Privacy Policy

This Privacy Policy describes how FlipFiler collects, uses, keeps and protects personal data when you visit the FlipFiler website, register or use an Account, buy Credits, convert files, get in touch with us or otherwise use our services (together, the "Service").

The Service is operated by ELEVATEESSENCE UK LTD, a company registered in England and Wales under company number 16986151 ("FlipFiler", "we", "us" or "our").

For the personal data covered by this Privacy Policy, the data controller is:

Legal name: ELEVATEESSENCE UK LTD
Company number: 16986151
Registered in: England and Wales
Registered office: First Floor, Swan Buildings, 20 Swan Street, Manchester, England, M4 5JW
Email: support@flipfiler.com
Telephone: +44 7970 760284

This Privacy Policy is a separate document from our Terms and Conditions. Terms such as "Account", "Credits", "Source File", "Output File" and "Conversion" have the same meaning here as in the Terms and Conditions.

If you do not agree with this Privacy Policy, please do not use the Service.

1. What This Privacy Policy Covers

This Privacy Policy applies to the FlipFiler website, your Account area, the file conversion tools, purchases of Credits, your communications with FlipFiler, support and contact requests, and any other interaction you have with the Service.

It explains how we handle personal data relating to people who use the Service.

It does not cover how independent third parties use personal data for their own purposes when you deal with their websites or services directly.

2. How We Treat Your Files

Protecting the privacy of the files you convert is central to how FlipFiler works.

The Service is built so that the contents of Source Files and Output Files are handled only to carry out the Conversion you ask for.

2.1 Files are not stored

FlipFiler does not keep permanent or long-term copies of Source Files or Output Files.

A Source File is available to the conversion process only for as long as is technically needed to complete the Conversion you requested and deliver the result to you.

Any temporary processing buffers or short-lived technical data needed purely to finish an active Conversion are deleted once processing ends.

We do not keep permanent archives of Source Files or Output Files, we do not make backups of them, and their contents are not stored in your Account history, in our application databases or in our routine operational logs.

After processing has finished, we are unable to restore or retrieve the file for you. FlipFiler is not a file storage, backup or archiving service.

2.2 File contents are used only for your Conversion

We do not use the contents of Source Files or Output Files for advertising, profiling, marketing, data mining, training of artificial intelligence or machine-learning models, resale or any other purpose that is not needed to perform the Conversion you requested.

We never sell, rent or license the contents of your files.

2.3 Automated processing

Conversions are fully automated, and FlipFiler does not manually review the contents of Source Files as part of providing the Service.

This does not prevent us from processing technical or security information that does not involve keeping file contents, or from meeting a legal obligation where one applies.

2.4 Files are not passed to outside conversion services

We do not send Source Files to external file conversion providers. Conversions take place within the technical environment used to run the FlipFiler Service.

We do not share the contents of Source Files or Output Files with third parties for their own advertising, analytics, profiling, model training, resale or other independent purposes.

Where we use infrastructure providers to run that technical environment, they act only as service providers processing data on our behalf, under appropriate contractual and security obligations. This does not give them any right to use the contents of your files for their own purposes.

3. Personal Data We Collect

Although FlipFiler does not keep the contents of Source Files or Output Files once processing ends, we do need to process some other information in order to run the Service.

3.1 Account information

When you create an Account, we may process your name, email address, Account identifier, authentication details, Account status, security and login information, and any preferences linked to your Account.

We use this information to set up and manage your Account, to verify your identity when you sign in and to provide the Service.

3.2 Conversion metadata

When you run a Conversion, we may process and keep technical metadata such as the source and target formats, the file type and file size, the Conversion status, the date and time of the Conversion, the Credits charged or returned, and the technical identifiers needed to run the job.

This metadata does not include the contents of Source Files or Output Files.

We use conversion metadata to run the Service, calculate Credits, keep job and Account records, fix technical problems, measure overall service performance and detect misuse.

3.3 Payment and billing information

When you buy Credits, we may process the amount paid, the number of Credits bought, the transaction date, the transaction or payment reference, the currency, billing and tax information where required, and the payment status, including any refunds or chargebacks.

Payments are handled by third-party payment providers. Where a payment provider processes your payment, FlipFiler does not receive or store your full card number or card security code.

Payment providers process payment information in line with their own legal and privacy obligations.

Processing your payment does not give a payment provider access to the contents of your Source Files.

3.4 Website and technical information

When you use the website or your Account area, we may automatically process technical information such as your IP address, browser type and version, device and operating system details, language settings, the page or website that referred you, the date and time of your visit, the pages or Service features you use, session and authentication data, and security, error and server log information.

We use this information to deliver the Service, keep it secure, prevent fraud and misuse, fix problems and keep our systems reliable.

3.5 Communications and support information

When you contact FlipFiler through a contact form, a support channel or by email, we may process the information you give us, such as your first and last name, email address, telephone number if you provide it, the type of request, the content of your message, the support reference number and any other information needed to respond.

We use this information only as reasonably necessary to communicate with you, deal with your request and keep an appropriate record of the conversation.

Please do not send file contents or other sensitive information in a support message unless we specifically ask for it through a suitable secure process.

