Privacy Policy

This Privacy Policy explains how Docubrew ("we," "us," or "our") collects, uses, and protects information when you use our website, cloud conversion service, and desktop application (collectively, the "Service").

Our approach is simple: we exist to convert your documents, not to collect them. We collect the minimum information needed to operate the Service, we automatically delete files you upload to the cloud within 24 hours, and files you process with the desktop application never leave your computer in the first place.

By using the Service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

  • your email address;

  • authentication credentials (your password is stored in hashed form only — we never see or store your plaintext password); and

  • your subscription plan and account settings.

1.2 Billing Information

When you purchase a subscription, payment is handled by our third-party payment processor. We receive limited billing information such as your subscription status, plan, transaction history, and the last four digits and brand of your payment card for reference. We do not collect or store your full payment card number.

1.3 Documents You Upload (Cloud Service)

When you use the Cloud Service, we temporarily process the PDF files you upload and the converted output generated from them, solely to perform the conversion you requested.

Uploaded files and converted output are automatically deleted from our servers within 24 hours of processing. We do not read, mine, analyze, or use the contents of your documents for any purpose other than performing your requested conversion. We do not use your documents to train any artificial intelligence or machine learning system, and no AI model processes your documents.

1.4 Documents Processed with the Desktop Application

The desktop application performs conversions locally on your device. Files you convert with the desktop application, and their converted output, are stored only on your own computer and are not transmitted to our servers. The desktop application does not send automated usage reports, analytics, or telemetry from your device.

The desktop application communicates with our servers only when you sign in, so that we can verify your account and subscription status.

1.5 Usage and Quota Information

To operate usage allowances fairly across account types, we record usage metrics such as the number of pages converted and conversion timestamps for your account. Usage metrics describe how much you used the Service — they do not include the contents of your documents.

For anonymous use of the Cloud Service, we use network identifiers such as your IP address to enforce free usage allowances and prevent abuse.

For anonymous use of the desktop application, the free usage allowance is tracked locally on your device and is not transmitted to us.

1.6 Website Analytics

We use privacy-focused analytics to understand how visitors use our website (such as pages visited, referral source, browser type, and approximate location derived from IP address). This helps us improve the Service.

Our website may also include measurement technologies (such as pixels) from advertising platforms whose advertisements brought you to our website. These technologies allow the advertising platform to measure the effectiveness of its advertisements, and may involve the platform receiving information about your visit (such as the pages you viewed and actions such as sign-up) in accordance with that platform's own privacy policy. These technologies are used for advertising measurement on our website only — they are never present in the Cloud Service conversion workflow or the desktop application, and they never have access to your documents.

Where required by applicable law (for example, in the European Economic Area and the United Kingdom), these analytics and advertising measurement technologies are activated only after you give consent through our cookie banner. You can change your choice at any time, as described in Section 9.

1.7 Support Communications

If you contact us for support, we collect the information you provide in your message, including your email address and the details of your request.

If you use the live chat on our website, we collect the messages you send and any contact details you choose to provide, such as your name and email address. Our live chat provider also uses cookies to keep your chat session active and to recognise returning visitors. Where required by law, the live chat loads only after you consent, as described in Section 9.

1.8 Documents You Choose to Send Us (Issue Reports)

If you report a conversion issue, you may choose — entirely at your option — to send us a copy of the affected document by email to help us investigate. We treat such documents as confidential. They are used solely to investigate and resolve the reported issue and to improve the parsing capability involved, are not stored on our production servers, and are deleted after our investigation is complete. They are never used for advertising, never sold, and never used to train any AI system.

2. How We Use Information

We use the information described above to:

  • provide, operate, and maintain the Service, including performing conversions;

  • create and manage your account and authenticate your access;

  • process payments, manage subscriptions, and enforce usage allowances;

  • respond to support requests and investigate reported issues;

  • send transactional communications, such as account, billing, security, and service notices;

  • send product updates or marketing communications, where permitted — you can unsubscribe at any time;

  • monitor, protect, and improve the Service, including preventing fraud and abuse; and

  • comply with legal obligations.

We do not sell your personal information. We do not use the contents of your documents for advertising, profiling, or any purpose beyond performing the conversion or investigation you requested.

Under some US state privacy laws, allowing advertising platforms to measure the effectiveness of their ads on our website may be considered “sharing” of personal information for targeted advertising. You can opt out of this at any time through the “Your Privacy Choices” link in our website footer.

