Privacy policy

This policy covers the website zuentec.de and the ORDNA program (number 2).

1. Controller

ZUENTEC Engineering
Controller: Eckehard Zündorf
Lilienweg 2, 96215 Lichtenfels, Germany
E-mail: office@zuentec.de

2. The ORDNA program

ORDNA is a program that you install and run on your own Windows computer. All processing steps — text recognition, identifying the document type, renaming, filing, searching and the Excel workbook — take place on your computer. ORDNA does not transmit any documents, document contents or file names — neither to us nor to third parties. There is no user account, no cloud, no telemetry, no usage statistics, no advertising and no device or installation identifier. The user interface can only be reached from your computer itself (local address 127.0.0.1); other devices on the network have no access to it. Apart from the two cases described below, both of which you trigger yourself — the check for a new version and a problem report by e-mail —, we receive no personal data when you use ORDNA.

What ORDNA stores on your computer. Your document archive is kept in the folder you choose, as ordinary Windows folders and PDF files. ORDNA also places the Excel workbook with the recognised details (such as date, issuer and amounts) and a copy of the provenance journal there. In your Windows user profile (%LOCALAPPDATA%\ProjektScan) ORDNA stores the settings, the access data for your mailboxes, a search index containing the recognised text of your documents, the recognised details and the provenance journal (where each file came from, with a checksum). Logs of the processing runs, which contain file names, are also kept on your computer. None of this leaves your computer — unless you yourself place the archive folder in cloud storage or pass files on.

ORDNA stores the password of a mailbox there unencrypted. It is protected by the access rights of Windows: anyone who can use your user account or has administrator rights on this computer can read it. Where your provider offers one, please therefore use an app password, which can be revoked at any time.

When ORDNA connects to the internet. The following list is exhaustive. Each of these connections is made only when you initiate it:

• Recognition model: If it is not yet present, it is downloaded once (about 4.6 GB) by the Ollama program you installed, from the servers of Ollama Inc. (USA) — on ORDNA's first run or, if you tick it there, already during installation. After that ORDNA recognises documents without the internet and addresses Ollama only on your own computer — unless you yourself redirect Ollama to another computer.
• Mailboxes: If you have set up mailboxes, ORDNA logs in to your e-mail provider's server with your access data (IMAP) and downloads the attachments — when you start the collection or, if you switch this on, once a day via a scheduled task in Windows.
• Additional languages for text recognition: If you select a language that is not included, ORDNA downloads the language file from GitHub (GitHub, Inc., USA; project tesseract-ocr/tessdata).
• Check for a new version: switched off by default. Only if you enable it or use Check now does ORDNA request the file version.json from zuentec.de and, if you ask it to, download the new installation package. All that is transmitted is your IP address and the program identifier “ORDNA” with the version number; what arises on our side is described under number 3.

With each of these requests, the respective provider receives your IP address and the usual connection data; processing there is governed by the privacy policies of Ollama, GitHub and your e-mail provider. No documents or document contents are transmitted. Beyond this, ORDNA does not connect to the internet. Links in the program, such as Privacy in the help menu, open your browser; that connection is made by the browser, not by ORDNA.

Installation. On a page of its own, the setup offers to download and install the free additional programs Ghostscript (from GitHub) and Ollama (from ollama.com), and to download the recognition model right away (about 4.6 GB, via Ollama from the servers of Ollama Inc.). In a normal installation, whatever is missing is ticked in advance; you can untick any box — ORDNA then downloads the model on its first run. A silent installation without a window downloads none of this unless it is explicitly started with /INSTALLGS=1, /INSTALLOLLAMA=1 or /INSTALLMODELL=1. Ghostscript and Ollama are independent programs by other manufacturers; which connections they make themselves is governed by their terms. If you install ORDNA via the Windows package manager winget, it downloads the same installation file from zuentec.de; the package manager itself is governed by Microsoft's terms.

Reporting a problem. Via Report a problem in the help menu, ORDNA prepares an e-mail to us and first shows in full what it contains: program version, operating mode, Windows version, interface language, the name of the recognition model, the configured text recognition languages, the number of documents and of active document classes, and the text you write yourself — no file names, no folder paths, no document contents. ORDNA then opens your e-mail program; the message is sent only when you yourself click Send. Number 4 applies to this e-mail.

Uninstalling. By default, uninstalling removes only the program. At the end, ORDNA asks whether settings and data (mailbox passwords, search index, recognised details) and downloaded text recognition languages should be removed as well; the default is No. “Yes” also removes the scheduled task for the daily mailbox collection. A silent uninstallation does not ask and leaves everything in place. Your document archive is never touched.

Scope. This information describes the current version of ORDNA, regardless of how you obtain it — from this website, via winget or, in future, through other distribution channels. If a new version changes anything in these points, we will update this section before that version is released and mention the change in the change log.

3. Hosting and server log data

This website is hosted on our behalf by STRATO GmbH, Otto-Ostrowski-Straße 7, 10249 Berlin, Germany (processing on our behalf). When you visit the pages, the web server automatically processes technically necessary data in server log files. This includes in particular the IP address of the requesting device, the date and time of the request, the page or file requested, the amount of data transferred, the message confirming a successful request and — where transmitted by the browser — the previously visited page (referrer) and information on browser type and operating system.

The purposes of this processing are delivering the pages, the secure and stable operation of the website, error analysis, and the detection, prevention and investigation of attacks. The legal basis is Art. 6(1)(f) GDPR; our legitimate interest lies in the secure, reliable and technically functional operation of the website.

