Privacy Policy
1. Summary
DocFlow lets you convert, edit, split, and capture documents in your browser. We have built the service so that your files stay yours: uploads are encrypted in transit, processed on isolated servers, deleted within one hour by default, and never used to train any machine-learning model. This Privacy Policy explains in plain English what data we hold, why, and how to exercise your rights.
2. Who we are
Data controller: Palms Sky Conv ("DocFlow", "we", "us"), based in Saint-Paul, Réunion, France.
Postal address: 30 T Route du Vieux Flamboyant, Saint-Gilles-Les-Hauts, 97460 Saint-Paul, Réunion, France · Email: [email protected]
EU/EEA & UK representative: [Required if you target EU users without a presence in the EU. Add your appointed Article 27 representative.]
3. What data we collect
3.1 Data you provide
- Account data: name, email address, password (hashed), profile picture (if you sign in with Google).
- Billing data: for paid plans, billing name, address, and payment-method tokens (held by our payment processor — we never store full card numbers).
- Files you upload for conversion / editing / capture, plus any metadata they contain.
- Communications: messages you send to support, survey responses.
3.2 Data collected automatically
- Technical data: IP address, browser type and version, operating system, language, referring URL, time-zone setting.
- Usage data: which tools you use, conversion job statistics, error logs.
- Cookies & similar technologies: see our Cookie Policy.
4. Why we use your data
| Purpose | Categories used |
|---|---|
| Provide the service (convert / edit / capture your files) | Files, account, technical |
| Authenticate you and keep your account secure | Account, technical |
| Process payments and prevent fraud | Billing, technical |
| Send service emails (receipts, security alerts) | Account, billing |
| Send marketing emails (only with your consent or where allowed by soft-opt-in) | Account |
| Improve performance and fix bugs | Usage, technical |
| Comply with legal obligations (tax, accounting, lawful requests) | Account, billing, usage |
5. Legal basis (GDPR Art. 6)
- Performance of a contract — to deliver the service you signed up for.
- Legitimate interests — to keep the service secure, prevent abuse, improve features.
- Consent — for marketing emails and non-essential cookies. You can withdraw consent at any time.
- Legal obligation — for tax, accounting, and responses to lawful requests.
6. Sharing & processors
We do not sell your personal data. We share it only with the categories of recipients below, all bound by written data-processing agreements:
| Recipient | Purpose | Location |
|---|---|---|
| Cloud hosting provider [name] | Run our servers, store files temporarily | EU / US |
| Stripe, Inc. | Process payments | US (with EU SCCs) |
| Google LLC | OAuth sign-in (only if you choose it) | US (with EU SCCs) |
| Cloudflare, Inc. | DNS, DDoS protection, CDN | Global |
| Email provider [Postmark / SendGrid / etc.] | Transactional emails | EU / US |
| Analytics provider [Plausible / GA4] (only if you accept) | Aggregated usage statistics | EU / US |
We may also disclose data when legally required (court order, lawful subpoena), or to protect our rights, your safety, or the safety of others.
7. How long we keep data
| Data | Retention |
|---|---|
| Files you upload | ≤ 1 hour (auto-deleted) — or immediately, if you click Delete |
| Account data | For the life of your account, deleted on request |
| Billing records | Up to 7 years (legal/tax obligation) |
| Server access logs | 30 days, then aggregated |
8. Security
We apply industry-standard technical and organizational measures: TLS 1.2/1.3 in transit, AES-256 at rest, isolated processing containers, role-based access, hardened systemd services, and continuous monitoring. We are working toward SOC 2 Type II and ISO 27001 alignment.
Despite these measures, no system is 100% secure. If we become aware of a personal-data breach affecting you, we will notify you and the relevant supervisory authority within 72 hours where required by law.
9. International data transfers
Some of our processors are located outside the EU/EEA or the UK. When we transfer personal data internationally, we rely on the European Commission's Standard Contractual Clauses (SCCs) and, where applicable, the UK Addendum, supplemented by additional safeguards.
10. Your rights
Depending on where you live (EU/UK GDPR, California CCPA/CPRA, Brazil LGPD, and similar laws), you have the right to:
- Access the personal data we hold about you;
- Rectify inaccurate data;
- Erase your data ("right to be forgotten");
- Restrict or object to processing;
- Receive your data in a portable format;
- Withdraw consent at any time;
- Lodge a complaint with your local data-protection authority.
To exercise any of these, email [email protected]. We will respond within 30 days (CCPA: 45 days).
Californians: we do not sell or share personal information for cross-context behavioural advertising as those terms are defined under the CCPA/CPRA.
11. Children
DocFlow is not directed at children under 16 (under 13 in the United States). We do not knowingly collect personal data from minors. If you believe we have, contact us and we will delete it promptly.
12. Changes to this policy
We may update this policy from time to time. The "Effective date" at the top will reflect the most recent version. Material changes will be announced by email or in-app notice at least 14 days before they take effect.
13. Contact
Questions or complaints? Reach our Data Protection Officer at [email protected], or write to: Palms Sky Conv, 30 T Route du Vieux Flamboyant, Saint-Gilles-Les-Hauts, 97460 Saint-Paul, Réunion, France.