Privacy Policy

1.1 Account Information

When you create an account, we collect:

• Email address - For account identification and communications
• Password - Securely hashed using bcrypt (we never store plain text)
• Subscription plan - To manage your access and billing

1.2 Payment Information

Payment processing is handled entirely by Stripe, our payment processor. We do not store your credit card numbers, bank account details, or other financial information on our servers. We only receive:

• Stripe customer ID (for subscription management)
• Payment status and transaction history
• Last 4 digits of card (for your reference only)

1.3 Uploaded Content

When you use our service, we temporarily process:

• PDF files - Documents you upload for conversion
• Extracted content - Text, tables, and images from your PDFs
• Converted files - Output in your chosen formats (Excel, CSV, JSON, etc.)
• File metadata - Filename, page count, file size, processing status

1.4 Technical & Usage Data

We automatically collect:

• Coarse IP network prefixes in security event records (IPv4 /24 or IPv6 /48)
• Browser type, version, and device information
• Pages visited and features used
• API usage statistics and request logs
• Error logs for debugging and service improvement

We use your information for the following purposes:

3.1 Processing Workflow

• Browser uploads use HTTPS
• Processing occurs on our secure servers with access controls
• Standard conversion source PDFs are removed when processing finishes; abandoned uploads become eligible for cleanup after 24 hours, but physical deletion depends on the periodic/startup sweep and may be delayed while the application is offline
• Generated standard-conversion outputs expire 24 hours after job creation and are unavailable for download after expiry. Startup and periodic retention sweeps delete them; if the application is offline at expiry, physical cleanup runs on next startup. Statements to Ledger has a separate retention schedule described in Section 6.

3.2 What We Do NOT Do

• OpenAI API data is not used to train its models, as described in Section 4.1
• We do NOT share your file contents with third parties (except as needed for processing)
• We do NOT access your files unless required for technical support you request
• We do NOT sell or monetize your document data

3.3 Job History

We retain metadata about your processing jobs (filename, page count, status, timestamps) in your account history for your reference. This metadata does NOT include the actual content of your documents.

4.1 OpenAI Integration

We use OpenAI's API to process document content. OpenAI does not use API data to train its models and may retain it for up to 30 days for abuse monitoring unless longer retention is required by law.

• Standard conversions may send extracted text or CSV content using OpenAI's Chat Completions API
• Statements to Ledger may send extracted text or rendered page images using the same API
• PDF files are not uploaded through OpenAI's Files API

4.2 Other Service Providers

We implement comprehensive security measures to protect your data:

Storage may use the local filesystem or private object storage. We have not independently verified encryption at rest across these storage modes; do not assume files are encrypted at rest.

Additional Security Measures

• JWT-based authentication with secure token expiry
• API key hashing (keys are never stored in plain text)
• Rate limiting to prevent abuse (100 req/min)
• Security headers (HSTS, CSP, X-Frame-Options)
• Regular security audits and vulnerability scanning
• Incident response procedures and monitoring

While we implement industry-standard security measures, no system is 100% secure. We encourage you to use strong passwords and protect your account credentials.

We retain different types of data for different periods:

Security event logs are retained for 90 days. They store coarse IP network prefixes (IPv4 /24 or IPv6 /48), not full IP addresses, and do not include uploaded filenames. Rate limiting uses the full client IP only in the in-memory limiter for the active rate-limit window; that value is not written to security event logs.

The Statements to Ledger retention schedule is separate from standard PDF conversion file retention. You can also delete a ledger batch sooner. See the Statements to Ledger security and data handling page for details.

You can request account deletion from Settings. Once deletion is complete, your statements, extracted data and API keys are deleted. We retain the payment and audit records needed for accounting and disputes, plus temporary records needed to complete file cleanup and send your deletion confirmation. Backups are overwritten within 7 days.

You have the following rights regarding your personal data:

To exercise these rights, contact us at privacy@pdfdrill.com. We will respond within 30 days.

Our servers are located in the United States. If you are accessing the Service from outside the US, your data may be transferred to, stored, and processed in the US.

Service providers may process data under their own terms. OpenAI API data handling and retention are described in Section 4.1. Contact us before uploading if you have specific international transfer requirements.

If you are located in the European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR):

Legal Basis for Processing

• Contract Performance: Processing necessary to provide the Service you requested
• Legitimate Interests: Service improvement, security, and fraud prevention
• Consent: Marketing communications (which you can withdraw anytime)
• Legal Obligation: Compliance with tax and regulatory requirements

Data Controller

PDFDrill acts as the data controller for personal information collected through the Service. For questions about GDPR compliance, contact our Data Protection contact at privacy@pdfdrill.com.

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

• Right to Know: What personal information we collect, use, and disclose
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: We do NOT sell personal information
• Right to Non-Discrimination: Equal service regardless of privacy choices

To exercise these rights, contact us at privacy@pdfdrill.com.

We use minimal, essential cookies for:

• Authentication: Keep you logged in during your session
• Security: Prevent CSRF attacks and unauthorized access
• Preferences: Remember your settings and choices

We do NOT use third-party advertising cookies, tracking pixels, or social media widgets that track your activity across websites.

PDFDrill is not intended for users under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 16, we will take steps to delete it promptly.

If you believe a child has provided us with personal information, please contact us at privacy@pdfdrill.com.

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we make material changes:

• We will update the "Last Updated" date at the top of this page
• We will notify you by email for significant changes
• We may display a notice within the Service

We encourage you to review this Privacy Policy periodically. Your continued use of the Service after changes constitutes acceptance of the updated policy.

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