Service Description

Version: 2026-08-30 · Language: English

> This text is deliberately written in customer-understandable rather than legal language and describes the actual feature scope of Formdia Property. Planned features that are not yet available are expressly marked as "Coming Soon."

What Is Formdia Property?

Formdia Property is a browser-based platform for businesses that structures the documentation of digital handovers, acceptances, and inspections — from recording the property, through photos and signatures, to the finished PDF report.

Supported Use

Formdia Property runs in a current web browser, with no local installation. A stable internet connection is recommended for productive use.

Devices / Responsive Design

The interface is designed for desktop and tablet use, including case recording, section navigation, and photo and signature capture. Display at tablet widths (including portrait and landscape orientation) is supported. Use on mobile phones is planned; final testing on physical mobile phone devices is still outstanding at this time.

Language

The interface automatically detects the browser language: German for a German-language browser, English otherwise. Users can manually switch the language; the selection is saved and permanently overrides automatic detection.

Company Account

Each business receives its own, fully separate company account (tenant). Company profile, branding, and default settings can be configured by the Admin.

Users and Roles

Within a company account, multiple users with different roles can be created: Owner (full control), Admin (management of users, settings, and package), and Employee (operational use without administration rights). All permissions are enforced server-side.

Cases

A case represents a single handover, acceptance, or inspection, including property information, participants, modules, findings, and status.

Modules

Cases are organized into thematic modules/sections (e.g., rooms, meter readings, keys), which can be configured depending on case type and package.

Photos

Photos can be captured directly within a case. Each photo is displayed in an optimized display and preview version; the original image is stored privately with tenant isolation.

Signatures

Participants can digitally sign their consent directly within the application; the signature is documented in the PDF report.

Keys

Key handovers and inventories can be recorded and documented as part of a case.

Finalization

After completion, a case is finalized; changes are then possible only via a traceable reopening with a stated reason. A reopening and subsequent refinalization generate a new revision entry with the specifically changed sections and information (see "Revisions" below) as well as a new, complete PDF report; the previous PDF remains retrievable unchanged.

Revisions

If a completed case is reopened and completed again, a change history is created that traceably documents the respective revision number, the reason for reopening, and the specifically changed sections/information. The labels within a single revision entry permanently remain in the language in which the case was originally created — they are not subsequently translated, even if a user later switches the interface language. If the currently selected interface language differs from the language of a revision entry, an explanatory note may be displayed for this. This revision logic serves the purpose of traceable documentation of changes; it does not constitute a "tamper-proof" or legally conclusive evidentiary guarantee within the meaning of a special certification.

PDF

Every completed case is made available as a complete, downloadable PDF document.

Security

Formdia Property protects access with secure password hashing, optional two-factor authentication, and the ability to manage trusted devices. All data is stored and processed strictly separately per company account.

Storage

Each package includes a defined storage allowance. The allowance is calculated based on the original photos stored.

Limits

Packages differ in number of users, number of active cases, and storage space. Current usage can be viewed at any time in the customer portal.

Retention

A package-dependent retention period applies to original photos. Thereafter, only the original image is removed; the display version used for viewing and documentation remains fully preserved. Coming Soon: the automated, recurring execution of this process is technically prepared but is not yet productively active at this time.

Export

Owner and Admin users can trigger a structured data export of the entire company account under account settings (company profile, users, cases, metadata as a structured file). Coming Soon: a complete, bundled export of all image and PDF files in a ZIP file is not yet available; the current export version references these files but does not yet include them as attachments.

Trial

Formdia Property provides a free trial period of a maximum of 14 days, which additionally ends as soon as two cases have been finalized in the trial account — whichever limit is reached first. The trial account is started via self-service registration with email verification and bot protection (Cloudflare Turnstile); a trial account is generally available once per company account. Upon expiry of the trial, existing data remains viewable, but operational use is restricted until a paid package is selected and paid for. The trial does not renew automatically, does not automatically convert into a paid subscription, and does not lead to any automatic charge — unlike an already-paid subscription (see "Packages" below), a paid package must always be consciously selected and agreed by the customer.

Packages

Formdia Property offers the packages Solo, Team, Business, and Enterprise with differing scope of users, cases, storage, and additional features. See the Price and Service Terms for details and current prices. A paid subscription renews automatically for a further monthly or annual period, unless terminated in time by the end of the current paid period (see "Billing and Termination" below). The free trial does not renew automatically and does not automatically convert into a paid subscription — this always requires a conscious choice by the customer.

