foxdox - service description

1. General description of services

The d.velop business services GmbH (hereinafter "vendor") operates a web-based document management system (hereinafter "foxdox"). The customer (hereinafter "foxdox user") can store, manage and research his own documents, photos etc. (hereinafter "documents") in foxdox. Moreover, he can create a distinct position of trust with a available service providers (hereinafter "providers") via foxdox, for example, to obtain documents of the respective service provider (e.g. employer, health insurance, local autorities, etc.) directly in his foxdox account. The documents delivered via this mechanism generally become the property of the foxdox user.

For this effect, foxdox allows the foxdox user to explicitly grant other eligible users access to the documents via an individual contact list. The foxdox system is operated via a web browser.

2. Included services

Having registered, the foxdox user is automatically assigned to the free foxdox tariff plan providing the basic functionality of the system. This range of functions can be extended by the foxdox user by a change of the tariff plan or by additionally booking specific features in order to obtain a functionality matching his individual requirements.

The vendor provides the services described below within the existing technical and operational possibilities. The availability of the respective scope of services and the functionality depends on the tariff plan chosen by the foxdox user.

2.1. Storage

The foxdox user receives a storage volume depending on the tariff plan to store his documents in foxdox. When uploading each new document, it is checked, if the storage limit has been exceeded. In this case, the reception of the doument is rejected and the user receives a respective notification. To allow the document to be uploaded nevertheless, the foxdox user can book an increased storage volume at additional charge or release storage space by deleting his own documents. An automatic deletion of documents by the system does not take place.

2.1.1. Encrypted data storage

All documents uploaded by the foxdox user are stored in foxdox in encrypted form. An encryption/decryption of the documents is implicitly applied by foxdox when the foxdox user or optionally authorized eligible users (compare section 2) store or retrieve the documents.

Multiple encryption

In addition to the standard encryption of the documents (compare 2.1.1), the foxdox can optionally additionally encrypt/decrypt documents with an individual key. This can be specified by the foxdox user on uploading a document and is used for an additional encryption.

The key specified by the foxdox user is not stored on the system. A reconstruction of the key by foxdox is thus not possible. As a result of the encryption, a procedural post-processing of the documents by foxdox (OCR for the document search by the customer) is not possible for such documents.

2.2. Collaboration

Apart from the option to use foxdox as a closed document management system without other foxdox users getting access to the documents, there is an option to allow collaboration via foxdox with documents explicitly shared for this effect. Among other this, this requires the following services:

2.2.1. Contacts

foxdox moreover allows the foxdox user to search for other foxdox users and to add these as a contact to the individual account management to be able to use additional functions such as sharing documents. For this effect, the foxdox user can optionally provide additional personal information (such as street, city etc.) in foxdox and to share it for searches in order to be found by other users. The contact search is only conducted via the fields explicitly shared for the search by the foxdox users. If a searched contact is found, a contact request with individual text can be sent via a form. Only after the contact request has been acknowledged by the specified foxdox user, a position of trust is established and the contact is displayed in the respective contact lists of the foxdox users.

2.2.2. Contact groups

To allow for a easy handling of contacts, the foxdox user can optionally add contacts from the personal contact list to groups. This way, it is possible to share documents and allocate document and folder rights based on these groups.

2.2.3. Sharing documents

Documents uploaded by the foxdox user are by default only visible for the foxdox user himself. If read access to documents should be granted to other foxdox users, foxdox allows to share documents based on the contacts and organizational structures.

Sharing documents is performed explicitly by the foxdox user based on hist trusted contacts and groups. The information that a document has been shared is directly visible in the document overview for the foxdox user sharing the document. foxdox users with whom documents have thus been shared can see them in their overview of shared documents. This requires a valid foxdox account.

The sharing of a document can be revoked by the sharing foxdox user at any time. In this process, access to the respective document can be explicitly revoked for individual foxdox user or foxdox groups. Moreover, it is possible to revoke all shared documents of a foxdox user. If the document sharing is revoked, then the respective foxdox users no longer have access to the documents in the foxdox account of the foxdox user.

2.2.4. Sharing folders

Apart from sharing documents, foxdox also allows to share folders. If such a share is enabled, the allocated eligible foxdox users can view all documents within this folder.

The sharing and revocation is equivalent to the sharing of documents (compare section 2.2.3).

2.2.5. Publishing documents

foxdox allows to provide specified documents for public access. For this effect, the foxdox user must explicitly share one or more of his documents for this type of access.

Such a shared document can then be accessed directly via a URL - a previous login with a valid foxdox account is not required.

The public access of each individual document is displayed to the sharing foxdox user directly in his document overview. Publishing one/several/all document(s) can be revoked by the foxdox user at any time, to thus disallow access to the respective documents in his foxdox account.