The log data is stored only for as long as is necessary for these purposes and is then deleted or anonymised. Non-anonymised IP addresses are retained for a limited period solely to detect and defend against attacks.

Requests made by the ORDNA software. From version 0.30.0 the ORDNA program on your computer can check whether a newer version of the program is available on this website; it requests the file version.json for that purpose and, if you ask it to, downloads the installation package. This check is switched off by default and only takes place if you enable it in the settings or use Check now there. No information about you or your documents is transmitted. The same server log data arises as when a page is requested — your IP address in particular — with the same purposes, the same legal basis and the same retention period as described above.

Counting of downloads. If you download a file from this website — currently only the ORDNA installation package — we log that request in order to determine the number of downloads. What is stored is the time, the file name, the previously visited page (referrer), the browser identification (user agent) and a pseudonymous identifier. That identifier is a shortened hash of your IP address and a secret addition; the IP address itself is not stored, and the addition changes every month — beyond one month, not even we can recognise anyone. The identifier serves solely to avoid counting the same request twice. The legal basis is Art. 6(1)(f) GDPR; our legitimate interest lies in learning how widely our software is used and whether this website serves its purpose. No combination with other data takes place, no profiles are created and no third-party service is involved — the counting runs on the same web space as this page. The individual entries are erased after twelve months; what remains is only the number of downloads per file and month.

4. Contact by e-mail

If you contact us by e-mail, we process the data arising from this: your e-mail address, your name (where provided), the content of the message, the time of the communication and any further details you provide voluntarily.

Where the contact serves the initiation or performance of a contract — for example questions about purchasing or using our software — the legal basis is Art. 6(1)(b) GDPR. For other enquiries the legal basis is Art. 6(1)(f) GDPR; our legitimate interest lies in handling and answering incoming enquiries and in communicating with prospective customers, users and business partners.

The data is erased as soon as it is no longer required for handling the enquiry and neither statutory retention obligations — for example for business or tax-relevant correspondence — nor other legitimate grounds require further storage.

5. Cookies, tracking and local storage in the browser

This website uses no cookies, no analytics or marketing trackers and no third-party audience-measurement services. You are not recognised across page views; the only exception is the counting of downloads described under number 3, which recognises a repeated request for the same file within 30 minutes as a repetition, without identifying you. The password-protected evaluation page for that counting, which only we ourselves open, uses a technically necessary session cookie; it does not arise when you visit this website.

If you choose a display mode (light, dark or system) via the “Appearance” menu in the header bar, this choice is stored exclusively in your own browser (localStorage) and is not transmitted to us. This storage is strictly necessary to provide the display function you have expressly requested (Section 25(2) no. 2 of the German TDDDG); no consent is required for it. Nothing is stored without your active choice.

6. Voluntary contributions via PayPal

On the ORDNA page there is a button that leads to a PayPal donation dialogue. The button artwork comes from PayPal but is served from our own server; nothing is embedded from PayPal servers, in particular no tracking pixel. Merely visiting the page therefore transmits no data to PayPal. Only when you activate the button do you leave our website; your details are then processed by PayPal (Europe) S.à r.l. et Cie, S.C.A., 22–24 Boulevard Royal, L-2449 Luxembourg, under its own privacy policy.

If you make a contribution, we receive transaction details from PayPal — that is, not collected directly from you (information pursuant to Art. 14 GDPR; source: PayPal): name, e-mail address, amount, date and time, transaction reference and payment status. The purpose is attributing and accounting for your contribution; the legal basis is Art. 6(1)(b) GDPR (processing of the contribution initiated by you). We store these details for as long as they are needed to attribute and evidence the contribution and, where tax-law retention obligations apply, for their statutory duration.

7. Recipients of personal data

Recipients are STRATO GmbH as hosting provider (on our behalf) and — only if you use the donation dialogue — PayPal. Beyond that, we pass on personal data only where we are legally obliged to do so.

8. Transfers to third countries

Hosting takes place in Germany; merely visiting this website does not cause us to transfer data to countries outside the EU or the EEA. PayPal is based in Luxembourg but may, in the course of payment processing, also transfer data to group companies in third countries (in particular the USA); details and the safeguards provided by PayPal can be found in PayPal's privacy policy. Requests that the ORDNA program makes at your instigation to providers in the USA (Ollama, GitHub) go directly from your computer; we transmit no data in the process (number 2).

9. Provision of personal data

Merely to visit this website you are under no statutory or contractual obligation to provide personal data — apart from the connection data your browser transmits for technical reasons. When contacting us you must provide at least the contact details needed for a reply; without them we may be unable to handle or answer your enquiry. When a contribution or contract is processed, certain details may be required to carry out the respective transaction. To use the ORDNA program you do not have to provide us with any personal data.

10. Your rights

Subject to the statutory conditions, you have the right of access (Art. 15 GDPR) and the rights to rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR) and data portability (Art. 20 GDPR). For data protection enquiries you can reach us at office@zuentec.de.

You also have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR) — for example the authority of your habitual residence. The authority responsible for us is the Bavarian State Office for Data Protection Supervision (Bayerisches Landesamt für Datenschutzaufsicht, BayLDA), Promenade 18, 91522 Ansbach, Germany, www.lda.bayern.de.

11. No automated decision-making

No automated decision-making, including profiling, takes place.

German original dated: 04.10.2026