OptimaPDFOP
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Privacy Policy

Last updated: June 30, 2026

1. General provisions

This Privacy Policy defines the principles of processing and protection of personal data of users of the OptimaPDF website (optimapdf.com). OptimaPDF places the highest importance on privacy and data security. All tools have been designed following the privacy by design principle — by default, your files are processed locally in your browser.

2. Data controller

The data controller is Leszek Hofman, Dąbrówka Nowa, Poland. Contact: kontakt@optimapdf.com. The controller has not appointed a Data Protection Officer — for all matters related to personal data protection, contact us directly via the email address above.

3. Scope and purposes of data collection

3.1 Technical data

When using the website, the following technical data is automatically collected: IP address, browser type and version, operating system, screen resolution, approximate geographic location (country level), visit time and time spent on the site. This data is anonymized and used solely for statistical purposes and security assurance.

3.2 User-uploaded files

PDF files uploaded to tools are processed as follows:

  • Client-side tools (merge, split, rotate, watermark, page-numbers, crop-pdf, edit-pdf, sign-pdf, redact-pdf, flatten-pdf, delete-pages, extract-pages, reorder-pages, add-page, metadata, pdf-to-svg, pdf-to-epub, pdf-to-txt, fill-form, pdf-to-images, to-pdfa, compare-pdf, unlock-pdf, protect-pdf) — the file is processed entirely in the browser using WebAssembly and JavaScript. The file never leaves your device.
  • Server-side tools (compress-pdf, ocr-pdf, pdf-to-word, word-to-pdf, jpg-to-pdf, pdf-to-excel, excel-to-pdf, pdf-to-powerpoint, openoffice-to-pdf, pdf-to-openoffice, pdf-to-html, html-to-pdf, url-to-pdf) — the file is temporarily sent to the server, processed exclusively in RAM, and immediately deleted after the operation. Maximum retention time: a few seconds.
  • AI functions (AI Chat, AI Summary, AI Translate) — text extracted from the PDF is sent to the external OpenRouter API. We do not send user-identifying data. The content is not stored or used for model training.

3.3 User preferences

Information about the selected theme (dark/light) and language (Polish/English) is stored in the browser's localStorage. It is not sent to the server or shared with third parties.

4. Legal basis for processing

  • Art. 6(1)(b) GDPR — performance of an electronic service contract (providing PDF tools).
  • Art. 6(1)(f) GDPR — legitimate interest of the controller (ensuring security, preventing abuse, technical analysis).
  • Art. 6(1)(a) GDPR — user consent (for AI functions). Consent can be withdrawn at any time.

5. Data recipients

Data may be transferred to the following categories of recipients:

  • Google LLC (Google Analytics) — anonymized traffic statistics, based on your consent.
  • Processors acting on our behalf (hosting, OpenRouter.ai) — based on data processing agreements.
  • Authorities entitled under legal provisions — only in cases provided for by law.

6. Data transfers outside the EEA

When using AI features, text may be processed on OpenRouter servers in the US. OpenRouter participates in the Data Privacy Framework (DPF), ensuring an adequate level of data protection (European Commission Decision 2023/1795). In other cases, data is not transferred to third countries.

7. Data retention period

Data is stored for the following periods:

  • Server logs (IP address, User-Agent): up to 7 days.
  • Files uploaded to client-side tools: not stored — removed from memory upon page refresh.
  • Files uploaded to server-side tools: deleted immediately after processing.
  • localStorage data: until manually deleted by the user.

8. User rights

You have the right to:

  • Access your data (Art. 15 GDPR).
  • Rectification of data (Art. 16 GDPR).
  • Erasure of data (Art. 17 GDPR) — right to be forgotten.
  • Restriction of processing (Art. 18 GDPR).
  • Data portability (Art. 20 GDPR).
  • Object to processing (Art. 21 GDPR).
  • Withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
  • Lodge a complaint with the President of the Personal Data Protection Office (PUODO), ul. Stawki 2, 00-193 Warsaw, Poland.

9. Data security

We apply the following security measures:

  • TLS/SSL encryption — all communication between browser and server is encrypted.
  • Content Security Policy (CSP) — limits the ability to execute untrusted scripts.
  • RAM-only processing — files are not written to the server's disk.
  • Automatic deletion — files are deleted immediately after the operation completes.
  • File size limit — maximum 100 MB.
  • File type verification — we check the file signature (magic bytes) before processing.
  • No login required — we do not require registration or login.

10. Google Analytics and analytics consent

This website uses Google Analytics (Google LLC, USA) for anonymous traffic analysis. Google Analytics collects aggregated statistical data such as: visit count, time spent on site, browser type, approximate location (country level), traffic source. Data is anonymized (anonymize_ip: true).

  • On first visit, a consent banner is shown — Google Analytics is only activated after clicking "Accept".
  • You can withdraw consent at any time by removing the "cookie-consent" entry from your browser's localStorage.
  • Google Analytics is not used for ad targeting or behavioral profiling.
  • Data in localStorage (theme, language, consent preferences) is fully controlled by the user and can be deleted at any time.

11. AI functions and OpenRouter

Using AI functions (AI Chat, AI Summary, AI Translate) requires your own OpenRouter API key, which is stored exclusively in your browser's localStorage and is not shared with the website administrator. The API key is used solely for communication with the OpenRouter API. We do not have access to your API key or the content of queries sent to OpenRouter.

12. Final provisions

We reserve the right to make changes to this Privacy Policy. Changes will be communicated by updating the date at the top of this page. Any questions regarding the privacy policy should be directed to: kontakt@optimapdf.com.

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