Frequently Asked Questions

A protocol makes the condition of an asset at a specific moment traceable: what was there, how it looked, which defects existed, and who confirmed it. That protects economic value — whether for a home, vehicle, machine, or facility — because disputes, uncertainty, and costly rework often stem from missing or contradictory documentation. Clear evidence reduces deposit conflicts, unplanned renovations, and long disagreements. Protocol helps you create this documentation professionally, consistently, and with long-term archiving.

For owners, landlords, and managers, a professional protocol is visible proof that the asset is handled with care. Documented condition at move-in and move-out protects substance value because later no one has to argue from memory about “old” versus “new” damage — evidence is on record. That builds trust during tenant turnover, simplifies deposit settlements, and grounds insurance and contractor decisions in facts. Consistent documentation positions you as a reliable partner; that can shorten vacancy, lower turnover cost, and show that maintenance and handover processes are run seriously — a direct contribution to preserving asset value.

For tenants and other users, a complete protocol creates clarity: the condition of the home, facility, or asset is agreed and traceable — rooms, fixtures, meter readings, and documented defects, not just verbal promises. At move-in you know what you take on; during use you know what care and reporting standard applies; at move-out you know what you may be accountable for. When the baseline is well known to everyone, it is easier to keep the place in good order within what was agreed, avoid preventable wear, and raise issues early instead of fighting costly disputes later. Fairness and predictability support respectful use of the asset — to everyone’s benefit.

Yes — and it is often underestimated. Much material and energy use happens when damage is found too late, responsibilities stay vague, or whole areas are stripped and rebuilt “just in case.” Documenting handovers and inspections surfaces defects earlier so you can repair locally instead of gutting large areas. That means less unnecessary demolition of floors, walls, fittings, and plant, less haulage and disposal, and less replacement purchasing. Buildings, equipment, and machinery stay in service longer; environmental impact falls while economic value is preserved. Protocols are not only contract and dispute protection — they also support resource-conscious stewardship.

Protocol combines on-site capture (including offline), checklists, media, digital signature, and tamper-evident archiving in one flow. After completion, everyone involved receives traceable documents via link, PDF, or email — a solid basis for years ahead. What might otherwise stay at “we agreed verbally” becomes documented, retrievable proof that protects value, builds trust, and avoids expensive misunderstandings.

Protocol is software from deep.rent GmbH for structured documentation of objects, assets, and processes: digital protocols, checklists, photos, videos, signatures, PDF export, and long-term archive. It supports handovers, inspections, expert reports, maintenance and damage reports across many industries.

Including real estate (handover, takeback, deposit settlement), construction and machinery, vehicles, vessels, aviation, agriculture, industry, and special sectors. Per occasion you choose category, object type, and checklists — see the homepage sections on object types and occasions.

Yes. On-site capture — areas, equipment, checklists, photos, and videos — can be done offline. After sync, data is available for review, signature, and completion.

After signature and completion, all data is stored in a tamper-evident cloud archive. Participants receive access via link; web view, PDF, print, and email delivery are also available.

Recipients get a web link and enter data, photos, and answers in the browser — without a joint on-site appointment. The finished protocol is imported automatically. Learn more at /en/self-service-feature.

Protocol runs in the browser and as apps for iOS, Android, and Windows. Sign up and log in via the web app; download links are in the site footer.

The help center at /en/support covers registration, objects, protocol creation, archive, billing, integrations, and typical workflows.

Yes. In addition to FLEX (pure pay-per-use), license packages with a monthly base price and included protocol allowance are available (STARTER, TEAM, PROFESSIONAL, PORTFOLIO). The price calculator shows two variants in parallel: FLEX/pay-per-use and the matching package variant based on your monthly volume.

Billing is monthly based on protocols actually completed. In the package variant, the included allowance is applied first; only excess protocols are charged additionally pay-per-use. The calculator reflects this automatically (e.g. STARTER with 10 included — at 12, 2 are billed additionally). Invoices are issued electronically; we accept SEPA direct debit or credit card.

The FLEX model has no separate trial period, as it can be used permanently as pay-per-use without a monthly base fee. For license packages (STARTER, TEAM, PROFESSIONAL, PORTFOLIO) we offer a 14-day free trial.

The FLEX model includes 750 MB of storage. License packages include more storage depending on the plan (e.g. STARTER, TEAM, PROFESSIONAL, PORTFOLIO with increasing included storage). Once the available storage allowance is reached, no further data can be stored. You will receive a notice and can either switch to a package with more included storage, add storage as a monthly storage package, or delete archive and protocol data you no longer need to free up space. Protocols already created are not lost; affected protocols can be completed at any time after storage is freed or expanded.

FLEX: cancellation and plan changes are possible at any time. STARTER, TEAM, PROFESSIONAL, PORTFOLIO: minimum term of 3 months (plan is bound during this period). Upgrades to a higher plan are possible at any time; downgrades and cancellation only after the 3-month binding period ends. Optionally booked additional storage packages are billed monthly regardless, as long as they remain active.

The size of a protocol depends mainly on the number and quality of stored photos, videos, and documents. The following settings can significantly reduce storage needs: use as few videos as possible, since they require much more storage than photos. Reduce photo quality in the app settings if needed — medium quality is sufficient for most protocols. Use retention periods to automatically remove older or no longer needed protocols. Delete contacts or objects you no longer need; associated protocols can be cleaned up automatically. Regular archive cleanup helps keep storage needs low.

Yes. Protocol can connect to supported third-party systems to import master data and push finished protocols back — less duplicate entry and more consistent records. See /en/integrations and the help center at /en/support for available connectors and setup steps.

API keys are stored encrypted on the server. Access runs through secured backend endpoints with minimal permissions.

Protocols, images, and files are stored in tamper-evident S3 storage — versioned with Object Lock (write-once-read-many) so stored data cannot be silently overwritten. Details: /en/compliance.

Cryptographic checksums are created when files are captured. They act as a digital fingerprint to verify files still match their original state.

Yes. Retention periods per protocol type, automatic inactivation, targeted deletion of inactive protocols, and a rights model with admin-controlled deletion support data minimisation and erasure duties. DPA and TOMs: /en/avv and /en/toms.

Admin and user: administrators have full access including settings; users cannot delete protocols, objects, or contacts or change central settings — for clear accountability.

Protocols can be signed with a simple digital signature and eIDAS timestamp. The signing time is recorded in a tamper-evident way and linked to the document.

Cloud infrastructure aligns with recognised standards (including ISO/IEC 27001, SOC 2 Type II, Tier III+ data centres) with European data protection requirements. More at /en/compliance.