Privacy Policy

Introduction

At pdflab.pro, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. Please read this privacy policy carefully.

By using pdflab.pro, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our service.

1. Information We Collect

1.1 Personal Information

When you create an account, we collect:

• Name: First and last name
• Email Address: For account creation and communication
• Password: Encrypted and stored securely
• Payment Information: Processed securely through PayFast (we do not store card details). Subscription amounts are displayed in USD but billed in ZAR (South African Rand) through PayFast.

1.2 File Data

When you use our conversion services:

• Uploaded Files: PDFs and documents you upload for processing
• Converted Files: Output files generated by our service
• File Metadata: File names, sizes, formats, and upload timestamps

Important: All uploaded and converted files are automatically deleted from our servers within 24 hours of processing. We do not permanently store your file contents.

1.3 Usage Data

We automatically collect certain information when you use the service:

• Device Information: Browser type, operating system, device type
• IP Address: For security and fraud prevention
• Usage Statistics: Conversion counts, feature usage, page views
• Cookies: Session cookies for authentication and preferences

2. How We Use Your Information

We use the collected information for:

• Service Provision: To provide, maintain, and improve our PDF conversion services
• Account Management: To create and manage your user account
• Payment Processing: To process subscription payments and billing
• Communication: To send service updates, security alerts, and support messages
• Usage Limits: To enforce subscription tiers and usage limits
• Security: To detect and prevent fraud, abuse, and security threats
• Analytics: To understand how users interact with our service and improve user experience
• Legal Compliance: To comply with legal obligations and enforce our Terms of Service

3. File Processing and Storage

3.1 Temporary Processing

When you upload a file:

1. File is securely uploaded to our server via HTTPS
2. File is processed in memory or temporary storage
3. Converted file is generated and made available for download
4. Both original and converted files are deleted within 24 hours

3.2 No Long-Term Storage

We DO NOT:

• Permanently store your uploaded files
• Use your files for training AI models
• Share your file contents with third parties
• Analyze file contents except as necessary for conversion

3.3 Metadata Retention

We retain limited metadata (file name, size, timestamp) for:

• Usage statistics and billing
• Service improvement and analytics
• Fraud prevention and security monitoring

File contents are NOT retained beyond the 24-hour processing window.

4. How We Share Your Information

We do not sell your personal information. We may share information with:

4.1 Service Providers

• PayFast: For payment processing in ZAR (subject to PayFast's privacy policy)
• CloudConvert: For PDF conversion and optimization processing (subject to CloudConvert's privacy policy). Files are processed securely and deleted after conversion.
• Hosting Providers: For server infrastructure (Hostinger VPS with SSL encryption)
• Analytics Services: For usage analytics (anonymized where possible)

4.2 Legal Requirements

We may disclose information if required to:

• Comply with legal obligations or court orders
• Protect our rights, property, or safety
• Investigate fraud or security issues
• Prevent harm to users or the public

4.3 Business Transfers

If pdflab.pro is involved in a merger, acquisition, or sale, your information may be transferred. We will notify you before your information is transferred and becomes subject to a different privacy policy.

5. Data Security

We implement security measures to protect your information:

• Encryption: TLS 1.3 for all data transmission, AES-256 encryption at rest
• Password Security: Passwords are hashed using bcrypt with salt rounds
• Access Controls: Limited employee access to personal data, zero access to file contents
• Automatic Deletion: Files deleted within 24 hours of processing
• Regular Audits: Security assessments and vulnerability testing
• Infrastructure Security: Hardened VPS with fail2ban, UFW firewall, and auto-updates

Important: No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Your Privacy Rights

6.1 General Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data
• Portability: Export your data in a machine-readable format
• Objection: Object to certain data processing activities

6.2 GDPR Rights (EU Users)

If you are in the European Union, you have additional rights under GDPR:

• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority
• Right to restriction of processing

6.3 CCPA Rights (California Users)

If you are a California resident, you have rights under 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 your data)
• Right to non-discrimination for exercising your rights

6.4 Exercising Your Rights

To exercise any of these rights, contact us at: privacy@pdflab.pro

We will respond to your request within 30 days.

7. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication and security
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Understand how users interact with our service

You can control cookies through your browser settings. However, disabling essential cookies may affect service functionality.

8. Data Retention

We retain different types of data for varying periods:

9. Children's Privacy

pdflab.pro is not intended for users under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected information from a child under 16, please contact us immediately at privacy@pdflab.pro.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:

• Standard contractual clauses approved by the European Commission
• Adequacy decisions for data transfers
• Encryption during transmission and storage

11. Third-Party Links

Our service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending an email notification (for material changes)

Continued use of the service after changes constitutes acceptance of the updated Privacy Policy.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data:

We will respond to your inquiries within 30 days.

14. Legal Basis for Processing (GDPR)

For EU users, we process your personal data under the following legal bases:

• Contract: Processing necessary to provide the service you signed up for
• Consent: You have given clear consent for specific processing activities
• Legitimate Interest: For fraud prevention, security, and service improvement
• Legal Obligation: To comply with applicable laws and regulations