This Privacy Policy explains what personal information OWN SOUL LLC (“PdfYard”, “we”, “us”) collects when you use PdfYard, why, how long we keep it, who we share it with, and the rights you have. OWN SOUL LLC is the controller of this information.
In short: we collect what we need to run the Service, we delete your files automatically, we do not sell or share your personal information for advertising, we do not train AI on your files, and we use no advertising or analytics cookies.
1. What we collect
- Account information: your email address, an optional name, your language, and a securely hashed password (we never store your password itself). The version of the Terms you accepted and when.
- Files and results: the documents you upload and the files the tools produce, plus the document passwords you enter to unlock a file (used once, never stored).
- Usage and job information: which tools you used, file names and sizes, when, and whether a job succeeded — shown in your history.
- Technical information: your IP address, browser type (user agent) and the time of requests, used for security, rate limiting and abuse prevention. For the referral program we keep a one-way keyed hash of the IP address you signed up or signed in from, never the address itself.
- Payment information: if you subscribe, payment is handled by Stripe. We never see or store your card number. We receive and keep a Stripe customer ID, your subscription status, renewal date and whether a payment failed.
- Referral information: your referral code, who signed up with it, and the days earned.
- Communications: emails you send us and the emails we send you (such as confirmation codes).
- On your device: work in progress (your files, options and edits) is kept in your browser’s storage for up to 3 days so it is not lost if the page reloads; it is never sent to us unless you press a button. Your theme choice and a friend’s invite code are also kept there.
2. Why we use it, and our legal bases
- To provide the Service — create your account, run the tools, show previews, let you download results, process subscriptions and day passes (performance of our contract with you).
- To keep the Service secure and fair — prevent fraud, abuse and duplicate accounts, enforce limits, and audit referral rewards (our legitimate interests in protecting the Service and its users).
- To communicate with you — confirmation codes, receipts, renewal and cancellation notices, and important changes (contract and legal obligation).
- To meet legal obligations — for example tax and accounting records kept by our payment processor (legal obligation).
We do not use your information for advertising, we do not build profiles of you, and we make no decisions with legal or similarly significant effects based solely on automated processing. We do not send marketing emails.
3. How long we keep it
- Uploaded files and results: deleted automatically, normally after 2 hours; work waiting for you to get download access, after at most 24 hours.
- Visitors without an account: the record of their jobs is deleted within 24 hours.
- Job history (tool, file names, sizes, times): for as long as you keep your account.
- Account information: until you delete your account. When you delete it, we delete your account, files, workflows and saved signatures immediately.
- Confirmation codes: stored only as a hash, and deleted a day after they expire.
- Hashed IP addresses (referral checks): 90 days. Security log (sign-ins and account changes, including IP address): 12 months. Server logs are rotated automatically and overwritten as they fill.
- Referral log: for as long as the program runs, with links to deleted accounts removed.
- Payment records: kept by Stripe as required by law.
4. Who we share it with
We share personal information only with service providers who process it for us under contract (“sub-processors”), and only as needed:
- Oracle Cloud Infrastructure — hosts our servers, database and file storage.
- Cloudflare — network security, DNS and delivery of our website; your requests pass through its network.
- Stripe — payment processing and subscriptions.
- Resend — sends our emails (your email address and the message).
- Anthropic — only if you use an AI tool: the text of that document is sent to Anthropic to produce the translation or summary.
We may also disclose information if required by law, to protect rights and safety, or as part of a merger or sale of the business (in which case this policy continues to apply). We do not sell your personal information, and we do not share it for cross-context behavioural advertising.
5. AI and model training
We never use your files to train AI models. When you use an AI tool, Anthropic processes the document’s text under its commercial terms, which say it does not train its models on customer inputs or outputs; it may keep the text for a limited period under its own retention policy. Our other providers never receive your documents for any purpose other than delivering them to you; Cloudflare states that it does not train large language models on customer content, though it may use samples of network traffic to improve its security systems.
6. Security
Traffic is encrypted in transit (HTTPS). Passwords are hashed with a modern algorithm. Document passwords are held in memory only for the job that needs them. Access to production systems is restricted. No system is perfectly secure, but we work to protect your information and will notify you and authorities of a breach where the law requires.
7. Your choices and rights
- Access and portability: download a copy of your account data from your dashboard (“Download my data”).
- Deletion: delete your account from your dashboard; this also cancels any subscription. You can also delete all your files at any time.
- Correction: change your name on your dashboard, or contact us to correct anything else.
- Objection and restriction: contact us to object to processing based on legitimate interests or to restrict processing.
To exercise any right, use the dashboard or email support@pdfyard.com from the address on your account. We will respond within the time the law requires (generally 30 days under GDPR, 45 days under California law) and will not discriminate against you for exercising your rights. We may need to verify your identity. An authorised agent may make a California request on your behalf with your written permission.
8. California residents (CCPA/CPRA)
In the past 12 months we collected these categories of personal information: identifiers (email, IP address), customer records (name, account details), commercial information (subscription status), internet or network activity (usage and security logs), and account log-in credentials (used only to sign you in). We collected them from you and your device, for the purposes in section 2, and disclosed them only to the service providers in section 4.
You have the right to know, access, correct and delete your personal information, and the right not to be discriminated against for using these rights. We do not sell or share personal information, so there is nothing to opt out of; we also honour Global Privacy Control signals. We do not use sensitive personal information for any purpose that would give you a right to limit it.
9. Visitors from the EU, EEA and UK (GDPR)
Our legal bases are listed in section 2. You have the rights to access, rectify, erase, restrict, port and object, and to withdraw consent where processing is based on consent. You also have the right to complain to your local data protection authority, though we would appreciate the chance to help first.
10. International transfers
OWN SOUL LLC is based in the United States, and our providers may process information in the United States and other countries. Where the law requires, transfers are protected by safeguards such as the European Commission’s Standard Contractual Clauses included in our providers’ data processing terms.
11. Children
The Service is not for children under 16, and we do not knowingly collect their personal information. If you believe a child has given us personal information, contact us and we will delete it.
12. Changes
We will post any change here with a new date. If a change is material, we will tell you by email or in the Service before it takes effect and ask you to accept the new version at your next sign-in.
13. Contact
OWN SOUL LLC, California, USA. Email: support@pdfyard.com