Privacy Policy | Toolsmart

1. Introduction

Your privacy is of paramount importance to ToolSmart ("we", "us", or "our"). This Privacy Policy governs how we collect, process, and protect your personal data ("Information") when you use our AI-powered file conversion platform ("Services") available at toolsmart.ai and its subdomains.

This policy describes:

Introduction
About Us
Revisions to This Policy
Information We Collect
How We Use Your Information
Non-Personal Data Collection
Cross-Border Data Transfers
Your Rights
Data Security & Retention
Children’s Privacy
Third-Party Links
Additional Disclosures for EEA/EU Residents
Additional Disclosures for California Residents
Contact Information

We provide this Privacy Policy to help you understand our practices regarding the Information we collect in order to provide our Services. For purposes of this Privacy Policy, "Services" means:

Our website located at toolsmart.ai and other websites operated by us through which our Services are provided ("Sites")
Our web-based file conversion tools and related AI-powered features
Any other services or applications provided by ToolSmart through the Sites

Scope: This Privacy Policy applies solely to the Services provided by ToolSmart and does not extend to any third-party websites, products, services or applications, even if they are accessible through our Services.

2. About Us

ToolSmart is an AI-powered file conversion platform providing web-based document processing services. ToolSmart provides the Services described above to individual users and organizations. Accordingly:

ToolSmart acts as data controller for personal data collected from individual users in connection with the Services;
For organizational accounts, ToolSmart may act as data processor when processing personal data on behalf of enterprise customers under contractual agreements.

3. Revision to this Privacy Policy

Any information that is collected via our Services is covered by the Privacy Policy in effect at the time such information is collected. We may revise this Privacy Policy from time to time in accordance with the law. If we make any material changes to this Privacy Policy, we will notify you of such changes by posting them on our websites or by sending you emails or other notifications, and we will update the Last Updated Date above to indicate when such changes became effective.

4. What Information We Collect from You

(1) Basic Account Information. If you create an account ("Account") in connection with your use of our Services, we may collect certain information about you, such as your name and email address. If you create an Account using your login credentials from a third-party service such as Google, Facebook, or Microsoft (each, an "SNS Account"), we may access and collect the information that your privacy settings on the SNS Account permit us to access, such as your name and email address.

(2) File Conversion Data. When you use our Services to convert files, we temporarily process the files you upload solely for the purpose of providing the conversion service. We do not permanently store the content of these files after the conversion is complete.

(3) Information Collected Using Cookies and Other Web Technologies. We use automated data collection tools such as Cookies and Web Beacons to collect certain information.

A. "Cookies" are small text files placed on your device when you access our Services. We use both session Cookies (deleted when you close your browser) and persistent Cookies to monitor usage patterns and improve our Services. You can adjust your browser settings to block Cookies, but this may limit certain features of our Services.

B. "Web Beacons" (also known as pixel tags or clear GIFs) are small graphics used to track interactions with our Services and measure performance.

C. Our Services may use third-party tracking tools (such as Google Analytics) to collect technical data, including:

Device and software information (e.g., IP address, device identifier, operating system, browser type).
Usage data (e.g., frequency of use, interaction with features).
Metadata from files you upload (e.g., timestamps, but not file content).

(4) Log Data. Our servers automatically record information about how you use our Services ("Log Data"), including IP address, browser type, pages visited, and time spent. We use Log Data to improve and customize our Services.

(5) Device Information. When you access our Services, we may collect data sent by your device, such as device identifiers, operating system, and mobile advertising IDs (e.g., iOS IDFA or Android Advertising ID).

(6) Support Communications. If you contact our support team, we may retain your email and conversation details to assist with your inquiries.

A. "Cookies" are small text files placed on your device when you access our Services. We use both session Cookies (deleted when you close your browser) and persistent Cookies to recognize logged-in users, monitor usage patterns, and improve our Services. You can adjust your browser settings to block Cookies, but this may limit certain features of our Services. Third-party service providers may also place their own Cookies, which are not covered by this Privacy Policy.

B. "Web Beacons" (also known as pixel tags or clear GIFs) are small graphics used to track interactions with our Services, measure performance, and analyze user behavior. Unlike Cookies, Web Beacons are typically embedded invisibly on web pages or in emails.

C. Our Services may also use third-party tracking tools (such as APIs and SDKs) to collect technical data, including:

Device and software information (e.g., IP address, device identifier, operating system, browser type).
Usage data (e.g., frequency of use, interaction with features).
Metadata from files you upload (e.g., timestamps, but not file content).

(7) Location Data. Our third-party analytics providers (e.g., Google Analytics) may estimate your approximate location based on your IP address to help us improve our Services.

(8) Information Received from Our Partners and Other Third Parties. We also may link your subscription information with the data information we receive from our partners or other third parties (such as Google Analytics, Firebase, Facebook Analytics, Flurry etc.) to help smoothly facilitate our Services for you, to better understand your needs and to provide you with better Services experience.

