Privacy Policy

1. Introduction & scope

This Privacy Policy explains how ConvertUni (“ConvertUni”, “we”, “our”, or “us”) collects, uses, processes, stores, and deletes personal data when you access or use our website, account system, file conversion tools, and related support channels.

This policy applies to visitors, registered users, and users who access ConvertUni through third-party login providers.

2. Data controller

ConvertUni acts as the data controller for personal data processed through the platform and determines the purposes and means of processing in accordance with applicable data protection laws.

3. Categories of data we may process

Depending on how you use the service, we may process the following categories of data:

• Account data: name, email address, public ID, and login-related account information.
• Authentication data: password hashes for local accounts and limited authentication-related identifiers for Google or Facebook login accounts.
• Technical data: IP address, browser type, device information, timestamps, and related technical request data.
• Usage data: basic conversion activity such as conversion type, selected formats, job status, and limited account history.
• Support data: information voluntarily submitted through our contact form or support email.
• Uploaded files: files submitted for conversion and generated output files, stored only temporarily.

4. Account registration and login

Users may access ConvertUni through a standard email/password account or through supported third-party login providers such as Google and Facebook.

For local accounts, we process your name, email address, public ID, and securely stored password data. Passwords are stored in hashed form and are not stored in plain text.

For Google or Facebook login, we process only the basic information necessary to authenticate the account and provide access to the platform, such as your name and email address, along with the provider-related identifier needed to manage sign-in.

5. File processing and automation

ConvertUni operates primarily through automated systems. Uploaded files are processed on our own servers for the purpose of completing the requested conversion.

Uploaded files are not sent to third-party file conversion services as part of the normal conversion process.

6. File retention and deletion

Uploaded files and generated outputs are stored temporarily to complete the requested conversion.

In normal operation, uploaded files and output files are automatically deleted from our servers within approximately 1 hour after processing.

ConvertUni does not keep uploaded file contents permanently after this temporary processing period.

7. Conversion history and account-linked activity

For registered users, ConvertUni may retain limited conversion history so it can be shown inside the user dashboard. This history may include basic information such as file name and date.

Actual uploaded file contents are not retained as part of this history after the temporary storage period ends.

History records are not kept indefinitely and are removed over time. If an account is deleted, account-linked history is permanently removed together with the account data.

8. Legal basis for processing

We process personal data only where we have a valid legal basis to do so, including:

• Performance of a contract: to provide file conversion, account access, and related service functionality.
• Legitimate interests: to protect the security, integrity, and reliability of the platform, including fraud prevention and abuse prevention.
• Legal obligations: where processing is necessary to comply with applicable law.

9. Cookies, sessions, and similar technologies

ConvertUni uses essential cookies and session-based technologies required for login, account sessions, security, and platform functionality.

We also use Google Analytics to understand overall site usage, such as which pages are visited more often, how visitors interact with the website, and how the service can be improved.

Advertising services such as Google AdSense may also be added in the future. If enabled, such services may use cookies or similar technologies in accordance with their own policies and applicable law.

10. Analytics

ConvertUni uses Google Analytics for website measurement and service improvement. Analytics information may help us understand visitor behavior, page usage, feature popularity, and overall product performance.

This information is used for operational insight and product improvement rather than to review the private contents of uploaded files.

11. Contact form and support communications

If you contact us through the ConvertUni contact form, we may process the information you provide, such as your name, email address, public ID, subject, category, and message.

Contact form submissions are not stored in a support database. Instead, they are delivered to us by email for support handling. Support emails may be manually deleted after the matter is resolved.

12. IP addresses and security

We may process IP addresses and related technical request information for security purposes, including account protection, abuse prevention, suspicious activity detection, rate limiting, and general platform integrity.

Processing technical data for these purposes is a normal part of operating and protecting an online service.

13. Data sharing and disclosure

ConvertUni does not sell, rent, or trade personal data.

We may disclose data only where necessary to comply with legal obligations, enforce our policies, protect our rights, or maintain the security and integrity of the service.

14. Infrastructure and hosting

ConvertUni currently operates on infrastructure hosted through DigitalOcean. As the service grows, infrastructure providers and supporting services may change over time as needed to operate, secure, and scale the platform.

15. Data deletion and account removal

Registered users can permanently delete their account directly from the account dashboard, subject to the confirmation steps built into the deletion flow.

Once account deletion is completed, account-linked data is permanently removed according to our deletion process.

More information is available here: Data Deletion Instructions

16. Your rights

Depending on your location and applicable law, you may have rights relating to your personal data, including the right to access, correct, restrict, or request deletion of personal data.

Under applicable data protection laws, including the General Data Protection Regulation (GDPR) where applicable, you may also have the right to make privacy-related requests concerning your personal data.

17. Children’s privacy

ConvertUni is a general-use service and is not specifically directed to children. If you believe personal data has been submitted inappropriately, please contact us so we can review the situation.

18. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, security practices, infrastructure, or legal requirements. Any updates will be reflected on this page together with an updated revision date.

19. Contact

For privacy-related questions or requests, contact: support@convertuni.co