3. Legal Bases for Processing

Where applicable data protection law requires a legal basis, we process personal information: (a) to perform our contract with you (providing the Service); (b) for our legitimate interests (such as securing and improving the Service and preventing abuse); (c) with your consent (such as non-essential cookies where required by law, optional marketing emails, or documents you choose to send us); and (d) to comply with legal obligations.

4. How We Share Information

Account authentication and subscription management run on our own infrastructure — your account data is not handed to outside identity or billing platforms. We share information only with the following categories of service providers, and only to the extent necessary to operate the Service:

  • Payment processor — to process payments securely; your payment card details are provided by you directly to the payment processor;

  • Cloud infrastructure and hosting providers — to host the website and Cloud Service and temporarily store files during processing;

  • Email service provider — to deliver transactional and, where permitted, marketing emails;

  • Analytics provider — to measure website usage as described in Section 1.6;

  • Advertising platforms — solely for advertising measurement as described in Section 1.6;

  • Live chat provider — to provide live chat support on our website, as described in Section 1.7; and

  • Consent management provider — to record and honour your cookie and privacy choices.

Each provider is bound by contractual obligations appropriate to the services it performs. We may also disclose information if required by law, to protect our rights or the safety of others, or in connection with a merger, acquisition, or sale of assets (in which case this Privacy Policy will continue to apply to your information until amended).

5. Data Retention

  • Cloud-uploaded files and converted output: deleted automatically within 24 hours of processing.

  • Desktop application files: stored only on your device, under your control; we never receive them.

  • Documents sent with issue reports: deleted after our investigation is complete.

  • Account information: retained while your account is active and for a reasonable period afterward as needed for legal, billing, and audit purposes.

  • Billing records: retained as required by tax and accounting law.

  • Usage metrics: retained as needed to operate allowances and analyze aggregate service usage.

When you delete your account, we delete or anonymize your personal information within a reasonable period, except where retention is required by law or for legitimate business purposes such as resolving disputes and enforcing agreements.

6. Data Security

We use commercially reasonable technical and organizational measures to protect your information, including encryption in transit, hashed credential storage, and access controls. Files processed by the desktop application benefit from the strongest protection available: they never leave your device.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential and for the security of files stored on your own devices.

7. International Data Transfers

We operate globally and our service providers may process information in countries other than your own, including countries that may have different data protection laws. Where required, we take appropriate steps to ensure your information receives adequate protection consistent with this Privacy Policy and applicable law.

8. Your Rights and Choices

Depending on your location, you may have rights to access, correct, delete, or export your personal information, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. To exercise any of these rights, contact us at support@docubrew.com. We will respond within the timeframe required by applicable law and may need to verify your identity before acting on a request.

You may unsubscribe from marketing emails at any time using the link in the email. Transactional emails (such as billing and security notices) are part of operating your account and will continue while you have an account.

Because cloud-uploaded documents are deleted automatically within 24 hours, requests concerning uploaded document contents can typically only be fulfilled within that window, if at all.

9. Cookies and Similar Technologies

We use cookies and similar technologies on our website in four categories:

  • Essential — necessary for the website and Service to function, such as keeping you signed in and remembering your privacy choices. These are always active.

  • Analytics — help us understand how visitors use our website (see Section 1.6).

  • Advertising — allow advertising platforms to measure the effectiveness of their ads (see Section 1.6).

  • Functional — enable features such as live chat support (see Section 1.7).

When you first visit our website, a cookie banner lets you accept or reject non-essential cookies. Where the law requires consent, such as in the European Economic Area and the United Kingdom, analytics, advertising, and functional cookies stay off until you opt in. In other regions they may be active by default, and you can opt out at any time.

You can change your choices at any time through the “Your Privacy Choices” link in our website footer. We also honour Global Privacy Control (GPC) browser signals where required by law. You can additionally control cookies through your browser settings, though disabling essential cookies may prevent parts of the Service from working.

10. Children's Privacy

The Service is not directed to individuals under 18, and we do not knowingly collect personal information from anyone under 18. If you believe a person under 18 has provided us with personal information, please contact us and we will delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated policy on our website with a revised "Last Updated" date and, where appropriate, provide additional notice such as email. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Email: support@docubrew.com