Privacy Policy
Last updated: October 3, 2026
Xwedoc is a digital vault service that lets you create one or more spaces (Family or Organization) to store, organize, and share documents with other people. These documents often include identity papers, birth certificates, medical records, or property deeds: sensitive personal data. This policy explains what data is collected, why, who can access it, how long it is kept, and what rights each person can exercise.
Service publisher: Marc Samuel Gouré Bi Bikoré, sole trader (SIREN 103 719 738), 3 rue des Sources, 91400 Orsay, France, trading under the name Xwedoc. See full details in our legal notice. Data protection contact: xwedoc@gmail.com.
1. Data collected
No data is collected beyond what is necessary for the service to function:
| Category | Data concerned |
|---|---|
| Account | First name, last name, email, phone, country, password (never stored in plain text), optional profile photo, ID type and number if provided, and, when identity verification is used, images of the ID and a verification selfie |
| Space (family or organization) | Space name, city, country, relationship or role of each member |
| Inviting a relative | The first name and relationship entered by the person who invites. If the relative joins by link: the email, name and password they choose themselves, and a confirmation code, kept only for the time of their sign-up |
| Documents | The file itself (PDF, JPG, PNG), its name, category, an optional description, an optional expiry date |
| Access log | Who viewed, edited, or shared which document, and when. Recorded on all plans, viewable on plans that include access history |
| Notifications | Your notification preferences and the technical identifier of your device used to receive notifications |
| Security | Last login date, two-factor authentication secret if enabled (encrypted), session tokens |
| Billing | Subscription status and history, customer identifier at the payment provider. No bank data is collected or stored by Xwedoc |
| Emergency medical profile (optional) | Blood type, allergies, conditions, current treatments, and a medical contact's details, only if you provide them |
| Legacy (optional) | Legacy messages (text, audio or video) addressed to a member, instructions left to a designated executor, and, if a succession request is made, the death certificate provided |
| AI-generated content (optional) | CV or cover letter generated at your request from the documents and information you choose |
| Ambassador program (optional) | Answers given in an application, reviewed manually |
Xwedoc shows no advertising and collects no data for advertising or profiling purposes.
2. Why this data is collected
- To create and secure the user account (email, password, two-factor authentication).
- To enable storage, organization, and controlled sharing of documents within a space.
- To let you invite a relative, and to check that the email address they enter is really theirs.
- To send reminders before a document expires (ID card, passport, residence permit…).
- To occasionally send suggestions for completing your vault, and to pass on document requests between members. You can turn these off in the app's notification settings.
- To keep an access history for traceability, on plans that include it.
- To enable a transfer of space ownership to another member, initiated by the owner.
3. Who has access to your data
- You, and the members of your space to whom you have explicitly granted access to a given document. By default, a document is only visible to the person who added it. The space owner is no exception: managing and paying for the space gives them no access to other members' documents without an explicit share.
- The service publisher, technically, for hosting and maintenance, without viewing the content of your documents except for a strictly necessary technical intervention, an identity verification you started yourself, or a legal obligation.
- No commercial third party. Your data is never sold, rented, or shared for advertising purposes.
Temporary link sharing. An owner can create a sharing link valid for 24 hours, viewable without a Xwedoc account by anyone who has the link. This link can be revoked at any time before it naturally expires.
Invitation link preview. When an invitation link is sent in a messaging app (WhatsApp, SMS…), its preview shows the inviter's first name and the family name. Anyone who receives the link therefore sees these two pieces of information, and nothing else: no member list, no document. The link is personal, works only once, expires after 7 days and can be cancelled at any time. Once in the family, the relative sees no document until someone shares one with them.
4. Technical subprocessors
Some operations are entrusted to technical providers, strictly to the extent necessary for the service:
- Hetzner Online GmbH (Germany): application server hosting.
- Cloudflare, Inc. (United States): storage of uploaded files.
- Brevo (France): sending the app's emails (invitations, confirmation codes, reminders, password reset).
- Anthropic (United States): analysis of a document when you voluntarily use the smart scanner or the AI assistant.
- Stripe (United States) and RevenueCat (United States): payment and subscription management, including subscriptions bought on the App Store or Google Play.
- Firebase (Google) and Apple: mobile notifications.
- Sentry (data hosted in the European Union): detection of technical errors, with login information masked before sending.
5. Retention period
Data is kept as long as the account remains active. When an account is deleted, its own data is erased within 30 days, and backup copies containing it within 90 days at most. Documents belonging to a space shared with other members remain subject to that space's ownership rules. As an exception, billing documents are kept for 10 years, in line with French accounting obligations.
Invitations. As soon as an invitation is used, cancelled or expired, the information the relative entered to sign up is erased. The invitation itself is deleted 30 days after it expires, and immediately if the account of the person who created it is deleted.
6. Security measures
What is in place today:
- Passwords are never stored or viewable in plain text, including by the publisher.
- Sessions expire automatically.
- Two-factor authentication is available on plans that include it.
- Each document applies individual per-member access control: no access is granted by default, it must be explicitly given by the person who added the document.
- An invitation by link only completes once the relative's email address is confirmed with a code.
- Temporary sharing links expire automatically after 24 hours and can be revoked before they expire.
- Files are encrypted at rest at the storage infrastructure level.
These measures are reviewed and strengthened as the service evolves.
7. Your rights
In accordance with applicable regulations (including the GDPR for European Union residents), you have the following rights over your personal data:
- Access: obtain a copy of data concerning you.
- Rectification: correct inaccurate or incomplete data.
- Erasure: request the deletion of your account and the data specific to it.
- Portability: retrieve your documents in a reusable format (.zip export, already available on plans that include it).
- Objection and restriction of processing, in cases provided for by law.
- Complaint to the data protection authority competent for your country of residence (e.g. CNIL in France).
To exercise these rights: xwedoc@gmail.com.
8. International transfers
Xwedoc serves users located in several countries (notably Côte d'Ivoire, France, Canada, Belgium, and the United States), often members of the same family space spread across several continents. Data may therefore be accessed by members located in countries different from the one where it is hosted.
9. Cookies and local storage
This showcase site uses no tracking cookie or advertising tracker. The app uses the device's local storage (localStorage) to keep your login session and certain preferences. Details are available in ourcookie policy.
10. Minors
Xwedoc does not create a standalone user account for a minor. Documents concerning a child are stored by a parent or legal guardian, the account holder, as part of their parental responsibility.
11. Data breach
In the event of a personal data breach likely to result in a risk to the rights and freedoms of the users concerned, the publisher commits to notifying the competent authority and the affected users within the timeframes required by applicable regulations.
12. Changes
This policy may be updated to reflect the actual evolution of the app or legal obligations. Any substantial change will be communicated before it takes effect.