Privacy Policy

Last updated: January 23, 2025

1. Introduction

FlexiDoc ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document processing and conversion service ("Service").

2. Information We Collect

Personal Information

When you register for an account, we collect:

  • Name and email address
  • Company name (optional)
  • Billing information (processed securely through our payment providers)
  • Account credentials

Usage Information

We automatically collect:

  • API usage statistics and conversion metrics
  • IP addresses and browser information
  • Device information and operating system
  • Conversion history and file metadata (not file contents)

File Data

We temporarily process your PDF files to provide conversion services. Files are automatically deleted after processing according to our data retention policy.

3. How We Use Your Information

We use your information to:

  • Provide and maintain our Service
  • Process your conversions and manage your account
  • Send service-related notifications and updates
  • Respond to customer support requests
  • Monitor and analyze usage patterns to improve our Service
  • Detect and prevent fraudulent or unauthorized use
  • Comply with legal obligations

4. Data Security

We implement industry-standard security measures to protect your data:

  • Encryption in transit (TLS/SSL) and at rest
  • Regular security audits and vulnerability assessments
  • Access controls and authentication mechanisms
  • Secure data centers with physical security measures
  • Regular backups and disaster recovery procedures

5. Data Retention

We retain your data for different periods depending on the type:

  • Uploaded Files: Automatically deleted within 24 hours after conversion
  • Converted Files: Available for download for 7 days, then permanently deleted
  • Account Information: Retained while your account is active
  • Usage Logs: Retained for 90 days for security and analytics purposes

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

  • With service providers who assist in operating our Service (e.g., cloud storage, payment processing)
  • To comply with legal obligations or respond to lawful requests
  • To protect our rights, privacy, safety, or property
  • In connection with a business transfer, merger, or acquisition

7. Third-Party Services

Our Service integrates with third-party services that may collect information:

  • Payment Processors: Stripe for payment processing
  • Cloud Services: AWS, DigitalOcean for file storage
  • Analytics: Google Analytics for usage insights
  • AI Services: Anthropic Claude for document processing

These services have their own privacy policies governing the use of your information.

8. Cookies and Tracking

We use cookies and similar tracking technologies to:

  • Maintain your session and authentication state
  • Remember your preferences and settings
  • Analyze usage patterns and improve our Service
  • Prevent fraud and enhance security

You can control cookie settings through your browser, but disabling cookies may limit functionality.

9. Your Rights and Choices

You have the right to:

  • Access: Request a copy of your personal information
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your account and data
  • Portability: Receive your data in a structured format
  • Opt-out: Unsubscribe from marketing communications

To exercise these rights, contact us at [email protected].

10. GDPR Compliance

For users in the European Economic Area (EEA), we process personal data under the following legal bases:

  • Performance of contract for providing our services
  • Legitimate interests for improving and securing our Service
  • Compliance with legal obligations
  • Consent for marketing communications

11. CCPA Compliance

California residents have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of the sale of personal information (we do not sell data)
  • Right to non-discrimination for exercising privacy rights

12. Children's Privacy

Our Service is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If we discover that a child has provided us with personal information, we will delete such information immediately.

13. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses and data processing agreements.

14. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. We recommend reviewing this policy regularly.

15. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: [email protected]
Data Protection Officer: [email protected]
Address: FlexiDoc, Inc.
123 Tech Street
San Francisco, CA 94105
Phone: +1 (555) 123-4567

By using our Service, you acknowledge that you have read and understand this Privacy Policy and our Terms of Service.