Privacy Policy

1. Introduction

ModConvert ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at convert.modvc.org ("Website") and use our file conversion services ("Service").

Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the Website or use the Service.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates.

2. Information We Collect

2.1 Personal Data

We may collect personally identifiable information that you voluntarily provide to us when you:

• Register for an account
• Use our API services
• Contact us for support
• Participate in surveys or promotions

The personal information we may collect includes:

• Email Address: Required for account registration and communication
• Name: Your full name for account personalization
• Company Name: Optional business information
• Website URL: Optional information about your organization
• Use Case: Information about how you intend to use our services
• Password: Securely hashed and stored for account authentication

2.2 Files and Content

When you use our Service, you may upload files for conversion. We want to be transparent about how we handle your files:

• Server-Side Processing: Files uploaded for conversion are temporarily stored on our servers only for the duration necessary to complete the conversion process. All uploaded and converted files are automatically deleted within 3 minutes after processing.
• Client-Side Processing: Some features, such as the Background Remover, process files entirely in your browser. These files never leave your device and are not transmitted to our servers.
• No Content Review: We do not manually review, analyze, or access the contents of your uploaded files except as required by law.
• No Content Storage: We do not retain copies of your files for any purpose beyond providing the Service.

2.3 Automatically Collected Information

When you access the Website, we may automatically collect certain information about your device and usage, including:

• Device Information: Browser type, operating system, device type
• Log Data: IP address, access times, pages viewed, referring URL
• Usage Data: Features used, conversion types, file formats processed (but not file contents)
• Cookies and Similar Technologies: As described in Section 5

2.4 API Usage Data

When you use our API, we collect:

• API key used for authentication
• Endpoints accessed
• Request timestamps
• Response status codes
• Processing times
• Error logs (for debugging purposes)

This data is used to provide you with usage analytics, enforce rate limits, and improve our Service.

3. How We Use Your Information

We use the information we collect for various purposes, including:

3.1 Providing and Improving the Service

• To process file conversions and deliver results
• To create and manage your account
• To authenticate API requests
• To provide usage statistics and analytics
• To improve and optimize the Service
• To develop new features and services

3.2 Communication

• To send account-related notifications (password resets, security alerts)
• To respond to your inquiries and support requests
• To send service updates and important announcements
• To send marketing communications (with your consent, where required by law)

3.3 Security and Fraud Prevention

• To detect and prevent fraudulent activity
• To enforce our Terms of Service
• To protect the security and integrity of the Service
• To comply with legal obligations

3.4 Analytics and Research

• To analyze usage patterns and trends
• To measure the effectiveness of features
• To conduct research and development

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal basis for collecting and using your personal information depends on the data concerned and the context:

• Contractual Necessity: Processing is necessary to provide the Service you requested
• Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving the Service and preventing fraud
• Consent: Where you have given consent to specific processing activities, such as marketing communications
• Legal Obligation: Processing is necessary to comply with legal requirements

5. Cookies and Tracking Technologies

5.1 Types of Cookies We Use

• Essential Cookies: Required for the Website to function properly, including authentication and security features
• Analytics Cookies: Help us understand how visitors interact with the Website
• Advertising Cookies: Used by our advertising partners to serve relevant advertisements
• Preference Cookies: Remember your settings and preferences

5.2 Third-Party Cookies

We may use third-party services that set their own cookies, including:

• Analytics providers (to understand usage patterns)
• Advertising networks (to serve relevant ads)
• Content delivery networks (to improve performance)

5.3 Cookie Management

Most web browsers allow you to control cookies through their settings. You can:

• Block all cookies
• Accept only first-party cookies
• Delete cookies when you close your browser
• Receive a notification when a cookie is set

Please note that disabling cookies may impact the functionality of the Website.

6. Data Sharing and Disclosure

6.1 We Do NOT Sell Your Data

We do not sell, trade, or rent your personal information to third parties.

6.2 Service Providers

We may share your information with third-party service providers who perform services on our behalf, such as:

• Cloud hosting and storage providers
• Email delivery services
• Analytics services
• Payment processors (if applicable)

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

6.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Legal process (court orders, subpoenas)
• Requests from government authorities
• Protection of our legal rights
• Investigation of potential violations of our Terms
• Protection of the safety of users or the public

6.4 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

6.5 Aggregated Data

We may share aggregated, anonymized, or de-identified information that cannot reasonably be used to identify you. This includes statistics about file conversions, format popularity, and usage trends.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption: Data transmitted to and from our Service is encrypted using TLS/SSL
• Password Security: Passwords are hashed using industry-standard algorithms
• API Key Security: API keys are hashed before storage
• Access Controls: Strict access controls limit who can access personal data
• Automatic Deletion: Uploaded files are automatically deleted within 3 minutes
• Regular Security Audits: We regularly review and update our security practices

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Uploaded Files: Deleted within 3 minutes of processing
• Account Data: Retained while your account is active and for a reasonable period thereafter
• API Usage Logs: Retained for up to 90 days for analytics and debugging
• Communication Records: Retained as necessary for customer support and legal compliance

You may request deletion of your account and associated data at any time (see Section 9).

9. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

9.1 For All Users

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate personal data
• Deletion: Request deletion of your personal data (subject to legal restrictions)
• Account Management: Update your account information through your dashboard

9.2 For EEA Residents (GDPR)

Under the General Data Protection Regulation (GDPR), you have additional rights:

• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restriction: Request restriction of processing of your personal data
• Right to Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
• Right to Lodge a Complaint: File a complaint with your local data protection authority

9.3 For California Residents (CCPA)

Under the California Consumer Privacy Act (CCPA), California residents have the right to:

• Know what personal information is being collected
• Know whether personal information is sold or disclosed and to whom
• Say no to the sale of personal information (we do not sell data)
• Access your personal information
• Request deletion of your personal information
• Not be discriminated against for exercising your privacy rights

9.4 Exercising Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to requests within the timeframes required by applicable law.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country.

If you are located in the EEA, UK, or Switzerland, we ensure that appropriate safeguards are in place for international data transfers, including:

• Standard Contractual Clauses approved by the European Commission
• Transfers to countries with adequate data protection recognized by the European Commission
• Other legally approved mechanisms

11. Children's Privacy

The Service is not intended for children under the age of 13 (or 16 in the EEA). We do not knowingly collect personal information from children under these ages.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from a child without verification of parental consent, we will take steps to remove that information from our servers.

12. Third-Party Websites and Services

The Website may contain links to third-party websites, plugins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.

We do not control these third-party websites and are not responsible for their privacy practices. We encourage you to read the privacy policy of every website you visit.

13. Do Not Track Signals

Some browsers include a "Do Not Track" (DNT) feature that signals to websites that you do not want your online activity tracked. We currently do not respond to DNT signals, as there is no common industry standard for compliance.

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date. We encourage you to review this Privacy Policy periodically.

For significant changes, we may provide additional notice such as an email notification or a prominent notice on the Website.

Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of such changes.

15. Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

• Email: [email protected]
• Website: https://convert.modvc.org

For data protection inquiries specifically, you may also contact our Data Protection Officer (if applicable) at [email protected].

16. Summary of Key Points