Frequently asked questions

Yes. Creating protocols, photos, signatures and PDF downloads are free of charge. If we ever introduce paid features, we will announce it in advance - the rules are described in the Terms of Service.

No. Only the landlord creates an account - they create the protocol and keep access to the document history. The tenant does not register: they join with a one-time code received from the landlord.

Yes. You fill in and sign the protocol side by side on two phones, so both people need the Stancja app. The install is free and the tenant does not create an account.

After creating a protocol the app shows a 6-character invite code (e.g. F7K92Q). Copy it or share it any way you like - text message, chat app, in person. The code also stays visible on the room list screen until the tenant joins.

On the sign-in screen choose “Got a code from the owner? Join here” and enter the 6-character code. You don’t create an account and you don’t set a password.

The most common reasons:

• The code is valid for 12 hours from the moment it was generated.
• The code is single-use - it stops working once the tenant has joined.
• The landlord generated a new code in the meantime, which invalidates the previous one.

Fix: ask the landlord to generate a new code (room list screen → invite code → generate new).

It stops working immediately. Always give the tenant the newest code.

This protects codes from being guessed. Wait a dozen minutes or so and enter the code again - ideally by pasting it, to avoid typos.

Yes - that is the whole point. Both parties see exactly the same thing and have full permissions: they can add rooms, checklist items and photos. Splitting the rooms between you works best. If both people edit the same field at the same time, the last change made is the one that is saved.

No. Stancja needs a connection - that is how both parties see the same data in real time and photos go straight to secure storage instead of waiting on the phone. On a weak signal a photo upload may fail; just retry from a better spot.

• 10 photos per room
• 1 photo per meter reading
• 1 photo per key / card / remote

Check the message shown next to the photo:

• “No connection to the server” - weak signal or no internet; try again.
• “60s limit exceeded” - very slow connection; change location or network.
• “The server rejected the photo” - the file is damaged or in an unsupported format; take the photo again.
• “Could not verify photo integrity” - the file checksum could not be calculated; take the photo again.

Yes. Every room type comes with a ready-made checklist, but you can remove items you don’t need and add your own. Each item is rated good / fair / damaged / not applicable and can carry a note. You can also add a comment to each room.

Meters (electricity, water, gas, heat or your own type) record the reading and its date together with a photo of the meter. Keys (key, card, remote, fob or your own type) document how many items and of what kind were handed over. Both end up in the final PDF.

The landlord only. Once they consider the protocol complete they move on to signatures, and the tenant is automatically taken to the document preview screen.

So that both parties sign a specific document, not an abstract form. Read it through - the signature areas are still empty frames at this point.

Yes, as long as nobody has signed yet. The landlord returns from the preview to the room list, you correct the data and go back to signatures. The tenant is then automatically taken back to editing.

You don’t have to. You can draw the signature on screen or switch to typing your full name. The signature screen works in landscape - turn the phone for more room.

Yes, but only before the other party signs. After that the protocol is closed and cannot be changed.

The protocol changes status to signed and becomes a read-only document - nobody can change its content any more. Each party can independently generate and download the final PDF with both signatures.

No. Stancja is a tool for documenting the condition of a property - a protocol with both signatures, photos and timestamps is evidential material, but a signature made in the app is not equivalent to a handwritten signature or a qualified electronic signature. It is best to attach the finished PDF to the tenancy agreement. Details are in the Terms of Service.

Once both parties have signed, open the protocol - you land on the export screen. You can share the PDF (email, chat, cloud) or save it to your device. Both parties have access to the same document.

The document is produced on the server and with many photos it can take a dozen seconds or so. If you see an error, use the “Generate again” button. If the problem persists, check your connection and try later - the protocol content is safe and the file can be generated as many times as you like.

Details of both parties, the property address, the date and type of protocol, all rooms with their checklists and comments, photo thumbnails, meter readings, the list of handed-over keys, both signatures and a technical footer with SHA-256 checksums of the photos and of the whole document. The checksums make it possible to show the file was not swapped afterwards.

Settings → Language (Polish, English, Ukrainian or follow the phone setting) and Theme (light, dark or system).

On the sign-in screen choose “Forgot your password?” and enter your account email address. We will send a code to set a new password. Check your spam folder if the message doesn’t arrive.

No. An account created via Apple or Google has no separate password - you always sign in with the same button. If you previously registered with the same, verified email and a password, the accounts are merged automatically. You can also set a password at any time via “Forgot your password?” on the sign-in screen - from then on both methods work.

There are two ways:

• In the app: Settings → Delete account. You confirm with your account password and deletion happens immediately.
• Via the website: stancja.app/usun-konto. You provide an email address and confirm deletion by clicking the link we send there. This is the route for people signing in with Apple or Google who have no password set.

What happens to the data:

• Draft protocols (and their photos) are permanently deleted.
• Signed protocols stay - they are also evidence for the other party, so nobody can delete them unilaterally. We keep them for 6 years, removing your personal data from the records. Legal basis: Art. 17(3)(e) GDPR.

Details in the Privacy Policy.

It depends on the stage:

• Protocol still in progress - you can cancel it directly in the app (Settings → delete protocol). It disappears for both parties along with the photos.
• Protocol already signed - file a request at stancja.app/usun-dane. You give the email address shown on the protocol and confirm it by clicking the link we send there. We will tell you what data we keep and for how long.

In private cloud storage with an external infrastructure provider - they are not publicly accessible. The app fetches them only through temporary, signed links granted to the parties of the protocol. PESEL numbers are stored encrypted.

To identify the parties to the document unambiguously - it is a standard element of a handover protocol. The number is encrypted and is not visible to anyone outside the parties to the protocol.

Inside the protocol use the report option next to a photo or next to the other party. The report reaches us and we review it manually. We do not tolerate illegal content - in particular material depicting child abuse.

The landlord can revoke the tenant’s access to the protocol (the block option on the protocol screen). A block can only be undone by inviting the tenant again with a code.

Write to hello@stancja.app - describe what you were doing, which screen the problem happened on and what message you saw. The app version number is at the bottom of the Settings screen; including it speeds up diagnosis.