Protokey Terms of Use

Last Updated: October 26, 2026

These Terms of Use ("Terms") govern your use of the Protokey mobile application and its web pages ("App"), provided by Qubin GmbH. By creating an account or using the App you agree to these Terms and to our Privacy Policy.

1. The service

Protokey helps landlords, property managers and other businesses to document handovers of properties and to manage keys:

• handover reports with rooms, conditions, photos, meter readings and keys, signed on the device or by link, closed with a number and a PDF
• a key register with holders, return dates, history, receipts and QR labels
• working in a team with roles

Protokey is a documentation tool. It does not give legal advice and does not check whether a report meets the requirements of your contract or your local law. You are responsible for the content of your reports and for agreements you make with other parties.

2. Account

You need an account to use the App. You must provide accurate information, keep your sign-in secure and are responsible for activity in your account and in your team. You must be at least 18 years old or act for a business.

3. Free use, purchases and subscriptions

• The free version includes one handover report (PDF with a watermark) and up to 10 keys.
• Further reports can be bought individually (consumable purchase) or used without limit with a subscription. The price, the period and what is included are shown in the App before you buy.
• Payment is charged to your Apple ID or Google Play account at confirmation of purchase. Subscriptions renew automatically unless cancelled at least 24 hours before the end of the current period; the renewal is charged within 24 hours before the end of the period.
• You can manage and cancel subscriptions in your App Store or Google Play account settings. Cancellation takes effect at the end of the current period. Unused single reports remain available.
• Refunds are handled by Apple or Google according to their policies.

4. Data of other people

When you record tenants, key holders or other parties, you are responsible for having a legal basis for it and for informing them as required by data protection law. We process this data on your behalf (see the Privacy Policy). Only take photos that the report needs and avoid showing people.

5. Signatures and finished reports

A signature in the App is stored as the drawn strokes with the signer's name and the time. A finished report is locked, numbered and stored as a PDF with a checksum; it can no longer be changed, only deleted. Whether a signature or report meets a particular legal form required in your country is your responsibility.

6. Acceptable use

You must not use the App for illegal purposes, upload content you have no right to use, try to access other accounts or our systems without permission, misuse signing links or finder pages, or disrupt the App.

7. Availability and offline use

Drafts are saved on your device and synchronised later. We aim for high availability but cannot guarantee that the App is always available or free of errors. Keep important documents (for example the PDFs you receive by email) in your own records.

8. Intellectual property

The App, its design and software belong to Qubin GmbH. Your content remains yours; you grant us the rights needed to store, process and send it in order to provide the App.

9. Termination

You can delete your account at any time in the App settings. We may suspend or terminate accounts that violate these Terms. Paid subscriptions are cancelled through your store account.

10. Liability

We are liable without limitation for intent and gross negligence and for injury to life, body or health. For slight negligence we are liable only for the breach of essential contractual obligations, limited to the foreseeable damage typical for the contract. Liability under the German Product Liability Act remains unaffected. Otherwise our liability is excluded.

11. Changes

We may change these Terms for valid reasons. We will inform you about material changes in the App or by email in good time.

12. Governing law

German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. Mandatory consumer protection rules of your country of residence remain unaffected.

13. Apple App Store

If you obtained the App from the Apple App Store, Apple's Licensed Application End User License Agreement also applies. These Terms are between you and Qubin GmbH, not Apple; Apple is not responsible for the App or its support.

14. Contact

Qubin GmbH · support@qubin.de · qubin.de