1. About PDFSynapse.ai

PDFSynapse.ai is an AI-powered document intelligence platform that allows users to:

* Upload and analyze PDF documents
* Compare multiple documents
* Analyze documents from URLs
* Generate summaries and insights
* Ask questions about documents using AI
* Extract information from files
* Collaborate with teams on document analysis
* Create searchable knowledge repositories

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2. Information We Collect

We collect information necessary to provide, improve, and secure our Services.

A. Account Information

When creating an account, we may collect:

* Full name
* Email address
* Company name
* Job title
* Account credentials
* Billing information
* Subscription information

B. Uploaded Content

When you use the Services, we may process:

* PDF documents
* Word documents
* Spreadsheets
* Presentations
* Images
* URLs submitted for analysis
* Questions and prompts entered into the platform
* AI-generated responses and outputs

C. Usage Data

We automatically collect:

* IP address
* Browser type
* Device information
* Operating system
* Geographic region
* Session information
* Feature usage metrics
* Clickstream data
* Referring URLs

D. Communication Data

When you contact us, we may collect:

* Support tickets
* Emails
* Chat conversations
* Feedback submissions
* Survey responses

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3. How We Use Your Information

We use collected information to:

Provide Services

* Process uploaded documents
* Generate AI-powered insights
* Answer user questions
* Compare documents
* Deliver requested outputs

Improve the Platform

* Enhance AI performance
* Improve document processing accuracy
* Develop new features
* Troubleshoot technical issues
* Conduct product analytics

Security and Compliance

* Detect fraud and abuse
* Monitor platform security
* Prevent unauthorized access
* Comply with legal obligations
* Enforce our Terms of Service

Customer Support

* Respond to inquiries
* Resolve technical issues
* Provide training and onboarding
* Improve customer experience

Business Operations

* Billing and subscription management
* Account administration
* Service notifications
* Product updates

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4. AI Processing and Training

AI-Powered Analysis

PDFSynapse.ai uses artificial intelligence and large language models to analyze documents, generate summaries, answer questions, compare files, and extract information.

Customer Content Ownership

Users retain ownership of all documents, data, and content uploaded to the platform.

PDFSynapse.ai does not claim ownership of customer content.

Model Training

By default, PDFSynapse.ai does not use customer-uploaded documents to train public AI models.

For enterprise customers, uploaded content is isolated within the organization’s environment and is not used to improve or train shared AI systems unless explicitly authorized in writing.

Third-Party AI Providers

Some AI processing may be performed through trusted third-party AI infrastructure providers. These providers are contractually required to maintain confidentiality and security standards appropriate for handling customer data.

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5. Legal Basis for Processing

Where applicable under GDPR and similar regulations, we process personal data based on:

* Performance of a contract
* Legitimate business interests
* User consent
* Compliance with legal obligations
* Protection of vital interests
* Public interest obligations

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6. Data Retention

We retain information only as long as necessary to:

* Provide Services
* Maintain customer accounts
* Meet contractual obligations
* Comply with legal requirements
* Resolve disputes
* Enforce agreements

Retention periods may vary depending on:

* Subscription type
* Enterprise agreements
* Regulatory requirements
* Customer preferences

Upon account deletion, data may be permanently deleted according to our retention schedule unless required by law.

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7. Data Security

PDFSynapse.ai employs industry-standard security controls designed to protect customer information.

These measures may include:

Administrative Controls

* Security awareness training
* Role-based access controls
* Vendor risk assessments
* Security policies and procedures

Technical Controls

* Encryption in transit
* Encryption at rest
* Multi-factor authentication
* Access logging
* Threat monitoring
* Vulnerability management
* Security event monitoring

Physical Controls

* Secure cloud infrastructure
* Data center security protections
* Redundant systems
* Disaster recovery capabilities

While we implement reasonable safeguards, no system can guarantee absolute security.

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8. Enterprise Data Isolation

For Enterprise subscriptions:

* Customer data is logically separated from other customers.
* Enterprise workspaces maintain dedicated access controls.
* Organization-specific content remains within the organization’s environment.
* Administrative controls allow enterprise administrators to manage access and permissions.
* Data sharing occurs only within authorized organizational boundaries.

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9. Sharing of Information

We do not sell customer data.

