HIPPODOCS

Privacy Policy

Hippodocs (the Company, we, us, our) respects the privacy of individuals who use the Software, that among other features, provides document-processing services, including (without limitation) converting documents that you upload from one format into different kinds of formats. Any person who uses the Software is referred to in this Privacy Policy as a User, you, or your).

This Privacy Policy (Privacy Policy) forms an inseparable part of the terms governing the Software, as set out in the End User License Agreement (EULA) (the Agreement), and describes how information connected to your use of the Software, including Personal Data (as defined below), is processed. Terms not expressly defined in this Privacy Policy have the meanings assigned to them in the Agreement.

Any Personal Data you choose to provide is provided voluntarily and, where required under applicable data protection laws, based on your consent. You acknowledge that you are not legally required to provide Personal Data to us; however, if certain Personal Data is not provided, we may be unable to provide particular features or aspects of the Software or to accomplish certain purposes described in this Privacy Policy (for example, to respond to questions or requests you submit). You also acknowledge that if you decline to allow such processing or choose not to provide certain information, some features or functions of the Software may not work properly.

This Privacy Policy may also include, or incorporate by reference, additional disclosures required under applicable privacy and data protection laws for residents of specific jurisdictions.

This Privacy Policy sets out the types of information the Company may process in connection with your use of the Software, the purposes for which such information is used, the situations in which it may be disclosed, and the rights available to you regarding your Personal Data. Before downloading, installing, or using the Software, we recommend that you read this Privacy Policy carefully and in full.

1. Children

The Software is not designed for, or intended to be used by, individuals under 16 years of age, and we do not knowingly collect Personal Data from children under this age.

If you believe a minor has provided us with Personal Data, please contact us at [email protected]. Following verification, we will take appropriate steps to delete such information in accordance with applicable law.

2. Changes to This Privacy Policy

We may revise this Privacy Policy from time to time to reflect changes in applicable legal requirements, our services, or our internal practices. The Last Updated date at the top of this Privacy Policy indicates when it was most recently updated.

We recommend that you review this Privacy Policy periodically to remain informed about how we handle information.

3. Data We Collect

When you access or otherwise use the Software, we may collect and process the categories of information described below.

Non-Personal Data is information that does not identify you as an individual and cannot reasonably be used to identify you. It may include aggregated or anonymized technical information, such as:

  • Operating system type and version
  • Device characteristics and general configuration
  • Language preferences and general performance indicators

This information is generally collected automatically and is used to help maintain service stability and functionality and to support analytics and optimization.

Personal Data means any information that can directly or indirectly identify an individual, such as IP addresses, or other online identifiers. When the Company processes Personal Data, it does so in accordance with applicable data protection laws, including the principles of data minimization and purpose limitation. Such processing may include, among other things:

  • Processing online identifiers (such as IP addresses) that are necessary for the operation, security, and functionality of the Software.
  • Where required by applicable law, obtaining your explicit consent before processing certain categories of data.

4. How We Use Personal Data

The Company, together with its service providers, may collect online identifiers (including IP addresses) and, where applicable, additional technical and contextual information when you interact with the Software. We use this information to operate and secure the Software, perform analytics, and, where relevant, support advertising-related activities. We also use this information to provide the Software and respond to support requests, inquiries, and other requests you submit.

We may also collect technical and contextual information, including timestamps, device type and version, language and regional settings, and referral or traffic-source data. This information assists us in monitoring performance, identifying technical issues, and improving the overall User experience.

5. Legal Basis for Personal Data Processing

Where the General Data Protection Regulation (GDPR) applies, the Company relies on one or more of the following legal bases to process Personal Data:

  • Legitimate Interests — To maintain the availability, stability, security, and proper functioning of our Software.
  • Contractual Necessity — Processing required to provide the services and features you requested.
  • User Consent — Where applicable law requires explicit consent for particular processing activities.

6. Personal Data Categories and Disclosures

During the preceding twelve (12) months, the Company may have disclosed the following categories of Personal Data for business or operational purposes:

  • Category A: Identifiers, such as IP addresses and other online identifiers.
  • Category F: Internet or browsing-related data, including limited usage and behavioral metrics.

Personal Data may be disclosed to, or shared with, the following categories of third parties:

  • Service Providers: Vendors and contractors that support hosting, infrastructure, maintenance, or the functionality of the Software.
  • Analytics Partners: Entities that assist us in analyzing usage trends, performance, and opportunities to improve the Software.
  • Business Affiliates: Partners involved in fraud prevention, security, advertising, or revenue attribution, where applicable.

If you would like to opt out of cross-contextual or interest-based advertising, you may use industry- standard opt-out mechanisms made available by organizations such as:

  • Digital Advertising Alliance (US)
  • Digital Advertising Alliance (Canada)
  • Digital Advertising Alliance (EU)
  • Network Advertising Initiative

Please note that use of these opt-out tools may not fully eliminate personalized advertising, as other companies may continue to process data independently of the Company.

7. Sharing Personal Data

The Company does not sell Personal Data. Nevertheless, we may share information in certain limited situations, including:

  • Service Providers — To operate and support our Software subject to applicable contractual obligations and confidentiality requirements.
  • Legal and Regulatory Requirements — Where disclosure is required by applicable law, regulation, legal process, or a governmental request.
  • Corporate Transactions — In connection with a merger, acquisition, restructuring, or similar business transaction, subject to appropriate safeguards.
  • User Consent — Where such sharing requires your explicit approval, which will be obtained in advance.
  • Security and Fraud Prevention — Where certain identifiers are shared to help detect, prevent, investigate, or respond to security incidents or fraudulent activity.

8. Security Safeguards

We use reasonable technical and organizational measures intended to protect Personal Data against unauthorized access, loss, misuse, alteration, or disclosure, and we review and update these measures as appropriate. However, no system or method of transmission can be guaranteed to be completely secure.

If you believe your Personal Data was accessed or used without authorization, please contact us promptly at [email protected].

9. Your Privacy Rights

Depending on your jurisdiction and the applicable law, you may have rights that include the ability to:

  • Access and review the Personal Data we hold about you.
  • Request correction or deletion of inaccurate or outdated information.
  • Object to, or request restriction of, certain data processing activities.
  • Withdraw consent where processing is based on consent.
  • Lodge a complaint with a competent supervisory or data protection authority.
  • To the extent the California Consumer Privacy Act (CCPA) applies, you have the right not to be discriminated against for exercising any of your rights. This includes not being denied goods or services, being charged different prices or rates for goods or services (including through the use of discounts or other benefits or the imposition of penalties), or being suggested that you will receive a different price or rate. You may also have the right, where applicable, to request that your Personal Data not be sold.

We will handle requests in accordance with applicable legal requirements and may ask for additional information to verify your identity.

If you believe you are entitled to additional rights not listed above, please contact us so that we can review and address your request, as appropriate.

10. How Long We Keep Data

We retain Personal Data only for as long as is reasonably necessary to achieve the purposes described in this Privacy Policy, to comply with applicable legal and regulatory requirements, or to maintain an ongoing relationship with you. However, we may keep Personal Data for longer periods in circumstances such as the following:

  • Required by applicable legal, tax, or regulatory obligations;
  • Necessary to maintain accurate records in connection with disputes, claims, or audits; or
  • There is a reasonable anticipation of litigation or enforcement activity.

In certain cases, information may be anonymized or aggregated so that it can no longer be linked to an identifiable individual. Such information is no longer treated as Personal Data under this Privacy Policy.

11. How to Contact Us

For questions, inquiries, or support requests, please contact us at [email protected].