2.3. Document storage

foxdox allows for different mechanisms to import and store documents in the foxdox account. The actual options available to the foxdox user depend on the selected scope of functions.

2.3.1. Folder management

foxdox supports a structured storage of the fox doc user's documents. For this effect, the system allows the foxdox user to optionally create individual folder and sub-folder structures within the foxdox account where the respective documents can be stored.

The folders are helping the foxdox user to store the documents. The foxdox user can also change the defined folder structures or assign documents to other folders in foxdox.

Apart from the storage of documents in folders, the system allows for the allocation of rights on folder level (compare section 2.2).

2.3.2. File upload

Documents already existing in digital form can be uploaded by the foxdox user into respective folder structures using the file import. For this effect, foxdox support the upload of individual files as well as of multiple documents.

2.3.3. Provision by other users

If the foxdox user has added contacts and/or groups (compare section 2.2), these foxdox users can optionally share a document with him which the foxdox user can then integrate in his personal folder structures.

2.3.4. OCR

For all documents stored in foxdox by the foxdox user, an OCR (Optical Character Recognition) is applied. In this process, all text is extracted from the documents and also stored in foxdox.

An OCR is applied only in document types supporting this, depending on the booked tariff plan. For example, this excludes music and video files. Moreover, an OCR of password-protected or encrypted files is not applied. This also includes the documents with multiple encryption (compare section 2.1.2).

2.3.5. Assigning keywords

To facilitate finding documents, there is an option for the foxdox user to specify keywords for each document which are then also considered in the document search.

2.3.6. File formats

foxdox is used to store documents. The file formats listed below can be processed in foxdox:

Images (.bmp/ .gif/ .jpeg/ .jpg/ .png/ .tif/ .tiff)

Texts (.pdf/ .rtf/ .txt)

E-mail (.eml/ .msg)

Microsoft Office (.doc/ .docx/ .dot/ .dotx/ .pot/ .potx/ .ppt/ .pptx/ .xls/ .xlsb/ .xlsx/ .xlt/ .xltx)

Open Office (.odg/ .odp/ .ods/ .odt/ .otg/ .otp/ .ots/ .ott/ .stc/ .std/ .sti/ .stw/ .sxc/ .sxd/ .sxi/ .sxw)

2.4. Finding documents

2.4.1. Comprehensive search function

To quickly and easily find documents, foxdox provides a comprehensive search function. For this effect, one or multiple search keywords can be entered by the foxdox user. foxdox then searches all authorized documents. This includes personal documents of the foxdox user as well as documents shared by other foxdox users.

The search also considers all metadata of the authorized documents (properties, full-text, keywords).

Result list

The documents identified by the search are provided to the foxdox user in a result list for further filtering.

The result lis also displays, if it is a personal document or document shared by contacts and if personal document have been shared/published.

2.4.3. Document view

An authorized document can be opened by the foxdox user in a document view. If it is a supported format, for which a PDF could be generated (compare section 2.3.6), the PDF document is displayed in the document view. This view also allows to update document properties and keywords or to delete them.

If the document has a format that cannot be displayed (e.g. a Zip container), a dialog for the document download is displayed.

2.5. Other functions

2.5.1. Document export

foxdox allows the foxdox user to export and save individual documents as well as entire folders.

2.5.2. Deleting documents

Documents stored in foxdox can be deleted by the foxdox user, if he is the owner of the document. This includes the deletion of all related information (full-text, PDF, etc.). Possibly shared documents are also deleted.

2.5.3. Deleting the account

The foxdox has the option to delete his foxdox account. This includes the deletion of all related documents and data (compare section 2.5.3).

2.6. Mobile devices

foxdox provides apps for mobile devices allowing to access the system after a login. The authentication is equivalent to the operation in the browser.

Currently, the vendor provides apps for Android and iOS operating systems. These reflect the full functionality of the foxdox if possible and allow mobile work with the system.

Moreover, the apps allow to take a photos of documents with the integrated camera of the mobile device to directly store them in the foxdox account.

3. Online-support

The vendor provides the customer with an online support in the form of an FAQ, extensive tipps, instructions etc in German language on the foxdox website free of charge.

Moreover, the customer can use a provided foxdox support e-mail address or the contact form in case of questions or issues free of charge.

4. Technical requirements

The communication data and document of the customer are stored in the German computing center that has been commissioned by the vendor.

The foxdox user can access his foxdox system with a current web browser (for full functionality, Java Script and cookies must be enabled) or via the provided apps.

Any access to foxdox requires the authentication of the foxdox user using his login credentials consisting of the login name and the password. The information and documents are exclusively accessed in encrypted form via SSL. The provision and availability of the required internet access, the connections to the internet as well as the required equipment (hardware and software) are not the subject of this contract.