Upgrade

A change to a package with higher limits takes effect immediately; the new features/limits are available to the customer without delay. For the remaining term of the current paid period, the price difference is recalculated pro rata.

Downgrade

A change to a smaller package takes effect only at the end of the current paid period; until then, the higher features/limits remain in place. No pro-rata refund is made. A downgrade does not delete any existing data. Existing users, cases, photos, and documents remain fully viewable; individual photos and PDF documents remain retrievable and downloadable, and the structured tenant export (see "Export" above) remains available. Only new actions that exceed the limit may be temporarily blocked.

Enterprise

There is no public fixed price and no self-service checkout for Enterprise. Prices, limits, and optional individual SLA, support, and retention rules are agreed directly and individually.

Add-ons

Individual limits (e.g., original photo retention period) can be extended independently of the base package via add-ons. An add-on is not currently purchased via self-service, but is administratively activated upon request via `billing@formdiaproperty.com` and paid in advance; if activated during a running period, it is billed pro rata for the remainder of that period, with no refund upon the add-on's end.

Additional Services

Additional services such as individual onboarding, data migration, training, customer-specific configuration, or integration work are not included in the standard subscription and are provided only upon separate offer and express engagement, either at a fixed price or based on effort.

End of Contract / Grace Period

After the end of the contract, Formdia Property continues to grant read and export access to the company account for 30 days, including login, photo/PDF retrieval, and data export. New cases or content changes are no longer possible during this time. After the 30 days expire, access is restricted; immediate complete deletion of all data does not occur automatically at this point. As a target policy, it is intended that a further, internally restricted retention phase of 60 days follows, after which operational data is deleted (from day 90 after the end of the contract onward), with a possible technical backup residual period of up to a further 30 days. Coming Soon: these phases after day 30, as well as the automated complete deletion, are set as a rule but are not yet technically fully automated.

A restriction of access due to outstanding payment is something different from an end of contract: it does not lead into the grace period, does not affect Customer Data, and ends with full settlement of payment through restoration of full access.

Billing and Termination

The agreed starting payment method is an invoice by bank transfer with advance payment and a 10-day payment term. Formdia Property is operated by Formdia GmbH, Frohheimstrasse 8, 9325 Roggwil TG, Switzerland; invoice inquiries are handled via `billing@formdiaproperty.com`. The operator's VAT number is known; the specific productive tax rate still needs to be confirmed on the merits before genuine invoicing. QR-bill, credit card, and TWINT are not active. A paid subscription renews automatically for a further monthly or annual period, unless terminated in time. Terminations take effect, for monthly or annual billing respectively, at the end of the current paid period, without pro-rata refund. Termination shall be effected electronically via the customer account once this function is technically available; until then, `billing@formdiaproperty.com` or `support@formdiaproperty.com` is provided for this purpose. Termination by letter is not required. The first payment reminder, second reminder, and a reactivation after settlement of payment are currently free of charge.

Support

Standard support is provided by email and, once publicly activated, via the web form. Processing takes place on business days; a target response time of 1–2 business days is aimed for regular inquiries (best-effort target, not a guaranteed SLA), and critical security or access issues are prioritized. Individual support arrangements are possible for Enterprise customers. Coming Soon: a dedicated in-app support system and a public status page are not currently part of the platform.

Maintenance / Availability

Formdia Property endeavors to ensure high availability; planned maintenance work is announced appropriately where possible. A specific percentage availability guarantee is not assured at this time. For planned maintenance windows, a staged notice (approximately 30 minutes in advance, countdown starting 10 minutes in advance, heightened warning starting 2 minutes in advance, automatic saving of in-progress input) followed by a brief write lock is planned as the target procedure. Coming Soon: this procedure has not yet been technically implemented.

Coming Soon

The following features are prepared or planned but are not yet actively usable at the time of this text:

• automated, productively running original photo retention (cron)
• complete, bundled tenant ZIP export including all image/PDF binary files
• CSV export and archive export as a package feature (planned as a future feature in the product catalog, not currently functionally enabled)
• complete, automated total tenant deletion after the end of the contract
• self-service checkout, payment processing, and automated invoicing
• customer termination UI in the customer account (until then, termination takes place by email, see "Billing and Termination")
• public contact form (currently disabled by default)
• AI-assisted setup features
• offline synchronization
• global address lookup
• public in-app support system and public status page
• maintenance countdown with hard lock for planned maintenance windows

This text deliberately contains no pricing information; the Price and Service Terms apply for that purpose.