FilexFlow Privacy Policy

1. Scope and Data Controller

This Privacy Policy applies to your use of FilexFlow’s websites, file conversion services, APIs, and related features (collectively, the “Service”). It explains how we handle personal data in connection with the Service.

For purposes of data protection laws, FilexFlow acts as the data controller for personal data we collect directly from you when you use the Service.

2. Information We Collect

We collect only the information we need to operate the Service, process payments, secure the platform, and comply with legal obligations. This may include:

• Account information, such as your name, email address, password (hashed), and preferred language.
• Billing information, such as transaction identifiers, payment status, and limited billing details (processed via third-party payment providers).
• Usage data, such as IP address, device information, browser type, timestamps, and basic analytics about how you interact with the Service.
• Support information, such as messages you send via contact forms, email, or in-product feedback.

3. Files, Conversions, and Content

When you upload files for conversion, we process them solely to provide the Service. We do not use your files or outputs to profile you, build marketing audiences, or train unrelated products.

FilexFlow is not a long-term storage or archiving service. Original files and converted outputs are automatically deleted after processing completes and any short download window expires, subject to technical logs and backups retained for security and reliability.

4. How We Use Personal Data

We use personal data for the following purposes:

• To operate, maintain, and improve the Service, including processing file conversions and managing your account.
• To process payments, manage credits, and handle billing-related matters, in cooperation with payment providers.
• To secure the Service, prevent abuse and fraud, detect anomalies, and protect against unauthorized access.
• To communicate with you about important updates, security notices, support responses, and service-related messages.
• To comply with legal obligations, enforce our Terms of Service, and protect our rights and the rights of others.

5. Cookies and Similar Technologies

We may use cookies and similar technologies to keep you signed in, remember your preferences (such as language and theme), and understand how the Service is used.

Where required by law, we will obtain your consent before using non-essential cookies. You can usually control cookies through your browser settings, but disabling certain cookies may affect the functionality of the Service.

6. Legal Bases for Processing

Where data protection laws such as the GDPR apply, we process personal data based on one or more of the following legal bases:

• Performance of a contract, for example to provide the Service you requested and process your payments.
• Legitimate interests, such as securing the Service, improving reliability and performance, and preventing abuse.
• Compliance with legal obligations, such as record-keeping, tax, and regulatory requirements.
• Your consent, for example where we rely on opt-in mechanisms for certain cookies or communications.

7. Sharing of Information and Third Parties

We do not sell personal data. We may share limited personal data with trusted third parties who help us operate the Service, subject to appropriate contractual and security safeguards. This may include:

• Hosting and infrastructure providers that store and process data on our behalf.
• Payment processors that handle your payment information and transactions.
• Analytics and monitoring providers that help us understand performance, reliability, and security events.
• Professional advisors and legal authorities, where required to comply with laws or protect our rights.

8. International Data Transfers

The Service may involve processing of data in countries that have different data protection laws than your country of residence. Where required, we implement appropriate safeguards, such as standard contractual clauses or equivalent mechanisms, to protect personal data during international transfers.

9. Security

We use commercially reasonable technical and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.

However, no system can be guaranteed to be 100% secure. You are responsible for choosing a strong password, keeping your credentials confidential, and notifying us promptly if you suspect unauthorized access to your account.

10. Data Retention

We retain personal data only for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

File content and converted outputs are retained only for short periods to perform conversions and facilitate downloads, after which they are automatically deleted, subject to limited backups and logs maintained for security and reliability.

11. Your Rights and Choices

Depending on applicable law, you may have certain rights regarding your personal data, such as the right to access, correct, delete, or restrict processing of your data, and the right to data portability.

You may also have the right to object to certain processing, such as direct marketing, and the right to withdraw consent where processing is based on consent. To exercise your rights, you can contact us using the details in the “Contact” section below.

12. Children’s Privacy

The Service is not directed to children under the age of 16, and we do not knowingly collect personal data from children under 16. If we become aware that a child under 16 has provided us with personal data, we will take steps to delete such data where required by law.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice (for example, by email or through the Service).

Your continued use of the Service after the updated Privacy Policy becomes effective constitutes your acknowledgment and acceptance of the changes.

14. Contact

If you have questions or requests regarding this Privacy Policy or our data practices, you can contact us using the support form at filexflow.com/contact. Where required by law, you may also have the right to lodge a complaint with a data protection authority.