Privacy Policy

This Privacy Policy describes how PDFQBO ("we," "us," or "our") collects, uses, stores, and protects your personal information when you use the PDFQBO website at pdfqbo.com and related services (collectively, the "Service"). By using the Service, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Account Information

When you create an account, we collect your name, email address, and password. If you subscribe to a paid plan, payment processing is handled by Stripe. We do not store your credit card number, expiration date, or CVC code on our servers. Stripe provides us with a limited set of billing information including the last four digits of your card, the card brand, and billing address for invoice purposes.

Uploaded Documents

When you upload PDF invoices for conversion, we temporarily store the PDF files on our servers for the duration of the processing operation. The files are used solely to extract invoice data and generate QBO or IIF export files. Uploaded PDF files are automatically deleted from our servers after processing is complete and you have downloaded your export files, or within 24 hours of upload, whichever comes first.

Extracted Invoice Data

During the conversion process, we extract data from your PDF invoices including vendor names, invoice numbers, dates, monetary amounts, and line item details. This extracted data is used to generate your QBO and IIF export files. We retain a record of conversion metadata (file name, date processed, number of transactions, export format) in your account history to provide export history and re-download functionality. The full extracted invoice data is not retained after the export file is generated.

Usage Information

We collect standard usage information including pages visited, features used, number of conversions performed, and browser and device information. This data is used to improve the Service, identify technical issues, and understand how users interact with the platform. Usage data is collected through server logs and may include your IP address, browser type, operating system, and referring URLs.

Cookies

We use cookies to maintain your login session and remember your preferences. These cookies are strictly functional and are necessary for the Service to operate. We do not use advertising cookies or third-party tracking cookies. You can configure your browser to refuse cookies, but this may prevent you from using certain features of the Service that require authentication.

How We Use Your Information

We use the information we collect for the following purposes:

  • To provide the Service, including processing your PDF invoices and generating export files
  • To manage your account and subscription
  • To communicate with you about your account, including subscription confirmations, billing notices, and support responses
  • To improve the Service by analyzing usage patterns and identifying areas for enhancement
  • To detect and prevent fraud, abuse, and security incidents
  • To comply with legal obligations

Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We do not share your uploaded invoice data or extracted financial data with anyone outside of PDFQBO. We may share limited information with the following categories of service providers who assist us in operating the Service:

  • Payment processing: Stripe processes subscription payments on our behalf. Stripe receives the payment information you provide during checkout. Stripe's use of your data is governed by their privacy policy.
  • Cloud infrastructure: Our servers are hosted on cloud infrastructure providers that may have physical access to the servers where your data is stored. These providers are contractually obligated to maintain the confidentiality of data stored on their infrastructure.
  • Email delivery: We use a third-party email service to send transactional emails such as account verification, password reset, and billing notifications. These services receive your email address and the content of the transactional messages.

We may disclose your information if required by law, regulation, legal process, or governmental request. We will notify you of such disclosure if legally permitted to do so.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of all data in transit using TLS 1.3
  • Encryption of stored files at rest using AES-256
  • Automatic deletion of uploaded PDF files after processing
  • Access controls limiting employee access to user data on a need-to-know basis
  • Regular security audits and vulnerability assessments
  • Password hashing using bcrypt with appropriate cost factors

Data Retention

Uploaded PDF files are deleted automatically after processing and download, or within 24 hours of upload. Generated QBO and IIF export files are retained for 30 days to allow re-download, then automatically deleted. Account information (name, email) is retained for as long as your account is active. Conversion history metadata (file names, dates, transaction counts) is retained for as long as your account is active. If you delete your account, all personal information and conversion history is permanently deleted within 30 days.

Your Rights

You have the right to access, correct, or delete your personal information at any time. You can update your name and email address from your account profile settings. You can delete your account, which will permanently remove all personal information and conversion history. You can request a copy of the personal data we hold about you by contacting us at [email protected]. We will respond to your request within 30 days.

Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. If we make material changes, we will notify you by email or by posting a notice on the Service prior to the changes taking effect. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at [email protected].