Privacy Policy

This Privacy Policy explains how OtterPDF (“we”, “us”, “our”) collects, uses, shares, and protects information when you use our website and services (the “Service”). This page is provided for general transparency and does not replace advice from your legal counsel.

Who this policy applies to

This policy applies to visitors to our marketing pages, people who create accounts, and anyone who uses the Service, including guest mode where available.

Information we collect

Account and profile information

When you create an account, we collect information such as your email address and authentication details. You may optionally add profile information (for example, a display name).

Documents and content you upload

The Service lets you upload PDFs and related files (“Content”) so you can edit, organize, share, and request signatures. We store and process Content to provide the features you use, such as rendering previews, saving versions, generating share links, and creating flattened signed copies for completed signing workflows.

Usage, device, and log data

We collect information about how the Service is used (for example, pages visited, features used, and actions taken), and basic technical data (for example, browser type, approximate timestamps, and diagnostic logs) to operate, secure, and improve the Service.

Payment information

If you purchase a paid plan, payments may be processed by a third-party payment provider (for example, PayPal). We receive limited information necessary to record your subscription status (such as plan level, billing state, and transaction identifiers). We do not store your full payment card details on our servers.

Cookies and similar technologies

We use cookies and similar technologies to keep you signed in, remember preferences, and protect the Service. See our Cookie Policy for details.

How we use information

• Provide the Service: create accounts, authenticate users, store files, render PDFs, and deliver features you request.
• Security and abuse prevention: detect fraud, enforce acceptable use, and keep accounts and Content protected.
• Support and communications: respond to requests, send service-related messages (e.g., verification or critical notices).
• Improve the Service: debug issues, understand usage patterns, and develop new features.
• Legal compliance: comply with applicable laws, respond to lawful requests, and enforce our terms.

Legal bases (EEA/UK)

Where applicable, we process personal data under one or more legal bases such as: performance of a contract (to provide the Service), legitimate interests (security, fraud prevention, service improvement), compliance with legal obligations, and consent (where required for certain cookies).

How we share information

We do not sell your personal information. We may share information in the following situations:

• Service providers: vendors that help us host, operate, monitor, support, or deliver the Service (acting under instructions and confidentiality).
• Payment processors: to process subscriptions and manage billing status.
• Sharing features you enable: if you create a view-only share link or invite signers, those recipients can access the shared document via the link(s) you distribute.
• Legal and safety: when required by law, to respond to lawful requests, or to protect rights, safety, and security.
• Business transfers: if we’re involved in a merger, acquisition, financing, or sale of assets, subject to appropriate safeguards.

Your choices and controls

Access and manage your Content

You can access, download, and manage documents from within your account. If you share a link, you control who receives it; treat sharing URLs like passwords.

Cookies

Depending on your browser and settings, you can control cookies through your device or browser controls. Disabling some cookies may impact features like login and security protections.

Data retention

We keep personal data and Content for as long as needed to provide the Service and for legitimate business purposes such as security, dispute resolution, and compliance with legal obligations. Retention periods can vary depending on data type and how you use the Service.

Security

We use administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. No system is 100% secure; you are responsible for keeping your credentials confidential and using strong passwords.

International transfers

Your information may be processed in countries other than where you live. Where required, we use safeguards such as standard contractual clauses or other lawful transfer mechanisms.

Children’s privacy

The Service is not directed to children, and we do not knowingly collect personal information from children. If you believe a child has provided personal information, contact us so we can take appropriate action.

Your rights

Depending on your location, you may have rights to request access, correction, deletion, portability, or restriction/objection to processing. You may also have the right to withdraw consent where processing is based on consent.

Changes to this policy

We may update this policy from time to time. We will post the updated version on this page and update the “Last updated” date. Material changes may be communicated through the Service where appropriate.

Contact

For privacy questions or requests, contact us at support@otterpdf.com.