(9) Contact Information for Technical Support. We also may record your email, telephone and dialogue contents when you contact us for service support by sending emails or calling, to help us keep contact with you for updates and support to resolve your queries for use of our Services.

5. How We Use Your Information

We process your information for specific purposes and process only the personal data relevant for achieving that purpose. Depending on our relationship with you and the Services that we are providing, we mainly use information for the following purposes:

(1) To provide the Services, including:

Processing file conversions
Troubleshooting technical issues
Customizing user experience
Providing customer support

(2) To improve and develop our Services, such as:

Analyzing usage trends
Enhancing performance and features
Optimizing AI conversion algorithms

(3) To protect security and prevent misuse, including:

Detecting and preventing fraudulent activity
Ensuring system integrity
Protecting against unauthorized access

(4) To comply with legal obligations, such as:

Responding to lawful requests
Maintaining records as required by law
Enforcing our Terms of Service

(5) To communicate with you, including:

Responding to support inquiries
Sending service-related notices
Providing updates (where applicable)

We may also use your information for other compatible purposes. All processing is conducted only where we have a valid legal basis under applicable data protection laws.

6. Collection and Use of Non-Personal Data

“Non-Personal Data” is the data that cannot be used to identify you. We collect Non-Personal Data to understand how people use our Products and Services and to help us improve our Services to better satisfy customer needs. We may, at our own discretion, collect, use, process, transfer or disclose Non-Personal Data for other purposes as well.

We will keep your information and Non-Personal Data separate and use each independently. If we do combine Non-Personal Data with your information, the combined data will be treated as personal data. We will protect the privacy of your information through strong security and encryption and in accordance with this Privacy Policy.

7. Cross-border Transfer of Information

Since ToolSmart operates globally, we may need to transfer your information to third-party service providers or affiliated partners with whom we collaborate. Such information may be stored or processed on servers located outside your country, state, or jurisdiction ("Cross-border Transfer of Information").

Please note that when transferring personal data to countries/territories that may not provide an equivalent level of data protection, we implement appropriate safeguards to ensure your information remains protected in accordance with this Privacy Policy.

If you have questions about these cross-border data transfers, please contact us. However, please be aware that certain Services may not be available if you object to such transfers where they are necessary for service delivery.

8. Your Rights in relation to Our Use of Your Information

We provide the following rights to protect your information:

(1) Right of Access. You may request details about the personal data we process about you.

(2) Right to Rectification. You may correct inaccurate or incomplete personal data.

(3) Right to Withdraw Consent. Where processing is based on consent, you may withdraw it at any time, without affecting the lawfulness of prior processing.

(4) Right to Erasure. You may request deletion of your personal data when:

The data is no longer necessary for its original purpose
You withdraw consent and no other legal basis exists
The data was unlawfully processed
Erasure is required by applicable law

(5) Right to Lodge Complaints. You may file a complaint with your local data protection authority. For EU residents, see: EDPB Members.

You can exercise your right to access, update and delete your information:

in the settings of your Products, or
you could contact us and we will assist you to exercise your right.

We may provide other rights for residents of some countries/territories subject to the locally applicable data protection law. We respect and constantly take multiple practices to protect your information no matter where you live.

If you have any questions about these rights or you would like exercise any of them, please contact us.

9. The Security and Storage of Your Information

We implement reasonable administrative, physical, and technical safeguards to protect the information we collect from unauthorized access, misuse, alteration, or destruction. These measures include: (i) encryption for data in transit; (ii) access controls limiting personal information to authorized personnel only; (iii) contractual confidentiality obligations for all employees and service providers.

Please note that while we employ industry-standard protections, no Internet transmission or electronic storage is completely secure.

When you use our Services: (i) temporary processing of your files occurs on our secure servers; (ii) converted files are automatically purged after processing; (iii) log data may be retained for service optimization.

Your information may be transferred to and processed in countries outside your jurisdiction, including Singapore and the United States, where data protection laws may differ. We ensure such transfers comply with applicable legal requirements.

All data processing adheres to this Privacy Policy regardless of location.

10. How Long We Retain Your Information

We will retain your information for the period strictly necessary for fulfilling the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. For example, we retain your account information for as long as your account is active or as needed to provide you with Products or Services you have requested or authorized, including maintaining and improving the performance of the Products or Services and protecting system security. We also retain personal data as needed to maintain appropriate business and financial records, protect our legal interests, resolve disputes, or comply with legal or regulatory requirements.

11. Our Policy Towards Children

Our Services are not directed to children under the age of 16. We do not knowingly collect, store, or process personal data from children under 16. If we become aware that we have inadvertently collected personal data from a child under 16 without verifiable parental consent, we will take immediate steps to delete such information from our systems. If we learn that we have collected personal data of a child under 16, unless we have first obtained verifiable, explicit parental permission for collecting personal data of such child, we will take steps to delete the information as soon as we can.

