Privacy Policy

Information We Collect

Documents and Files

When you use our service, you may upload documents, images, and other files for processing. These files are temporarily stored on our secure servers only for the duration necessary to complete the requested processing operations. We do not access, read, or analyze the content of your files for any purpose other than providing the requested processing services.

Technical Information

We automatically collect certain technical information when you use our service, including:

• IP address and general location information
• Browser type, version, and operating system
• Device type and screen resolution
• Referring website and pages visited
• Date and time of access
• Processing times and system performance metrics
• Error logs and diagnostic information for troubleshooting

Usage Information

We collect information about how you use our service, including:

• Types of files processed and conversion operations performed
• Feature usage patterns and preferences
• Processing frequency and volume
• User interface interactions and navigation patterns
• Service performance and response times

Contact Information

If you contact us for support or create an account, we may collect:

• Email address
• Name (if provided voluntarily)
• Phone number (if provided for support purposes)
• Communication preferences and history
• Support ticket information and correspondence

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and analyze website usage. For detailed information about our cookie practices, please refer to our Cookie Policy.

How We Use Your Information

We use the information we collect for the following purposes:

• Process your documents and provide conversion services as requested
• Maintain and improve our service quality and performance
• Provide customer support and respond to inquiries
• Monitor system performance and identify technical issues
• Detect and prevent fraud, abuse, or security threats
• Comply with legal obligations and regulatory requirements
• Send important service updates and notifications
• Analyze usage patterns to enhance user experience
• Develop new features and improve existing functionality

We do not use your documents or files for any purpose other than providing the requested processing services. We do not analyze, read, or extract content from your files for marketing, advertising, or other commercial purposes.

Data Security and File Handling

Secure Processing Environment

All files are processed on secure, US-based servers with enterprise-grade security measures including:

• SSL/TLS encryption for all data transfers and communications
• AES-256 encryption for data at rest during processing
• Multi-factor authentication and access controls
• Regular security audits and vulnerability assessments
• Network firewalls and intrusion detection systems
• Secure data centers with physical access controls
• Regular backup and disaster recovery procedures

Automatic File Deletion

Your files are automatically and permanently deleted from our servers within 24 hours of processing completion. We implement secure deletion procedures that ensure files cannot be recovered after deletion. We do not maintain copies of your documents or create backups for storage purposes.

No Long-term Storage

PhoPDF does not store your documents long-term. Our system is designed to process files and immediately make them available for download, after which they are permanently removed from our infrastructure. This approach minimizes data exposure and ensures your privacy.

Data Breach Response

In the unlikely event of a data breach, we have established procedures to quickly identify, contain, and address the issue. We will notify affected users and relevant authorities as required by applicable laws and regulations.

Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information or documents to third parties for commercial purposes. We may share information only in the following limited circumstances:

• Service Providers: With trusted third-party service providers who assist in operating our platform, subject to strict confidentiality agreements and data protection requirements
• Legal Requirements: When required by law, court order, subpoena, or government regulation
• Safety and Security: To protect the rights, property, or safety of PhoPDF, our users, or others, including fraud prevention
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with advance notice to users and continued protection of personal information
• Consent: With your explicit consent for specific purposes

Any third parties we work with are required to maintain the same level of data protection and security standards that we uphold.

Your Rights and Choices

Data Subject Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access information we have about you and obtain a copy
• Correct inaccurate or incomplete information
• Request deletion of your personal information
• Object to processing of your personal information
• Request restriction of processing under certain circumstances
• Request data portability in a structured, machine-readable format
• Withdraw consent where processing is based on consent
• Lodge a complaint with a supervisory authority

Communication Preferences

You can opt out of non-essential communications at any time by contacting us directly or using unsubscribe links in our emails. Please note that you may still receive important service-related communications.

Cookie Management

You can manage your cookie preferences through your browser settings or our cookie preference center. Please refer to our Cookie Policy for detailed information about cookie management options.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Our retention practices include:

• Processed Files: Automatically deleted within 24 hours
• Technical Logs: Retained for up to 90 days for security and performance monitoring
• Support Communications: Retained for up to 3 years for quality assurance and legal compliance
• Account Information: Retained while your account is active and for a reasonable period thereafter

When personal information is no longer needed, we securely delete or anonymize it in accordance with our data retention and deletion procedures.

International Data Transfers

PhoPDF is operated from the United States. If you are accessing our service from outside the US, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated.

By using our service, you consent to the transfer of your information to the United States. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards to protect your personal information.

For users in the European Economic Area (EEA), we rely on adequacy decisions, standard contractual clauses, or other appropriate safeguards approved by the European Commission for international data transfers.

Children's Privacy

Our service is not intended for children under 13 years of age (or 16 in the EEA). We do not knowingly collect personal information from children under the applicable age limit. If we become aware that we have collected personal information from a child under the applicable age, we will take steps to delete such information promptly.

If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately so we can take appropriate action.

Third-Party Links and Services

Our service may contain links to third-party websites or services that are not owned or controlled by PhoPDF. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

We may also integrate with third-party services to enhance our platform's functionality. Any such integrations are subject to strict data protection requirements and are disclosed in this Privacy Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page with an updated "Last updated" date
• Sending an email notification if you have provided your email address
• Displaying a prominent notice on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our service after any changes indicates your acceptance of the updated Privacy Policy.