Privacy Policy

PDFZyro is operated by [OWNER REVIEW: legal name of the company or person running PDFZyro], [OWNER REVIEW: registered address] ("PDFZyro", "we", "us"). We are the "controller" of the personal information described here, except for the documents and information you handle on behalf of others (see "Agreements you send" below).

Questions or requests about your privacy: indusmedline@gmail.com. [OWNER REVIEW: add a postal address and, if required, an EU/UK representative or data protection officer]

Your account. Your name, email address, a securely hashed version of your password (we never store the password itself), whether your email is verified, and, if you turn it on, your two-factor authentication settings (stored encrypted).

Your documents. The PDFs you upload or create, every version of them, your folders, comments, form fields, saved signatures and initials, Digital IDs (certificates you upload or create; their private keys are encrypted and their passwords are never stored), and files you upload only to convert. We keep every version because PDFZyro never changes an original.

Search index. So you can search inside your documents, we keep the text of their pages encrypted, plus scrambled codes for the words (not readable text). Text recognized in scans (OCR) is treated the same way.

Signing records. When you sign a document or someone signs one you sent, we record who signed, their email, when, how they were identified (for example an email link, access code or text-message code), their IP address and browser, their agreement to sign electronically, and fingerprints (SHA-256) of the files. These records make electronic signatures hold up and are part of the audit trail and the certificate of completion.

Signed-in devices. For each place you're signed in: the browser and operating system it reports, its IP address, and when you signed in and were last active. We don't look up locations from IP addresses.

Messages you send us through Contact support go straight to our support inbox by email; we don't keep a copy in PDFZyro.

Usage and security information. Records of background tasks (what kind of task, when, whether it worked; never document contents), counts used for rate limits (for example how many AI questions you asked today), and server logs needed to keep the service running and secure. We never write the contents of your documents to logs. When our staff act on an account (for example give a free plan or disable an account), the action, the account's email and the reason are recorded in an internal audit log.

Payments. When you choose a paid plan, our payment provider, Stripe, collects your card details and billing address on its own pages; PDFZyro never sees or stores your card number. We keep your plan, its status (trial, active, payment overdue, canceled), renewal and trial dates, the number of seats, your Stripe customer number, and a list of your invoices (number, date, amount, status and a link to Stripe's copy). For a Day Pass or Week Pass (a one-time payment) we keep which pass, when it starts and ends, the amount, whether it was refunded, Stripe's payment reference and a link to Stripe's receipt; your card is used for that one payment only and is not saved for later. We also count what you use against your plan's limits (tasks per day, signature requests per month, storage), never the contents. [OWNER REVIEW: confirm the payment wording, how long billing records are kept for tax and accounting, and whether Stripe Tax collects addresses in your markets (open question 56)]

• To provide PDFZyro (performing our contract with you): storing and processing your documents, sending signature requests, emails and codes you ask for.
• To keep accounts and documents safe (our legitimate interest, and yours): sign-in checks, two-factor authentication, rate limits, malware scanning of uploads, and investigating abuse.
• To make signatures legally reliable (legal obligations and legitimate interest): audit trails and certificates of completion.
• The AI assistant, only with your consent: see below.
• To communicate with you: account emails (verification, password resets, security notices) and answers to your support messages. [OWNER REVIEW: marketing emails: none today; decide whether to send any and how people opt in]

We do not sell or rent personal information, use it for advertising, or use your documents to train AI models.

"Ask AI" is off until you agree to how it works. When you use it, the text of the document you ask about (or the PDF itself, for scans) and your question are sent to Anthropic (the company that makes Claude) to produce the answer. According to Anthropic's commercial terms, content sent through its API is not used to train its models. [OWNER REVIEW: confirm Anthropic's current retention and training terms (open question 45)]

We store your conversation about a document encrypted with that document, so you can see it again; "Clear chat" deletes it. You can withdraw your consent at any time in Settings → AI assistant; nothing is sent after that. Site admins can also switch AI off for everyone.

We use a small number of service providers, only for the purposes listed:

• Hosting and storage: [OWNER REVIEW: database and file storage provider(s) and the countries they store data in (open question 4)]. Files are encrypted before they reach the storage provider.
• Resend: sends our emails (verification, password resets, signature requests, notices).
• Twilio: sends text-message codes when a sender asks for them to identify a signer.
• Anthropic: the AI assistant, only when you use it (see above).
• Stripe: our payment processor. It takes card payments, keeps your card details, handles invoices and receipts, and sends us the status of your plan. Stripe processes this information under its own privacy policy as well.

People you share with. When you send an agreement for signature, the recipients see the documents in that agreement, the names and emails of the other recipients, and the audit trail. When you sign someone else's agreement, the sender sees what you filled in and your signing record.

The law. We may disclose information if the law requires it, for example a valid court order, and will tell you first where we're allowed to. [OWNER REVIEW: wording for law-enforcement requests and business transfers (sale or merger)]

[OWNER REVIEW: international transfers: which safeguards apply (e.g. EU Standard Contractual Clauses) once the hosting countries are known]

When you send documents for signature, you decide who receives them and what they contain. For that information you are responsible for having the right to share it, and we process it on your behalf to deliver the service.

