Privacy Policy

Information we collect

Your account

• Username, display name and, if you add one, your email address and whether it is verified.
• Your password, stored only as a salted scrypt hash. We cannot see it.
• Two-factor authentication settings: the authenticator secret (encrypted) and hashed recovery codes.
• When you agreed to these Terms and this Privacy Policy, and which version you agreed to.
• Your plan, storage add-ons and AI credit balance.

Documents and files

• PDF files, images and other documents that you upload, create or edit, and the results of tools you run. When you are signed in, results are saved to your private Drive so you can download them again.
• Names, folders and share links you create in Drive.

E-signatures and audit trails

• Documents you send for signature, the names and email addresses of the people you add, and the fields you place.
• Signatures, initials and values that signers enter.
• An audit trail for every envelope: when it was sent, viewed, signed, declined or completed, with the signer's IP address, browser user agent and timestamps, plus SHA-256 hashes of the final document. The audit trail is part of the signed record and is shared with everyone on the envelope.

Guest uploads

You can try some tools without an account. Guest files are processed in memory, the result is sent back to your browser, and the files are deleted when processing ends. We keep only a daily usage count for your network address so guest use stays within its free limit.

API and developer usage

• API keys (we store only a hash of each key), key names and when each key was last used.
• Usage records for each call: which endpoint, when, and whether it counted toward your free allowance or pay as you go billing.
• Webhook addresses you register and the delivery history.

Technical information

• IP address, browser type and request logs, used for security, rate limiting, fraud prevention and fixing errors.
• Error reports from your browser when a page fails, without the content of your documents.
• If you accept analytics cookies: usage statistics from Google Analytics, such as pages visited, device and browser, and approximate location (see Cookies and analytics).

Payments

Payments are handled by Stripe. We never see or store your full card number. We keep your Stripe customer and subscription identifiers, plan status and invoice history.

How we use information

• To provide the service: run tools, save files to your Drive, send and complete envelopes, answer AI requests and serve API calls.
• To keep accounts secure: sign-in, two-factor authentication, rate limits, abuse prevention and audit trails.
• To send service email: email confirmation, password reset, signature requests, reminders and completed documents. We do not send marketing email without your consent.
• To bill you for Pro, storage add-ons, AI credits and API usage.
• To understand how the product is used in aggregate and improve it.
• To meet legal obligations, such as tax records and responding to valid legal requests.

Where the GDPR applies, we rely on performing our contract with you, our legitimate interest in keeping the service secure and working, your consent where we ask for it, and legal obligations.

AI features

When you use an AI feature (for example chat with a document, summarize, translate, extract or write), the text of the relevant document and your request are sent to AI service providers that process it to return an answer. Scanned pages are converted to text on our servers first. AI service providers process this data on our behalf under contract, and we choose providers that do not use API data to train their models. AI documents attached to chats are kept for up to 30 days and then deleted.

Service providers (subprocessors)

We share data with these providers only as needed to run PDFbat:

Some providers process data outside your country, including in the United States. Where required, we rely on standard contractual clauses or equivalent safeguards. We will update this list before adding a new provider that handles your documents.

Retention and deletion

• Guest files are deleted as soon as processing ends.
• Drive files are kept until you delete them. Items in the trash are permanently deleted after 30 days.
• Envelopes and audit trails are kept for as long as the sender keeps them, because they are the record that a document was signed.
• AI documents attached to chats are deleted after 30 days.
• Deleting your account cancels your subscriptions and removes your profile, files, envelopes, templates, chats, API keys, webhooks and sessions. Removal from live systems starts immediately and is complete within 30 days.
• Backups are stored with encryption at rest and age out on a rolling schedule, so deleted data disappears from backups within 30 days of deletion.
• Billing records are kept as long as tax and accounting law requires.
• Security logs are kept for a short period to investigate abuse, then deleted.

Copies of a completed envelope that were emailed to signers stay with them; we cannot delete those.

Your rights

Depending on where you live, you have rights over your personal information. We offer them to every user:

• Access and portability: download your files from Drive at any time, or ask us for a copy of your personal information.
• Correction: change your name and email in Account settings, or ask us to correct anything else.
• Deletion: delete your account in Account settings, or ask us to delete specific information.
• Objection and restriction: object to or ask us to limit some processing.
• Withdraw consent wherever we rely on it.

GDPR and UK GDPR (Europe and the UK): you can also complain to your local data protection authority. CCPA and CPRA (California): you can ask what we collect, ask us to delete or correct it, and you will not be treated differently for using your rights. We do not sell or share personal information for cross context behavioural advertising. PIPEDA (Canada): you can access and correct your information and complain to the Office of the Privacy Commissioner of Canada.

To use any right, contact us at [email protected]. We may ask you to confirm that you own the account. If you received a document to sign from a PDFbat user, that user controls the envelope, and we will pass your request to them.

Security

All traffic uses TLS (HTTPS with HSTS). Stored files and databases are encrypted at rest by our providers. Passwords are hashed with scrypt, sessions use signed HttpOnly cookies, and you can protect your account with two-factor authentication through an authenticator app. Completed envelopes are sealed with a digital signature so changes can be detected. Read more on our Security page.

Cookies and analytics

PDFbat sets these itself:

• A session cookie that keeps you signed in (HttpOnly, expires after 14 days).
• Preferences saved in your browser, such as light or dark appearance and signatures you chose to save on this device.
• A cookie_consent cookie that remembers whether you accepted or declined analytics, for 12 months.

Analytics, only with your consent

We use Google Tag Manager (container GTM-WQMSBFZS) to load Google Analytics, which helps us understand how the site is used: pages visited, links clicked, device and browser, referring site and approximate location (derived from your IP address). Google Analytics sets its own cookies (such as _ga) to tell visits apart.

• Only after you accept. Nothing from Google Tag Manager or Google Analytics loads until you click Accept in the cookie banner. If you decline, it never loads.
• Never on your documents. Analytics never receives the contents of your documents, signatures or files, and we do not use it for advertising.
• Not on signing or shared links. The pages that people open to sign a document or view a shared file never show the banner and never load analytics.

Change your choice at any time with Cookie settings at the bottom of every page. Your choice is kept for 12 months, then we ask again. You can also use the Google Analytics opt-out browser add-on or a content blocker; PDFbat keeps working normally either way.

We do not use advertising trackers and we do not sell data to advertisers.

Children

PDFbat is not intended for children under 16, and we do not knowingly collect their information. If you believe a child has created an account, contact us and we will delete it.

Changes to this policy

If we make a material change, we will update the effective date above and tell signed-in users by email or in the app before the change takes effect. The previous version is available on request.

Contact

PDFbat is responsible for your personal information in PDFbat.

Email [email protected]. We reply within 30 days, and usually much sooner.