Privacy Policy
Last updated: 2026-07-21
Who we are
NimShare is a self-hosted file-sharing and signature platform. This policy describes how the operator of this instance processes your data. Because NimShare is self-hosted, the controller is the organization or person running this specific instance — not the software's author.
Data controller
The data controller for this instance is listed in the legal notice.
What data we process
Depending on your usage, we process:
- Account data: Email, display name, password hash (never plain text), role, preferred language, optional 2FA TOTP seed.
- File contents: All files and folders you upload, plus metadata (name, size, content type, modified time, folder structure, versions, direct shares).
- Usage data: Public share-link accesses are logged with a hashed IP, country/city (if GeoIP is configured), user agent, referrer and timestamp — for abuse prevention and forensics.
- Signature workflows: Every signature workflow stores a full audit trail: who signed what and when, IP address (clear-text + hash), user agent, country/city, device type, timezone, drawn signature. Legal basis: Art. 6(1)(f) GDPR.
- Address book: Manually created contacts plus visibility of other NimShare users in your instance's internal directory.
- Moderation data: When you block a user or report content, we store the relationship or report for administrator review.
Purposes of processing
Exclusively to provide file-sharing, signature and collaboration functionality, to prevent abuse and to comply with legal obligations. No advertising, no sale, no profile building.
Tracking
No tracking. No analytics. No advertising.
NimShare contains no trackers, no advertising SDKs, no third-party analytics. The iOS app declares NSPrivacyTracking=false in the App Store manifest.
Recipients and processors
Depending on your instance's configuration, the following providers may be involved:
- Hosting provider: The server running this instance (typically Microsoft Azure). Files are stored in an Azure Blob Storage container, the database in Azure SQL or as a SQLite file on an encrypted volume.
- Email delivery: The SMTP server configured by the instance, or Resend/SendGrid, used to send signature invitations, password resets and notifications.
- AI provider (optional): If AI features are enabled by the administrator, document contents — and, where relevant, your display name or a message recipient's email address (for AI-drafted invitations) — are sent to the configured provider (OpenAI, Anthropic, Azure OpenAI) for that specific request only, never for training. These providers are contractually required to protect this data to a standard equal to our own.
AI Processing (Opt-In)
Some AI-powered features — semantic search, chat with your files, automatic summaries, smart tags, content risk detection, and AI-drafted messages — send parts of your file content, or in some cases a recipient's email address, to an external AI provider configured by your administrator (OpenAI, Anthropic, Google Gemini, or Azure OpenAI). This only happens for the specific request you make and is never used to train the provider's models.
These features are strictly opt-in: nothing is sent to an AI provider until you explicitly consent from within the app or web dashboard. You can revoke your consent at any time in your account settings, which immediately disables all AI-powered features for your account.
Retention
Files remain until you delete them manually or delete your account. Signature audits are retained for 10 years for evidentiary reasons. Public link access logs are anonymized after 12 months.
Your rights
You have the following rights:
- Access to the processed data (Art. 15)
- Rectification of inaccurate data (Art. 16)
- Deletion of your account + data IN-APP via 'Profile → Delete Account' (Art. 17)
- Data export in machine-readable format (Art. 20)
- Restriction of processing (Art. 18)
- Objection (Art. 21)
- Complaint to a data protection authority
To exercise these rights, contact the controller listed in the legal notice. You can additionally delete your account directly in the app under 'Profile → Delete Account'.
Security
Passwords are hashed with BCrypt (salt + cost 11). All connections use HTTPS/TLS. iOS stores the JWT token in the system keychain with kSecAttrAccessibleAfterFirstUnlockThisDeviceOnly. Signature certificates are AES-encrypted at rest.
Minors
NimShare is intended for users aged 16 and older. We do not knowingly collect data from younger persons.
Changes to this policy
We update this policy when functionality or legal requirements change. The date above shows the most recent version.