Privacy Policy

Last Updated: April 30, 2026.

Welcome to PDFCap ("we," "us," or "our"), accessible at pdfcap.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website and services (collectively, the "Service"). Please read this policy carefully. By accessing or using the Service, you agree to the terms of this Privacy Policy.

1. WHO WE ARE

PDFCap provides an online platform that allows registered users to access, fill out, edit, convert, and download PDF documents and forms.

For privacy-related inquiries, please contact us at: [email protected].

For the purposes of applicable data protection law, Kovexa Limited (company number: 15648552, registered office address: 3 Orbis Wharf, Bridges Court Road, London, England, SW11 3GW) acts as both the data controller and data processor in respect of the personal data collected and processed through the Service.

2. INFORMATION WE COLLECT

2.1 Information You Provide Directly

• Account Registration Data: When you create an account, we collect your email address and any other information you provide during registration. You may also register using a supported social media account (e.g., Google), in which case we receive basic profile information from that provider.
• Payment Information: When you subscribe to our Service, payment details are processed directly by our third-party payment processor. We do not store your full payment card details.
• Communications: If you contact our support team, we collect the content of your messages and any information you choose to share.
• User-Uploaded Documents: We collect and temporarily store PDF files and forms that you upload, edit, or download through the Service.

2.2 Information Collected Automatically

When you use the Service, we automatically collect certain technical and usage data, including:

• IP address and approximate geolocation
• Browser type and version
• Operating system
• Device identifiers
• Pages visited, features used, and time spent on the Service
• Referring URLs
• Log data and error reports

This data is collected through cookies, web beacons, pixels, and similar tracking technologies (see Section 7 below).

3. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

• To provide and maintain the Service, including account creation, authentication, document processing, and customer support
• To process payments and manage subscriptions, including billing, invoicing, and renewal notifications
• To communicate with you, including sending transactional emails (e.g., registration confirmation, payment receipts, subscription reminders)
• To improve and optimize the Service, through analytics and performance monitoring)
• To enforce our Terms of Service and protect the security of our platform
• To comply with legal obligations applicable under EU and US law
• To send marketing communications, where you have consented or where otherwise permitted by law

4. LEGAL BASES FOR PROCESSING (EU/EEA USERS)

If you are located in the European Union or European Economic Area, we process your personal data under the following legal bases as set out in the General Data Protection Regulation (GDPR):

You may withdraw your consent at any time without affecting the lawfulness of processing carried out prior to withdrawal.

5. SUBSCRIPTION, BILLING & CANCELLATION

When you subscribe to the Service, payment details are processed directly by our third-party payment processor. We do not store your full payment card details. We collect and retain billing-related information — such as subscription status, renewal dates, and transaction history — for the purposes of account management, customer support, and compliance with applicable legal and tax obligations.

6. SHARING YOUR INFORMATION WITH THIRD PARTIES

We do not sell your personal data. We may share your information with trusted third-party service providers who perform functions on our behalf, strictly as necessary to provide the Service. These third parties are contractually obligated to process your data only as instructed by us and in accordance with applicable law.

We may also disclose your information:

• To comply with applicable law, regulation, or legal process;
• To enforce our Terms of Service or protect the rights and safety of PDFCap, our users, or the public;
• In connection with a merger, acquisition, or sale of all or part of our business (subject to standard confidentiality obligations).

7. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to operate and improve the Service, analyze usage, and deliver relevant advertising. These include:

• Strictly Necessary Cookies: Required for the Service to function (e.g., session management, authentication). These cannot be disabled.
• Analytics Cookies: Used to understand how users interact with the Service (e.g., Google Analytics, Amplitude, Hotjar, Clarity).
• Marketing Cookies: Used to serve relevant advertisements and measure ad performance (e.g., Facebook Pixel, Google Ads, Microsoft Ads).
• Functional Cookies: Used to remember your preferences and settings.

You can manage your cookie preferences through our cookie consent banner or your browser settings. Please note that disabling certain cookies may affect the functionality of the Service.

For EU users, non-essential cookies are only set with your prior consent. See more details in our Cookie Policy.

8. DATA RETENTION

• Account data is retained for as long as your account is active.
• User-uploaded files and documents are stored for the duration of your active subscription or until your account is closed, whichever comes first.
• Billing records may be retained for longer periods to comply with legal and tax obligations.

Upon account deletion or subscription termination, your documents and personal data will be deleted within a reasonable period, except where retention is required by law.

9. USE OF YOUR CONTENT

We do not use the content of your uploaded documents for any purpose other than providing the Service to you (e.g., rendering, editing, converting, or downloading your files). Your documents are not used to train models, improve our algorithms, or for any other secondary purposes.

10. DATA SECURITY

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, loss, or alteration. These measures include encryption in transit (TLS), access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

11. INTERNATIONAL DATA TRANSFERS

Your data may be transferred to and processed in countries outside your country of residence, including the United States. Where such transfers involve personal data of EU/EEA residents, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission, or other legally recognized transfer mechanisms.

12. YOUR RIGHTS

12.1 Rights for EU/EEA Users (GDPR)

If you are located in the EU/EEA, you have the following rights:

• Right of access – to obtain a copy of the personal data we hold about you
• Right to rectification – to correct inaccurate or incomplete data
• Right to erasure ("right to be forgotten") – to request deletion of your personal data
• Right to restriction – to restrict how we process your data
• Right to data portability – to receive your data in a structured, machine-readable format
• Right to object – to object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent – at any time, where processing is based on consent

You also have the right to lodge a complaint with your local data protection authority (DPA).

12.2 Rights for US Users (California – CCPA/CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect, use, disclose, or sell
• Request deletion of your personal information (subject to exceptions)
• Opt out of the sale or sharing of your personal information (we do not sell personal data)
• Non-discrimination for exercising your privacy rights

To exercise any of your rights, please contact us at [email protected]. We will respond within the timeframes required by applicable law.

13. CALIFORNIA PRIVACY RIGHTS

This section provides additional details about how we process personal data of California consumers and the rights available to them under the California Consumer Privacy Act ("CCPA") and California's Shine the Light law. Therefore, this section applies only to residents of California, United States.

For more details about the personal information we have collected, including the categories of sources, please see Section 2 above. We collect this information for the purposes described in Section 3 of this Privacy Policy. We may also share your information with certain categories of third parties as indicated in Section 6. We do not sell (as such term is defined in the CCPA) the personal information we collect.

Subject to certain limitations, the CCPA provides California consumers the right to request to know more details about the categories or specific pieces of personal information we collect (including how we use and disclose this information), to delete their personal information, to opt-out of any "sales" that may be occurring, and to not be discriminated against for exercising these rights.

California consumers may make a request pursuant to their rights under the CCPA by contacting us at [email protected]. We will verify your request and inform you accordingly. You may also designate an authorized agent to exercise these rights on your behalf.

CHILDREN'S PRIVACY

The Service is not directed to individuals under the age of 18 (or the applicable minimum age in your jurisdiction). We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us and we will promptly delete it.

14. THIRD-PARTY LINKS

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies before providing any personal information.

15. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email (to the address associated with your account) or by posting a prominent notice on our website, and we will update the "Last Updated" date at the top of this policy. Your continued use of the Service after such changes constitutes your acceptance of the updated policy.

16. CONTACT US

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: [email protected]

Company: KOVEXA LIMITED

Address: 3 Orbis Wharf, Bridges Court Road, London, England, SW11 3GW

This Privacy Policy is provided in English. In the event of any inconsistency between translated versions and the English version, the English version shall prevail.