it’s about your account.

This website. beatro.cloud sets no cookies, has no analytics and loads nothing from other companies. Our web server keeps error logs, which can include an IP address, for [about two weeks].

Cookies

The app uses only the cookies it needs to work: one that keeps you signed in, one used during two-step sign-in, one that remembers which workspace you have open, and one that remembers a password-protected share link you’ve unlocked. None of them track you, and none are shared with anyone. Because they are strictly necessary, we don’t ask for consent.

What we never do

We don’t sell or rent personal data. We don’t use your files, or anything in them, to train AI models, and we don’t allow anyone else to. We don’t show ads or build profiles for advertising. We don’t look at your files, except when you ask us to help with something specific, or when the law or a credible report of illegal content requires it (see our terms).

Who else handles data

We use a small number of companies to run Beatro Cloud. Each one handles data only on our instructions and under a contract that protects it.

• Hetzner Online GmbH (Germany): servers and file storage, in data centres in Finland and Germany.
• Impossible Cloud (Germany): an encrypted copy of your files and of our database backups, stored in Frankfurt.
• Migadu (Switzerland): sends our emails, such as confirmation links, password resets and comment notifications. Switzerland is recognised by the EU as protecting personal data adequately.
• Stripe (Stripe Payments Europe, Ireland): payments, once paid plans start. Stripe may transfer some data to the United States under the EU–US Data Privacy Framework or standard contractual clauses.

Our firewall runs on our own server and doesn’t send your data anywhere. We share data with authorities only when the law requires it, and we check that each request is valid.

Where your data is

Your files, previews and our backups of them stay in the EU. Emails pass through Switzerland. Payment data may reach the United States through Stripe, under the safeguards described above.

How we protect it

Every file is encrypted before it’s written to storage, previews included, and every connection to Beatro Cloud uses HTTPS. Owners and admins must use two-step sign-in. Access to our servers is limited to the people who run Beatro Cloud.

To be clear about one thing: this is encryption at rest, not end-to-end encryption. Our servers hold the keys, because they need them to make previews and to serve your files to the people you share with.

How long we keep it

• Files: until you delete them. Deleted files go to the trash. After 30 days in the trash they are deleted for good, and the trash shows how many days each item has left. You can delete them sooner, or empty the trash yourself. You can also delete older versions of a file. After permanent deletion, the stored data is removed within about seven days, and from our backups within [30] days after that.
• Your account: while it’s open. After you close it, or after your plan ends, you have [30] days to download your files. Then we delete the account and its files, and they disappear from backups within [30] days. Your name and email address are removed; workspaces you belonged to keep a record that a former member made changes, without saying who.
• Database backups (account details, file names, comments, but not the files themselves): kept for about 14 days.
• Security records: about two weeks for server logs. Counts of failed sign-ins reset after 15 minutes. The account audit trail is kept for as long as the workspace exists.
• Messages to us: [12 months] after the conversation ends.
• Invoices: for as long as tax law requires, currently [six years].

Your rights

You can ask to see the personal data we hold about you, correct it, delete it, limit how we use it, or get a copy to take elsewhere. Where we rely on our legitimate interests, you can object. Much of this you can do yourself in the app: download your files, change your details, or close your account. For anything else, use the contact form and choose “Privacy request”. We answer within one month.

If you’re unhappy with how we handle your data, please tell us first. You can also complain to a data protection authority, such as Datatilsynet, the Danish Data Protection Agency, or the authority where you live.

Children

Beatro Cloud is not meant for children under 16, and we don’t knowingly create accounts for them.

Changes to this policy

If we change this policy in a way that matters, we’ll email account holders before the change takes effect. The date at the top shows the current version.