We may share information in limited circumstances:

Service Providers

With trusted vendors that help operate our platform, including:

* Cloud hosting providers
* Payment processors
* Security monitoring services
* Customer support tools
* Analytics providers

Legal Requirements

We may disclose information if required to:

* Comply with legal obligations
* Respond to court orders
* Protect rights and safety
* Investigate fraud or abuse
* Enforce agreements

Business Transactions

If PDFSynapse.ai undergoes a merger, acquisition, financing, or sale of assets, customer information may be transferred as part of the transaction.

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10. International Data Transfers

Your information may be processed in countries outside your jurisdiction.

Where required by law, we implement appropriate safeguards, including:

* Standard contractual clauses
* Data processing agreements
* Security controls
* Regulatory compliance measures

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11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

* Maintain user sessions
* Authenticate users
* Improve functionality
* Analyze platform usage
* Measure performance
* Enhance security

Users may manage cookie preferences through browser settings.

Disabling certain cookies may affect platform functionality.

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12. Your Privacy Rights

Depending on your location, you may have rights including:

Right to Access

Request a copy of personal data we hold.

Right to Correction

Request correction of inaccurate information.

Right to Deletion

Request deletion of personal data.

Right to Restrict Processing

Limit certain processing activities.

Right to Data Portability

Receive your information in a portable format.

Right to Object

Object to certain processing activities.

Right to Withdraw Consent

Withdraw previously granted consent.

Right to Appeal

Appeal decisions related to privacy requests where applicable.

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13. GDPR Rights (European Economic Area)

If you reside in the EEA, United Kingdom, or Switzerland, you may exercise rights under applicable privacy laws, including GDPR.

Requests may be submitted through our privacy contact information below.

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14. California Privacy Rights

Residents of California may have rights under the California Consumer Privacy Act (CCPA/CPRA), including:

* Right to know
* Right to delete
* Right to correct
* Right to limit use of sensitive information
* Right to non-discrimination

PDFSynapse.ai does not sell personal information as defined by California law.

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15. HIPAA and Regulated Data

PDFSynapse.ai is intended primarily for document intelligence and collaboration purposes.

Organizations handling:

* Protected Health Information (PHI)
* Controlled Unclassified Information (CUI)
* Export-controlled information
* Government-regulated data
* Financial records subject to specific regulations

should not upload regulated data unless a specific enterprise agreement, security review, and any required compliance documentation have been completed.

Additional safeguards may be available under Enterprise plans.

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16. Children’s Privacy

PDFSynapse.ai is not directed toward children under the age of 13 (or the applicable age in your jurisdiction).

We do not knowingly collect personal information from children.

If we learn that such information has been collected, we will take reasonable steps to delete it.

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17. Third-Party Services

The Services may contain links or integrations with third-party services.

We are not responsible for the privacy practices of third parties.

Users should review the privacy policies of any external services they access.

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18. Account Security Responsibilities

Users are responsible for:

* Maintaining password confidentiality
* Protecting authentication credentials
* Enabling multi-factor authentication when available
* Managing authorized users within their organization
* Reporting suspected security incidents promptly

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19. Incident Response

In the event of a security incident affecting customer information, PDFSynapse.ai will:

* Investigate the incident
* Take appropriate containment measures
* Notify affected customers where required by law
* Cooperate with applicable regulatory obligations
* Implement remediation measures

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20. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Material changes will be communicated through:

* Website notices
* Email notifications
* Account notifications
* Updated publication dates

Continued use of the Services after updates constitutes acceptance of the revised policy.

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21. Contact Information

For privacy-related questions, requests, or concerns, please contact:

PDFSynapse.ai Privacy Team
Email: privacy@pdfsynapse.ai
Website: https://pdfsynapse.ai

For legal requests or data subject requests, please include sufficient information to verify your identity and process your request.

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Data Processing Summary

Category Purpose
Account Information Account management
Uploaded Documents AI analysis and document processing
User Prompts Generate responses and insights
Usage Analytics Improve platform functionality
Billing Information Subscription management
Support Communications Customer assistance
Security Logs Security and compliance monitoring

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PDFSynapse.ai is committed to protecting customer data, maintaining transparency, and providing secure AI-powered document intelligence solutions for individuals, businesses, and enterprise organizations.