Privacy Policy
Last updated on 17 Sept 2024Privacy Policy Overview
Last updated: 17th Sept 2024
This comprehensive Privacy Policy outlines how Flex Files.io collects, processes, utilizes, and safeguards your personal information when you visit our website or use any of our file conversion services. We are committed to protecting your privacy while providing high-quality document and file transformation tools.1. Information Collection Practices
When you visit Flex Files, our systems automatically collect certain technical information about your device, including browser type and version, IP address (anonymized), time zone settings, operating system details, and cookie data necessary for service functionality. As you navigate through our file conversion platform, we gather information about the specific pages, tools, and features you interact with to improve user experience and service performance.For users who create accounts or utilize our premium conversion services, we may collect personal information such as your name, email address, and account preferences. If you choose to authenticate using social login options like Google or Facebook, we receive your name, email address, and profile picture as provided by those services. We process this information based on the legitimate interests of providing and enhancing our document conversion services and meeting our legal compliance obligations.
2. Utilization of Personal Information
We utilize your personal information for several essential purposes:• To provide, optimize, and personalize our file conversion tools and services
• To process your requests and convert your documents with high fidelity
• To communicate important service updates, feature enhancements, and security notices
• To respond to your inquiries and support requests regarding file transformations
• To analyze usage patterns and improve our conversion algorithms and user interface
• To protect our services against fraudulent or unauthorized usage
• To comply with legal requirements relevant to digital document processing
3. Your Rights as a Data Subject
In accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws, users of our file conversion services have specific rights regarding their personal data:• Right to Access: You can request a copy of all personal data we hold about you
• Right to Rectification: You can ask us to correct or update inaccurate information
• Right to Erasure: You can request deletion of your personal data from our systems
• Right to Restriction: You can limit how we process your information
• Right to Data Portability: You can request your data in a structured, machine-readable format
• Right to Object: You can oppose certain types of processing activities
To exercise any of these rights regarding your file conversion account data, please contact our Data Protection team through our dedicated privacy request form on our Contact page.
4. Data Retention Policies
We maintain a secure data storage approach for our document conversion services. Your uploaded files are stored securely on our servers to allow you to reuse these files for future reference and additional conversions. For registered users, we retain account information, uploaded files, and conversion history for as long as your account remains active, plus a reasonable period to comply with legal obligations, resolve disputes, and enforce our agreements. You can manage your stored files by removing them from your account dashboard, which helps you stay within your file quota limits. Free accounts can store up to 50 converted files, with a maximum file size of 50MB per file. Premium accounts may enjoy higher storage limits. You can request deletion of your account data at any time through your account settings or by contacting our support team.5. Information Sharing Practices
We maintain strict confidentiality of your personal information and the documents you convert through our platform. We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share limited information with:• Service providers who help us deliver our file conversion capabilities (under strict confidentiality agreements)
• Legal authorities when required by applicable law, court order, or governmental regulation
• Business partners for specific services you explicitly opt into
All third-party processors we engage to support our conversion services are carefully vetted and bound by data processing agreements that ensure appropriate security and confidentiality of your information.
6. Third-Party Services Integration
Our file conversion platform integrates with select third-party services to enhance functionality, including analytics tools, customer support systems, and cloud storage providers for optional file saving. These service providers may process certain data when you use our conversion tools, but only for specific purposes related to providing the requested services. We implement appropriate safeguards through contracts and technical measures to ensure these partners handle your data responsibly and in accordance with applicable privacy laws. We regularly review these partnerships to ensure continued compliance with our privacy standards.7. Security Measures
Protecting your files and personal information during the conversion process is paramount to our operations. We implement industry-standard security measures, including:• End-to-end encryption for all file transfers using TLS/SSL protocols
• Secure file processing environments with strict access controls
• Regular security audits and vulnerability testing of our conversion infrastructure
• Employee training on data protection and confidentiality practices
• Secure storage of your files with encrypted access for your future use
While no online service can guarantee absolute security, we continuously update our security protocols to align with best practices in the document processing industry.