At PO PDF Extractor, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.
1. Information We Collect
1.1 Information You Provide
- Account Information: When you register, we collect your company name, username, email address, and password.
- Payment Information: Payment details are processed and stored securely by Square, our payment processor. We only store the last 4 digits of your card, card brand, and expiration date for display purposes.
- Document Data: PDF files you upload for extraction are processed by AI services (OpenAI or Anthropic Claude) and the extracted data is stored in your account.
1.2 Automatically Collected Information
- Usage Data: We collect information about how you interact with our service, including PDFs processed, line items extracted, and time saved.
- Log Data: Our servers automatically record information including your IP address, browser type, operating system, and access times.
- Cookies: We use cookies to maintain your login session and remember your preferences.
2. How We Use Your Information
We use the collected information to:
- Provide, maintain, and improve our service
- Process your PDF documents and extract purchase order data
- Manage your account and subscription
- Process payments and prevent fraud
- Send you service-related communications (e.g., trial reminders, payment notifications)
- Monitor usage and enforce subscription limits
- Analyze usage patterns to improve our service
- Comply with legal obligations
3. How We Share Your Information
We do not sell your personal information. We may share your information with:
- AI Service Providers: PDF content is sent to OpenAI or Anthropic Claude (based on your selection) for data extraction. These services have their own privacy policies.
- Payment Processor: Square processes all payments. They may collect and process payment information according to their privacy policy.
- Legal Requirements: We may disclose information if required by law or to protect our rights and safety.
4. Data Security
We implement appropriate technical and organizational measures to protect your information:
- All data transmission is encrypted using SSL/TLS
- Passwords are hashed using industry-standard methods
- Payment information is handled by PCI-DSS compliant processors
- Access to personal data is restricted to authorized personnel only
- Regular security assessments and updates
However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
5. Data Retention
We retain your information for as long as your account is active or as needed to provide services. Specifically:
- Account Data: Retained until account deletion
- Extracted Data: Retained until you delete it or close your account
- Payment Records: Retained for 7 years for tax and accounting purposes
- Usage Logs: Retained for 12 months
After subscription cancellation, you have a 30-day grace period to access your data before permanent deletion.
6. Your Rights (GDPR Compliance)
If you are a resident of the UK or European Economic Area, you have the following rights:
- Access: Request copies of your personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data
- Restriction: Request restriction of processing
- Portability: Request transfer of your data to another service
- Objection: Object to our processing of your data
- Withdraw Consent: Withdraw consent at any time
To exercise these rights, please contact us at the email address below.
7. Cookies Policy
We use the following types of cookies:
- Essential Cookies: Required for authentication and basic functionality
- Preference Cookies: Remember your settings and choices
- Analytics Cookies: Help us understand how you use our service
You can control cookies through your browser settings, but disabling essential cookies may affect functionality.
8. Third-Party Services
Our service integrates with:
- OpenAI: AI-powered PDF extraction (Privacy Policy: openai.com/privacy)
- Anthropic Claude: AI-powered PDF extraction (Privacy Policy: anthropic.com/privacy)
- Square: Payment processing (Privacy Policy: squareup.com/legal/privacy)
9. Children's Privacy
Our service is not directed to individuals under 18. We do not knowingly collect information from children.
10. International Data Transfers
Your information may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place for such transfers.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through our service. Continued use after changes constitutes acceptance.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
- Email: privacy@popdfextractor.com
- Address: [Your Company Address]