Privacy Policy

1. Introduction

anyformat.ai ("anyformat", "we", "us", or "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at anyformat.ai or use our document automation platform (collectively, the "Service").

We process data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

2. Data Controller

anyformat.ai acts as the data controller for personal data collected through our website and platform. For questions about this policy or your personal data, please contact us at:

3. Information We Collect

We collect the following categories of personal data:

• Account information: Name, email address, company name, and job title when you register or contact us.
• Usage data: Pages visited, features used, time spent on the platform, and interaction logs collected automatically.
• Device and technical data: IP address, browser type, operating system, and referring URLs.
• Communications: Emails, support requests, and other messages you send us.
• Document data: Documents and files you submit for processing through the Service. This data is processed solely to deliver the Service and is not used for other purposes.

4. How We Use Your Information

We use your personal data for the following purposes:

• To provide, maintain, and improve the Service.
• To authenticate your identity and manage your account.
• To process documents and execute automated workflows on your behalf.
• To communicate with you about your account, updates, and support requests.
• To send marketing communications where you have given consent (you may opt out at any time).
• To detect, investigate, and prevent fraudulent transactions and other illegal activities.
• To comply with legal obligations.

5. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), we process your personal data on the following legal bases:

• Contractual necessity: Processing required to perform our contract with you (providing the Service).
• Legitimate interests: Processing for security, fraud prevention, analytics, and improving our Service.
• Consent: Marketing communications and non-essential cookies (you may withdraw consent at any time).
• Legal obligation: Processing required to comply with applicable law.

6. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Service providers: Trusted third-party vendors who assist us in operating the platform (cloud infrastructure, analytics, customer support), bound by data processing agreements.
• Business partners: Only with your explicit consent.
• Legal authorities: Where required by law, court order, or governmental authority.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Document data is retained only for the period necessary to process and deliver results, and can be configured for zero-retention at the Enterprise tier. Account data is deleted within 30 days of account termination upon request.

8. Data Security

We implement industry-standard security measures to protect your data, including AES-256 encryption at rest, TLS 1.2+ encryption in transit, role-based access controls, and regular security audits. We are currently undergoing ISO 27001 certification. However, no transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. International Data Transfers

Your data may be transferred to and processed in countries outside your country of residence. For transfers from the EEA to third countries, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission to ensure your data remains protected.

10. Your Rights

Under applicable data protection law, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data ("right to be forgotten").
• Restriction: Request that we restrict processing of your data in certain circumstances.
• Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests or for direct marketing.
• Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise these rights, contact us at info@anyformat.ai. You also have the right to lodge a complaint with your local data protection authority.

11. Cookies

We use cookies and similar tracking technologies to operate and improve the Service. Please see our Cookie Policy for detailed information about the cookies we use and how to manage your preferences.

12. Children's Privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at info@anyformat.ai.