Privacy Policy

    Privacy Policy

    This Privacy Policy explains how Convertiex collects, uses, stores, and protects your personal information when you use our services.

    Convertiex is committed to protecting your privacy and handling your personal data responsibly. We take privacy seriously and have implemented strong technical and organizational measures to keep your information secure. Under applicable data protection laws, including the EU General Data Protection Regulation (GDPR), Convertiex acts as the Data Controller of your personal data.

    This document answers common questions about our privacy practices and explains your rights regarding your personal information.

    If you provide us with personal data belonging to another individual or organization (for example, a colleague), please ensure that you are authorized to do so and that they are aware of this Privacy Policy.

    If you have any questions about this policy, you may contact us using the details provided at the end of this page.

    1. What Personal Data Do We Collect?

    Short summary: We only collect data that is necessary to provide, improve, and secure our services.

    • When you visit our website, we automatically collect technical information such as your IP address, which may be stored in our database for security and operational purposes.
    • In addition, some third-party services we use may also collect limited personal data, as described below.

    1.1 Account Information

    Short summary: If you create an account or purchase a subscription, we store basic account and billing information. If you sign up for a paid plan, we store information such as:

    • Name
    • Email address
    • Billing address
    • Encrypted password
    • Subscription plan details
    • Payment method (non-sensitive identifiers only)
    • Card country
    • IP address
    • Unique customer ID
    • VAT number and company name (if provided)

    If you register using social login (e.g., Google or Facebook), we receive and store your name, email address, and a unique social account ID.
    Please review the privacy policies of those providers to understand how they process your data.

    1.2 Payments

    Short summary: We never store your full payment details.

    • All payments are processed by trusted third-party payment providers such as Stripe, Braintree, and PayPal.
    • Your full credit card details are never accessible to Convertiex.
    • Card data is sent directly to the payment processor
    • We only see limited details (e.g., last 4 digits, card country)
    • Subscription and billing metadata is stored securely
    • Global tax handling is managed through Quaderno

    Each payment provider processes your data according to its own privacy policy.

    1.3 File Storage

    Short summary: Your files are stored securely and automatically deleted.

    • All uploaded and processed files are stored on Amazon Web Services (AWS) S3 servers located in Ireland.
    • We do not access or view your files
    • Files are only accessed with your explicit written consent or when legally required
    • You retain full ownership and rights to your files
    • Files are automatically deleted after 8 hours, or sooner if you delete them manually

    Data accessed through Google APIs is handled in compliance with Google API Services User Data Policy, including Limited Use requirements.

    1.4 Email Communications

    Short summary: We use trusted email delivery services.

    • We send emails using Mailgun. This may include:
    • • Account-related notifications
    • • File-sharing emails
    • • Support communications
    • We may see basic email interaction data (such as opens or link clicks).
    • You can unsubscribe from non-essential emails at any time via links included in the emails.

    1.5 Performance & Error Monitoring

    Short summary: We monitor system performance to improve reliability.

    • We use Sentry to identify and fix technical issues.
    • When errors occur, limited technical data may be collected, such as:
    • • Browser type
    • • Operating system
    • • Screen resolution
    • • IP address
    • This data helps us improve system stability and user experience.

    1.6 Fraud Prevention

    Short summary: We use fraud-detection tools to protect payments.

    • To reduce fraudulent activity, we use MaxMind MinFraud, which evaluates payment risk using information such as:
    • • IP address
    • • Device and network data
    • • Billing address
    • • Email address
    • • Partial card details (never full card numbers)

    1.7 User Feedback & Support

    Short summary: Support tools only collect data you voluntarily provide.

    • We use tools such as Hotjar to understand user feedback.
    • These services do not actively collect personal data unless you choose to provide it.

    2. How We Keep Your Data Secure

    We use industry-standard security practices, including:

    • Restricted access for authorized staff only
    • Secure infrastructure providers (e.g., AWS)
    • Encrypted communications using SSL
    • Encrypted passwords and secure authentication

    All staff handling personal data are required to comply with privacy laws and internal security policies.

    3. How We Use Your Personal Data

    We use your data strictly to:

    • Provide access to free and paid services
    • Manage subscriptions and billing
    • Store and process files
    • Communicate with you
    • Improve performance and reliability
    • Detect fraud
    • Provide customer support

    We do not use your data for unrelated purposes.

    4. Data Sharing

    Short summary: We never sell your data.

    • We only share your personal data when necessary to:
    • • Provide our services
    • • Comply with legal obligations
    • • Respond to lawful requests from authorities
    • We do not sell or rent personal data to third parties.

    5. Accessing, Updating, or Deleting Your Data

    You have the right to access, update, or delete your personal data.

    To do so, contact us at: [email protected]

    Files are automatically deleted after 8 hours, and personal data is retained only as long as legally required.

    6. International Data Transfers

    Your data may be processed in countries such as the United States, EU, and United Kingdom. We ensure all transfers comply with applicable data protection laws and provide adequate safeguards.

    7. Cookies & Tracking Technologies

    We use cookies to operate our service effectively.

    • Session cookies: Deleted when you close your browser
    • 1-month cookies: Enable free usage without an account

    We also work with third-party services (e.g., Google Analytics, Cloudflare, Hotjar) that may use cookies to analyze usage or protect against attacks.

    Cookies do not collect personally identifiable information.

    8. Social Media Interactions

    If you interact with Convertiex on platforms like Facebook, Twitter, or Reddit, those platforms may track your activity. Please review their respective privacy policies.

    9. Data Retention

    • Files: Automatically deleted after 8 hours
    • Personal data: Deleted once no longer necessary (up to 3 years)
    • Billing records: Retained as required by law (up to 6 years)

    10. Changes to This Policy

    We may update this Privacy Policy from time to time. Any changes will be published on this page. We encourage you to review it periodically.

    11. Your Legal Rights

    You have the right to:

    • Access your data
    • Correct inaccuracies
    • Request deletion
    • Restrict processing
    • Request data portability
    • Lodge a complaint with a data protection authority

    Identity verification may be required to process such requests.

    12. Acceptance of This Policy

    By using Convertiex, you acknowledge and agree to the processing of your personal data as described in this Privacy Policy.

    If you have any questions or concerns, please contact us at [email protected].

    Also see our Terms of Service and Security & Privacy pages. Questions? Contact our support team.