12. Links to Other Sites

Our Services may contain links to websites and services that are owned or operated by third parties (each, a “Third-party Service”). Any information that you provide on or to a Third-party Service or that is collected by a Third-party Service is provided directly to the owner or operator of the Third-party Service and is subject to the owner’s or operator’s privacy policy. We’re not responsible for the content, privacy or security practices and policies of any Third-party Service. To protect your information, we recommend that you carefully review the privacy policies of all Third-party Services that you access.

Toolsmart's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

13. Additional Privacy Information for EEA Residents

In this section, we provide additional information to European Economic Area (EEA) residents, as required under EU privacy laws, including the General Data Protection Regulation (“GDPR”).

(1) Legal Basis of Processing Information

We process information if one of the following applies:

A. Necessary for entry into, or performance of, any contract(s) with you (Art 6(1)(b) of the GDPR). This applies to section 5(1) to provide the Services, which include troubleshooting, customizing, identifying, supporting.
B. Necessary for the legitimate interests of us, where these are not overridden by your interests or fundamental rights and freedoms (Art 6(1)(f) of the GDPR). This applies to section 5(2) to improve and develop our Services, 5(3) to protect the security and prevent criminal activity.
C. Necessary for compliance with a legal obligation to which we are subject (Art 6(1)(c) of the GDPR). This applies to section 5(4) to comply with our legal obligations.
D. In limited circumstances and to the extent the legal bases for processing set out above do not apply, processed with your consent (Art 6(1)(a) of the GDPR). This applies to section 5(6) to communicate with you.

(2) Cross-border Transfer of Information

If you are based within EEA, please note that where necessary to deliver the services, we will transfer personal information to countries/territories outside the EEA. Countries/territories outside the EEA may not provide an adequate level of protection to your personal information; however, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Policy. The safeguard we primarily rely upon is the European Commission-approved standard contractual data protection clauses.

(3) GDPR Rights

In general, EEA residents have the following rights with respect to their personal information:

A. Right to Object. You have the right to object to the processing of your information. If you object, we will no longer process your information unless we can prove compelling legitimate reasons for the processing that outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims on our part.
B. Right to Restriction of Processing. You have the right to request us to process your information only to a restricted extent under the following conditions:
the accuracy of your information is contested;
you request limited processing instead of deletion under the conditions of a justified right of erasure;
the data is no longer required for the purposes pursued by us, but you need the information to assert, exercise or defend legal claims; or
the success of an objection is still disputed.
C. Right to Data Portability. You have the right to receive from us information concerning you, which you have provided to us, in a structured, commonly used and machine-readable format, as well as the right to request us to forward this information to another controller under the following conditions:
the processing is based on consent or the contract, or
the processing is carried out by automated means.

14. Additional Privacy Information for California Residents

In this section, we provide additional information to California residents, as required under California privacy laws, including the California Consumer Privacy Act ("CCPA"). This section does not apply to publicly available information lawfully made available by state or federal government records, deidentified information, aggregate consumer information, or other personal information that is exempt under the CCPA.

While our collection, use and disclosure of personal information varies based on your use of our Services, this section describes how we have collected and disclosed personal information about California residents in the prior 12 months, and the rights California residents have under the CCPA.

CCPA Rights

In general, California residents have the following rights with respect to their personal information:

Do-not-sell (opt-out): to opt-out of our sale of their personal information, including those we have actual knowledge are younger than 16.

Right of deletion: to request deletion of their personal information that we have collected about them and to have such personal information deleted, subject to certain exceptions. Once we receive your request and confirm your identity, we will review your request to see if an exception allowing us to retain the information applies.

Right to know: with respect to the personal information we have collected about them in the prior 12 months, to require that we disclose the following to them (up to twice per year and subject to certain exemptions):

A. categories of personal information collected
B. categories of sources of personal information
C. categories of personal information about them we have disclosed for a business purpose or sold
D. categories of third parties to whom we have sold or disclosed for a business purpose their personal information
E. the business or commercial purposes for collecting or selling their personal information
F. a copy of the specific pieces of personal information we have collected about them

Right to non-discrimination: the right not to be subject to discriminatory treatment for exercising their rights under the CCPA.

Submitting CCPA Requests

California residents may submit CCPA requests to exercise their “Right to know (access)” and “Right of deletion” through contact us.

When you submit a request to know or a request to delete, we will take steps to verify your request by matching the information provided by you with the information we have in our records. You must provide your name and contact information to verify your request. In some cases, we may request additional information in order to verify your request or where necessary to process your request. If we are unable to adequately verify a request, we will notify the requestor. Authorized agents may initiate a request on behalf of another individual by contacting us by email; authorized agents will be required to provide proof of their authorization and we may also require that the relevant consumer directly verify their identity and the authority of the authorized agent.

15. Contact Information

Please contact us at your convenience if you have any questions about our Privacy Policy through contact us.