This Privacy Policy describes how PolarPDF ("we", "us", or "our") collects, uses, and protects the personal information of users who access or use our website, web application, and related services (collectively, the "Service"). PolarPDF is a UK-based company providing document conversion tools and services worldwide.
1. Information We Collect
We may collect the following types of information:
- Account Information: When you register or subscribe, we collect your name, email address, account credentials, and billing information.
- Uploaded Files: When using our conversion tools, your uploaded documents are temporarily processed and automatically deleted after conversion or after a short retention period.
- Usage Data: We collect analytics data such as IP address, browser type, device information, access times, and pages viewed to help us improve the Service.
- Cookies and Tracking: We use cookies and similar technologies to enhance your experience, remember preferences, and analyze usage.
2. How We Use Your Information
We use collected information to:
- Provide, maintain, and improve our Service.
- Process conversions and deliver results.
- Communicate with you regarding your account or support requests.
- Send updates, offers, or service-related notifications (you can opt out anytime).
- Ensure compliance with applicable laws and prevent misuse or fraud.
3. Data Retention
Uploaded files are automatically deleted from our servers within 24 hrs after processing, unless explicitly stated otherwise for premium features. Account and billing data are retained as long as your account is active or as required for legal, accounting, or reporting obligations.
4. Legal Basis for Processing (UK & EU Users)
We process your personal data under the following lawful bases:
- Contractual necessity – to provide and manage your account and access to the Service.
- Consent – for optional communications, cookies, and marketing activities.
- Legitimate interests – to maintain and improve service quality and prevent abuse.
- Legal obligation – to comply with tax, accounting, and regulatory requirements.
5. Data Sharing and Transfers
We do not sell your personal data. We may share information with:
- Trusted service providers and hosting partners who process data on our behalf.
- Payment processors for billing and subscription management.
- Authorities, when required by law or to protect our rights.
Since PolarPDF serves users globally, your data may be transferred and processed outside the UK or EU. We ensure appropriate safeguards (such as Standard Contractual Clauses) are in place for such transfers.
6. Data Security
We implement technical and organizational measures to protect your data from unauthorized access, alteration, or disclosure. While we strive for industry-standard security, no online system can be 100% secure, and users share data at their own risk.
7. Your Rights (UK & EU Users)
You have the right to:
- Access, correct, or delete your personal data.
- Withdraw consent at any time where consent is the lawful basis for processing.
- Request data portability or restriction of processing.
- Lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data has been mishandled.
To exercise your rights, please contact us at info@polarpdf.com.
8. Children’s Privacy
Our Service is not intended for individuals under 16 years of age. We do not knowingly collect personal data from minors. If you believe a child has provided personal data, please contact us for immediate removal.
9. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website, and the “Last updated” date will be revised accordingly.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact:
PolarPDFUnited Kingdom
Email: info@polarpdf.com
Website: https://www.polarpdf.com