Privacy Policy

1. Who We Are

PDFFlex is an AI-powered PDF-to-CSV conversion platform for businesses. When we refer to "PDFFlex," "we," "us," or "our" in this policy, we mean the company operating this service. If you have questions about this policy, you can reach us through our Contact Us page.

2. Information We Collect

Account Information

When you create an account, we collect: your name, email address, phone number, and organization name. If you are invited to an existing organization, we collect the same information when you accept the invitation.

Payment Information

Billing is handled by Stripe, Inc. We do not store your full credit card number or payment card details on our servers. Stripe provides us with a payment token and basic billing summary (e.g., last four digits, card type, billing status). For details on how Stripe handles your payment data, see Stripe's Privacy Policy.

Uploaded Documents

To use PDFFlex, you upload PDF files (typically payroll reports or financial documents). These files are transmitted to our processing infrastructure and to our AI provider (Anthropic, PBC) for conversion. Files are stored temporarily during job processing and are accessible to you through your account for the duration of the job lifecycle.

We do not retain your uploaded PDF documents indefinitely. Documents are removed from our active systems after your job is complete or after a reasonable retention window tied to your account activity.

Usage and Technical Data

We collect standard technical data when you use the platform: IP addresses, browser type, operating system, pages visited, and actions taken within the app. This information helps us operate, improve, and secure the service.

Communications

If you contact us via our contact form or by email, we retain those communications in order to respond to you and maintain records of our support interactions.

3. How We Use Your Information

We use the information we collect to:

• Provide the service — process your PDF files and return converted CSV data
• Manage your account — authentication, 2FA, organization management, billing
• Communicate with you — send transactional emails (verification, 2FA codes, job notifications, billing receipts)
• Improve the platform — analyze usage patterns to identify bugs and prioritize features
• Ensure security — detect fraud, prevent abuse, and protect the integrity of the service
• Comply with legal obligations — respond to lawful requests and maintain required records

We do not use your uploaded PDF documents to train AI models. Your files are passed to Anthropic solely to execute your conversion request.

4. Third-Party Service Providers

We work with a small number of trusted third-party providers to operate PDFFlex. Each provider has access only to the data necessary for their specific function:

We do not sell your personal data to any third party, and we do not share it with advertisers.

5. Data Retention

We retain account information (name, email, organization details) for the duration of your account and for a reasonable period after termination, as required by law or our legitimate business interests.

Uploaded PDF files are retained for the duration of your active account. Upon account deletion, we will remove your data from our active systems within a reasonable timeframe. Some data may persist in encrypted backups for a limited period before being purged as part of our regular backup rotation cycle.

If you would like us to delete your data before account termination, please contact us and we will process your request.

6. Data Security

We take the security of your data seriously. PDFFlex uses industry-standard practices including:

• HTTPS encryption for all data in transit
• Two-factor authentication (2FA) for account access
• Role-based access controls within organizations
• Secure file storage through Files.com

No system is completely immune to security risks. If you believe your account has been compromised, contact us immediately.

7. Your Rights

You have the following rights with respect to your personal data:

• Access — you can view the account information we hold about you within your account settings
• Correction — you can update your account information at any time
• Deletion — you may request deletion of your account and associated data by contacting us
• Portability — you can export your converted CSV files directly from the platform
• Objection — you can contact us if you have concerns about how we are processing your data

If you are located in the European Economic Area (EEA) or the United Kingdom, you may have additional rights under the GDPR or UK GDPR. Please contact us to discuss these rights. Our legal basis for processing is primarily the performance of our contract with you and our legitimate interests in operating a secure, functional service.

8. Cookies

PDFFlex uses session cookies that are strictly necessary to keep you logged in and maintain your session state. We do not use advertising cookies or third-party tracking cookies. We do not use Google Analytics or similar cross-site tracking services within the logged-in product.

9. Children's Privacy

PDFFlex is a business-to-business platform not intended for use by individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us and we will take prompt steps to remove it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this page. For significant changes, we will notify you via email or an in-app notice. Continued use of PDFFlex after a policy update constitutes acceptance of the revised policy.

11. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal data, please reach out through our Contact Us page. We will respond to all legitimate privacy inquiries within a reasonable timeframe.