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 our payment processor. We do not store your credit card number, expiration date, or CVC code on our servers. Our payment processor 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 or bank statements for conversion, we temporarily store the files on our servers for the duration of the processing operation. The files are used solely to extract data and generate QBO or IIF export files. Uploaded files are automatically deleted from our servers within 24 hours of upload.
Extracted Data
During the conversion process, we extract data from your PDF invoices or statements 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, which are generated on demand and streamed directly to your browser rather than stored on our servers.
When you are signed in, the extracted data is saved to your account as your conversion history, so you can download the QBO, IIF or CSV file for a document again later without converting it a second time. You can remove any entry from your history at any time, and the whole history is deleted when you delete your account. Conversions made without an account are not saved: the extracted data is discarded when your session ends.
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: Our payment processor handles subscription payments on our behalf and receives the payment information you provide during checkout. It acts as an independent controller of your card data.
- 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.
Where a service provider processes data outside the European Economic Area, the transfer relies on an adequacy decision or standard contractual clauses. The full list of processors is available on request at [email protected].
If your team connects its own systems on the Integrations page, we send document details to the webhook address your team saves and return extracted data to requests made with your team's API keys. Your team controls these connections and can turn them off at any time.
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
- Automatic deletion of uploaded PDF files within 24 hours
- Access controls limiting employee access to user data on a need-to-know basis
- Automated security scans of the application
- Password hashing using bcrypt with appropriate cost factors
Data Retention
Uploaded PDF files are deleted automatically within 24 hours of upload. Generated QBO and IIF export files are streamed directly to your browser and are not stored on our servers. The extracted data behind each conversion is kept as your conversion history for as long as your account is active, and you can remove any entry yourself from your history. Account information (name, email) is retained for as long as your account is active. If you delete your account, all personal information and your conversion history are 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].