Privacy Policy

1. Who is responsible for your information

Simply File Tools is the name of this document processing website. The legal operator and business address are not yet stated on this page; contact us for the current details. For questions about your information, email [email protected] or use our contact form.

2. Information we process

We process uploaded documents and images, pasted text, filenames, extracted text, organised document structures, selected templates and generated previews to provide the document service. Files may contain personal information you include in them. Only submit material you have permission to process, and avoid unnecessary sensitive information.

Our contact form processes your name, email address and message. It uses a session to validate submissions. To limit spam, it derives a hashed identifier from your connection IP address and stores submission attempt timestamps in a private server folder.

3. Why we use information

Document processing lets us provide the service you request. Contact details let us answer questions and resolve problems. Security checks help protect the website from abuse. Depending on the activity, our lawful bases may include performance of a contract and legitimate interests in operating, securing and improving the service. Any consent required for non-essential advertising cookies will be sought where applicable.

4. Document recognition, organisation and OpenAI

Simple documents are first read locally on our server. Their extracted text may then be sent to OpenAI through its API to organise it into headings, paragraphs, contact details, lists and tables for the selected template. Images, scanned PDFs and documents requiring improved recognition may have their document content sent to OpenAI for recognition and organisation together. Pasted text may also be sent for organisation. This processing may include personal information contained in your document.

AI organisation is intended to preserve your wording and facts while making the structure suitable for our PDF templates. After local extraction, we compare the proposed organisation with the extracted wording, allowing changes to whitespace and line breaks. If that check fails, we keep the original extraction. This check cannot confirm that recognition of an image or scanned document is accurate. AI can misread or omit content, so compare the extracted content and every preview page with your original before purchasing.

Saved recognition and organisation results can be reused when you change templates or upload the same file again within the same session while its cache remains available. Changing a template alone does not send your content to OpenAI again.

Our document API requests use OpenAI's response-storage setting store=false. This does not mean that all provider-side retention is disabled: abuse-monitoring records and other processing may be retained under OpenAI's applicable policies and our account arrangements. Deleting a document from this website does not automatically delete provider-side records. See OpenAI's API data controls.

5. Email providers

Contact messages are sent through Mailgun to [email protected], hosted with Zoho. These providers process message contents and delivery information to send, receive and manage email. The contact endpoint does not save message contents in its own local files. Email copies may remain in Mailgun's systems and the Zoho inbox according to their settings.

6. Documents, caching and deletion

The service saves original uploads, extracted text and any accepted organised document structure. Extraction and organisation results are cached privately for the same session and may be reused for up to 24 hours after processing when the same file is uploaded again. Uploading the file again does not extend an existing cached result’s expiry. Expired results are not reused; removal from storage depends on the cleanup process. A document deletion control is available on the homepage. Deleting the original upload does not delete the separate purchased copy in My Documents. Delete that copy separately if you want to end download access. Immediate cache removal when you delete a document, and backup deletion behaviour, still need verification. Please contact us if you need assistance with deletion.

The payment integration retains a separate copy of purchased extracted text and document structure for download access for 30 days after payment. Its maintenance task removes that copy after expiry. Customers can delete the stored purchased document in My Documents to end access sooner. Original uploads have a separate 24-hour expiry and cleanup process. Expired and deleted content may remain in backups or provider systems; backup, cache, email and security-log schedules must still be confirmed before launch. Transaction metadata remains after document deletion for accounting and support; its retention period must be finalised.

7. Cookies, Chrome extension and usage statistics

The contact form uses a session cookie to help prevent forged submissions and display confirmation after a successful submission. Server access and error logs may record connection information such as IP addresses, request URLs and timestamps.

When the SimplyFileTools Chrome extension is first installed, it generates a random persistent installation token and opens our welcome page with that token and the extension version. Our server stores a SHA-256 hash of the token in MySQL, along with the version and installation timestamp. This is a pseudonymous identifier, not guaranteed anonymous information: it can be used to distinguish an installation and link related events. It helps us count installations without double-counting page refreshes.

If the extension is removed, Chrome may open our goodbye page with the same token. We use its hash to associate the goodbye-page visit with the installation and avoid counting repeated refreshes. You may optionally submit a reason and written feedback. A goodbye-page visit is not necessarily a verified uninstall, and we do not receive a guaranteed uninstall event directly from Chrome.

Advertising landing pages may record pageviews, clicks on an Add to Chrome link and attempts to open the Chrome Web Store in daily event logs. Where provided by an advertising campaign, first-party cookies may retain a click identifier (cid or cid7), traffic source (source or source7), placement (target or target7) and campaign information. If these values remain available when the extension welcome page opens, they may be associated with the installation record in MySQL. If they are unavailable, the installation is recorded as unattributed. These records support campaign measurement and prevention of duplicate conversion records. The website does not treat a Store-opening attempt as proof of installation.

Advertising conversion postbacks are not currently enabled. If enabled later, this policy and any applicable consent and provider disclosures will be updated before activation. Installation and uninstall tracking do not require access to the contents of your documents or your general browsing history. The extension may separately request optional website access when you choose to use features that need it.

These installation, attribution and event records are held for operational reporting; their specific retention and deletion schedules are still being finalised. You can contact us to request information or exercise applicable privacy rights. We are also reviewing the full cookie inventory and consent requirements before launching paid advertising.

8. Payments and email login

When payment is enabled, Stripe processes checkout details and payment information. We store the checkout email, order identifiers, currency, amount, payment status and confirmation of immediate delivery to verify purchases and provide access. Card numbers are handled by Stripe and are not stored by this website. We use Mailgun to send purchase confirmations, generated account credentials and secure one-time login or password-reset links to the checkout email address. Accounts support a generated password, which you can optionally change, and email-link access. Permanent passwords are stored as hashes rather than readable passwords. A generated password may be held temporarily in encrypted form while its welcome email is awaiting delivery; that pending copy is removed after successful sending or by the scheduled cleanup process. Email links expire after 15 minutes and must be confirmed before they grant access. Passwords contained in delivered welcome emails remain subject to the email providers’ retention settings.

9. Processing outside your country

Mailgun is configured to use its US sending endpoint; the support inbox is hosted in Zoho's EU service. Other providers may process information outside your country. Applicable locations and international transfer safeguards must be verified and documented before launch.

10. Your privacy rights

Depending on the applicable law and the reason your information is processed, you may have rights to access, correction, deletion, restriction, objection and data portability. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing. These rights are subject to conditions and exceptions.

To make a request, contact [email protected]. We may need to verify your identity before responding. If you are in the UK, you can also complain to the Information Commissioner's Office. You may also contact your local data protection authority where applicable.

11. Changes to this policy

We will update this page when the service or its data handling changes. The date above identifies this version. We may revise this policy as operational details and retention schedules are confirmed.

Saved extracted documents

When you process a document while signed in, we save its extracted text and organised structure in your account for 30 days so you can return, download text or upgrade the same document to a formatted PDF. This does not extend the existing retention of the original upload or temporary processing cache. You can remove saved extracted text from My account. Financial records may remain under the transaction-record policy above.

The formatted preview is delivered as watermarked page images. A preview PDF is not sent to your browser; the clean PDF becomes available after payment.