Privacy Policy

1. What we collect

Account data. Email, name (optional), hashed password, and Google profile if you sign in with Google.

Documents you upload. Files you submit for extraction — PDFs, images, scans — along with any free-text extraction prompt you provide.

Extraction output. The structured data we return to you.

Usage and product analytics. Counts of extractions, pages and features used, clicks, referring page and campaign parameters, browser/device details, approximate location, performance metrics, and categorized errors. We may record masked session replays and heatmaps to understand where the interface is confusing. All form inputs are masked, and extracted results and displayed document names are excluded from replay capture.

Billing data. If you upgrade to Pro, Polar handles payment information. We never see or store your card details — we only store the Polar customer/subscription IDs needed to manage your plan.

2. How we use it

• To run extractions and return results to you.
• To enforce free-tier quotas and prevent abuse.
• To send transactional email (verification, password reset, billing receipts).
• To debug issues — typically on your request, scoped to your account.
• To understand acquisition, conversion, feature adoption, and where users abandon a workflow so we can improve the product.
• To protect the service from spam, fraud, and security threats.

We do not use your documents or extractions to train AI models — neither ours nor the providers we route through.

3. How long we keep it

Documents: processed in-flight and not stored long-term on our servers. They may pass through provider memory during inference (see section 4) but are not persisted by us.

Extraction output: retained briefly so you can re-download it within your session, then discarded. Save what you need locally.

Account data: kept while your account is active, deleted within 30 days of account deletion (with a small set of records retained longer where law requires — e.g. invoicing for tax purposes).

Server logs: rotated within 30 days unless flagged for an ongoing investigation.

Product analytics: retained only as long as reasonably needed to analyze product performance and customer journeys. You can ask us to delete analytics tied to your account using the contact details below.

4. Third-party services we use

• Google (Gemini API)— performs the AI extraction. Files you upload are sent to Google's API. Google's API terms commit to not training on your data when accessed via their paid API tier, which is how we use it.
• Polar — processes payments and stores card data on its own infrastructure under PCI-DSS.
• Vercel — hosts the application, serves traffic, and stores standard request logs.
• PostHog EU Cloud — provides product analytics, first-party session replay, heatmaps, error monitoring, and optional in-product surveys. Inputs are masked and extraction results and document names are excluded from recordings. We do not use PostHog for advertising.
• Email provider — sends verification, password reset, and billing notification emails.

5. Cookies

We use first-party cookies for authentication sessions. PostHog stores a first-party analytics identifier that helps us connect visits, product actions, and purchases into a customer journey. We don't use advertising cookies, sell this data, or use cross-site advertising trackers.

6. Your rights

Wherever you are, you have the right to:

• Access the personal data we hold about you.
• Correct or update it.
• Delete your account and the data tied to it.
• Export your data in a portable format.
• Object to processing or restrict it for specific purposes.

Email daveedsgn@gmail.com and we'll respond within 30 days.

7. Children

ExtractFox isn't intended for children under 16. We don't knowingly collect data from them. If you believe a child has signed up, email daveedsgn@gmail.com and we'll delete the account.

8. International transfers

Our infrastructure providers may process data in regions outside your country (typically the US and EU). Where required, we rely on Standard Contractual Clauses or equivalent safeguards.

9. Security

Data is encrypted in transit (TLS) and at rest. Access to production systems is restricted and logged. Found a vulnerability? Email daveedsgn@gmail.com.

10. Changes

We'll update this page if our practices change. Material changes will be announced by email or in-product notice before they take effect.

11. Contact

Privacy questions: daveedsgn@gmail.com. General questions: daveedsgn@gmail.com.