People who sign through PDFZyro don't need an account. We use their name, email, phone number (if the sender asked for text-message codes), IP address and browser only to deliver the request, confirm who they are and keep the audit trail. Signers can contact the sender, or us at indusmedline@gmail.com.

You decide who else can see your documents. When you share a document or folder with a person or a team, they can open it with the access you chose (view, comment or edit) until you remove it or it expires. When you invite someone by email, we send them an email with your name, the name of the document, folder or team, and your message. Someone without an account gets access only after they create one and verify that email address.

Anyone who has a share link you made can open that one document (view links don't need an account) until the link expires or you turn it off. We record when a link is opened and how many times, and wrong passwords, in the document's activity, without IP addresses.

Documents in a team belong to the team: its members see them according to their role, and its owners and admins can see each document's activity (who shared it, opened its links, saved versions or reviewed it, and when). When someone leaves a team, the documents stay with the team. Review requests and notifications contain names of people and documents, never their contents.

[OWNER REVIEW: confirm whether teams (business customers) make PDFZyro a data processor for their documents, and whether a data processing agreement is offered]

• Every stored file is encrypted with its own key (AES-256-GCM) before it's stored.
• Only your account can open your documents; every request is checked against your account.
• Download links expire after a few minutes and only work for the account they were made for.
• Uploads are scanned for malware.
• Passwords are hashed; two-factor authentication is available for every account.
• New passwords are checked against passwords known from data breaches with the Have I Been Pwned "Pwned Passwords" service: only the first 5 characters of a one-way hash of the password are sent, never the password itself, so the service can't tell what it is. [OWNER REVIEW: name Have I Been Pwned (Troy Hunt / Cloudflare) as a provider if counsel prefers]
• To stop automated abuse, forms such as sign-up ask your browser to solve a small puzzle by itself (no data leaves our servers for this). [OWNER REVIEW: if Cloudflare Turnstile is used instead (open question 70), name Cloudflare: it then sees your IP address and browser details to tell people from bots]
• We keep a security log of your account (sign-ins and failed attempts with IP address and browser, password and two-factor changes) so you can review it in Privacy & security, and we email you about sign-ins from a new device or network.
• Finished signed documents are sealed so that any later change is detectable.

• Your documents and versions: until you delete them. Deleted documents go to the trash first and are removed for good when you choose "Delete forever" or delete your account. [OWNER REVIEW: decide whether the trash empties itself after a period (e.g. 30 days)]
• Converted files waiting to be downloaded: 24 hours. "Download my data" files: 24 hours. Comparisons: 30 days. Background-task records: 30 days. AI usage counts: 90 days.
• Signing records and audit trails: with the agreement or document, and deleted when you delete it or your account. [OWNER REVIEW: retention period for signing records; whether some must be kept after an account is deleted for legal reasons (open questions 17 and 22)]
• Security log (sign-ins, failed attempts, password and two-factor changes, with IP address and browser): 180 days, and deleted with your account. [OWNER REVIEW: confirm the security log retention (open question 79)] Abuse reports (what was reported, the reason, and the reporter's IP address and optional email): until reviewed, then [OWNER REVIEW: retention period for abuse reports].
• Your account: until you delete it. When you do, we delete your documents, every version, every file and every record linked to your account within minutes, and keep only a record that an account was deleted (when, and how many items), with no name or email.
• Backups: [OWNER REVIEW: backup schedule and how long backups are kept before deleted data disappears from them too]

You can, at any time and without asking us:

• Access and download your information: Privacy & security → Download my data gives you a zip with every document and version, your account details, agreements, signatures and more.
• Correct your name in Settings; contact us to change your email address.
• Delete documents (Trash → Delete forever) or your whole account (Privacy & security → Delete account).
• Withdraw consent to the AI assistant in Settings → AI assistant.
• See and sign out the devices where you're signed in (Privacy & security → Signed-in devices).

Depending on where you live, you may also have the right to object to or restrict some uses, to data portability, and to complain to your data protection authority. Contact us at indusmedline@gmail.com; we answer within 30 days. [OWNER REVIEW: list the jurisdictions you serve (e.g. GDPR, UK GDPR, CCPA/CPRA) and any specific wording they require]

PDFZyro uses only the cookies it needs to work, and no advertising or analytics cookies:

• Sign-in cookies that keep you signed in, remember "keep me signed in", and carry a sign-in through the two-factor step.
• A signer cookie on the signing pages, so a person signing an agreement stays identified while they sign.
• Preference cookies for your theme (light or dark) and how lists are shown.

Your browser's local storage also remembers a few tool preferences on your device (for example your last stamp style or OCR languages). Because these are all strictly necessary or simple preferences, we don't show a cookie banner. [OWNER REVIEW: confirm no consent banner is needed in the markets you serve]

PDFZyro is not meant for children. You must be at least [OWNER REVIEW: minimum age, e.g. 16 (or 13 in the US)] to create an account. If you believe a child has given us personal information, contact us and we will delete it.

We'll update this policy when our practices change and show the date at the top. If a change is significant, we'll tell you by email or in the app before it takes effect.

Questions, requests or complaints about privacy: indusmedline@gmail.com. You can also use Help → Contact support when signed in. See also our Terms of Service.