Overview
PDFNavi (the “Service”) provides browser-based tools such as PDF merge, conversion, compression, and protection. We follow core principles of data minimization, purpose limitation, minimal retention, technical/organizational safeguards, and user control.
Where possible, document processing is designed to occur in the browser (client-side). If server storage is necessary, we process data only temporarily and to the minimum extent. For service improvement and security, we may use de-identified or aggregated data such as traffic logs and browser/device information.
This policy applies to the Service generally and may be updated due to legal or Service changes.
Legal Basis for Processing
- Performance of a contract and pre-contractual steps: Necessary processing to provide user-requested PDF processing (merge, convert, edit, etc.).
- Legitimate interests: To ensure service security and stability, prevent abuse, and perform analytics for feature and quality improvements within a reasonably expected scope.
- Compliance with legal obligations: Necessary processing to meet statutory retention, notice, and dispute-response obligations.
- Consent: Optional cookies/analytics and marketing communications are conducted only with explicit user consent.
Categories of Information Collected
Document/File Processing Data
- Metadata of uploaded PDFs/images/documents (file name, type, size, etc.)
- Processing options (page order/rotation/compression ratio/output format, etc.) and processing status
- Temporary outputs (thumbnails/previews) and error logs (as needed)
Usage and Traffic Data
- Request/response logs (path, status code, timestamp, latency)
- Device/browser information (browser version, language, screen resolution, etc.)
- Session information (session ID, authentication status, simple session cookies)
Account/Payments (if optional features exist)
- Account identifiers such as email and nickname
- Payment identifiers/status via payment processors (original payment details are stored by the processor)
Customer Support Data
- Inquiry content, attachments (optional), contact and response history
- Feedback for service improvement
Purposes of Processing
Necessary processing to deliver requested features accurately and consistently.
- Format detection and conversion, page extraction/sorting/rotation, compression, etc.
- Preview/thumbnail generation (browser-first; temporary server processing when needed)
Processed as needed to prevent abuse, monitor performance, and respond to incidents.
- Collect access/error logs and block abnormal requests
- Rate limiting and queueing to protect server resources
- Aggregated usage analytics for UI/UX improvements
- Version compatibility checks and performance tuning
- Statutory retention, incident response, handling rights requests
- Cooperation with lawful requests from courts/regulators
Retention Period
As a rule, document/file content is processed in the browser first. If server storage is necessary, it is stored temporarily and securely deleted after a short period under an automatic expiration policy.
Logs and audit records are retained for limited periods based on legal obligations or reasonable operational needs.
- Temporary files: typically auto-deleted within 24 hours
- Error/access logs: retained for the minimum period needed for security/operations (e.g., 30–90 days)
- Retention may be extended when needed for legal disputes/investigations
International Transfers
Where necessary to provide the Service, we may use overseas cloud regions or a global CDN.
In such cases, we apply legal safeguards (e.g., adequacy decisions, Standard Contractual Clauses (SCC)) and additional protections such as encryption and access controls.
Security Measures
- Transport encryption (TLS), minimal storage and expiration policies when stored
- Least-privilege access, access-log auditing, anomaly monitoring
- Regular vulnerability checks and security patching
- Encryption for sensitive data and key management policies
User Rights
- Access/Copy: You may request access to and a copy of personal information being processed.
- Correction/Deletion: You may request correction of inaccurate information and deletion once retention purposes are met.
- Restriction of processing: You may request restriction of processing where permitted by law.
- Withdraw consent: You may withdraw consent for optional purposes (analytics/marketing, etc.) at any time.
- Data portability (where applicable): You may request provision in a machine-readable format within the scope of applicable law.
- Object/Complain: You have the right to file a complaint with a supervisory authority or seek dispute resolution.
How to Exercise Your Rights (DSR)
- Identify request type (access/correction/deletion/restriction/portability/withdrawal, etc.)
- Verify identity (when needed, using minimal information)
- Process within a reasonable time and notify results
- Explain reasons if legal retention duties or restrictions apply
Requests may be fully or partially limited due to statutory exceptions or to protect third-party rights.
Children’s Personal Information
The Service is not intended for children under 14.
If we become aware that a child’s information was collected without parental/guardian consent, we will promptly delete it or segregate it and take necessary measures.
Breach Notification
If a personal data incident is confirmed, we will notify promptly as required by law, assess impact, and implement measures to prevent recurrence.
Depending on the scope, we may notify individually or via website notice or other reasonable methods.
Policy Changes
This policy may be revised due to Service or legal changes.
Material changes will be announced in advance via reasonable means such as website notice or email.