4. Information We Do Not Deliberately Collect from Your Files

FlipFiler does not examine Source Files in order to build a profile of you.

We do not deliberately extract or keep personal information, document contents, images, audio, video, text, embedded file metadata or any other content from Source Files for any separate use.

A file may itself contain personal data, confidential information or special category personal data. That content may need to be processed briefly by the conversion engine to carry out the Conversion you asked for, but FlipFiler does not keep it as file content once processing has ended.

It is your responsibility to make sure you have a lawful basis and any permissions required to submit personal data contained in a Source File.

5. Why We Process Personal Data

Depending on the circumstances and the applicable law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, FlipFiler may process personal data for the purposes and on the legal bases described below.

5.1 Providing the Service

We process the contents of Source Files briefly and only to carry out the Conversion you requested. We also process Account information, conversion metadata and related technical information to run and administer the Service, which includes creating and maintaining your Account, verifying your identity, performing Conversions, managing your Credit balance, providing free or promotional Conversions, returning Credits for unsuccessful Conversions, showing your Account and transaction history, and otherwise delivering the Service you asked for.

Where you use the Service on your own behalf, the legal basis for this processing is the performance of our contract with you, or taking steps at your request before entering into that contract.

5.2 Payments, billing and accounting

We process transaction and billing information to handle purchases, confirm transactions, manage refunds and chargebacks, prevent payment fraud, keep accounting records and meet our tax, accounting and other legal obligations.

The legal basis may be the performance of our contract with you, compliance with a legal obligation, or our legitimate interest in preventing fraud and protecting the Service.

5.3 Security and prevention of misuse

We process technical, Account and security information to protect Accounts, apply technical limits, spot suspicious activity, prevent fraud, investigate misuse, enforce our Terms and Conditions, and keep the Service secure and available.

Where applicable, this processing is based on our legitimate interest in protecting FlipFiler, our users and our infrastructure.

5.4 Customer support

We process the information you give us when you contact us so that we can answer your enquiry and resolve any problems.

Depending on the type of request, the legal basis may be the performance of a contract or our legitimate interest in responding to users and running customer support.

5.5 Improving the Service

We may use aggregated operational information that does not include file contents, such as Conversion success rates, format usage and error statistics, to understand how the Service is performing and where it can be improved.

We do not use the contents of Source Files for this purpose.

Where applicable, this processing is based on our legitimate interest in maintaining and improving the Service.

5.6 Legal compliance

We may process information where this is necessary to comply with the law, respond to valid legal requests, establish, exercise or defend legal claims, meet tax or accounting requirements, or protect the rights and safety of FlipFiler, our users or other people.

6. No Sale of Personal Data and No Advertising Use of File Contents

FlipFiler does not sell or rent personal data.

FlipFiler does not sell, rent or otherwise monetise the contents of Source Files or Output Files.

We do not use file contents to build advertising profiles, and we do not use them to train artificial intelligence or machine-learning models.

We do not make decisions that have legal or similarly significant effects on you based solely on automated processing of your file contents.

7. Cookies and Similar Technologies

FlipFiler uses cookies and similar browser storage that are strictly necessary to run the Service, including for authentication, secure sessions, Account features, security and your preferences. We do not use advertising cookies.

If FlipFiler uses any non-essential cookies or similar technologies, they are only switched on after we have obtained any consent required by applicable law, including the Privacy and Electronic Communications Regulations 2003. Where cookie controls are available on the website, you can use them to withdraw or change your consent.

FlipFiler shares personal data only to the extent reasonably necessary to run the Service or to comply with the law.

We may use service providers for payment processing, hosting and technical infrastructure, transactional email, authentication and security, and customer support, and we may share information with professional advisers where necessary.

Service providers acting on our behalf may process personal data only to deliver their services to FlipFiler, and only under appropriate contractual, confidentiality and security obligations.

Payment providers may process the payment information needed to complete a transaction.

Infrastructure providers may technically host or transmit the data needed to run FlipFiler. They are not allowed to use the contents of Source Files for their own advertising, analytics, profiling, model training or resale purposes.

We may also disclose personal data where applicable law, a binding court order or another valid legal process requires it.

If FlipFiler or the business that operates it is reorganised, acquired, merged or transferred, relevant personal data may be transferred as part of that transaction, subject to applicable data protection requirements.

9. International Data Transfers

Some of our service providers may process personal data in a country other than the one where you live, including outside the United Kingdom.

Where applicable data protection law restricts international transfers, FlipFiler will rely on an appropriate legal mechanism for the transfer. Depending on the circumstances, this may be adequacy regulations or an adequacy decision, the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, another legally recognised transfer mechanism, or another safeguard permitted by applicable law.

We will require service providers that receive personal data to protect it appropriately.

10. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, unless the law requires or permits a longer period.

Different types of information need to be kept for different lengths of time.

10.1 Source Files and Output Files

Source Files and Output Files are not kept as permanent or long-term files. They are processed only for the active Conversion and are deleted when processing ends.

FlipFiler does not keep backups or archives of Source Files or Output Files.

10.2 Account information

Account information may be kept for as long as your Account remains active.

After your Account is closed, the relevant Account information will be deleted or anonymised once it is no longer reasonably needed, subject to any legal, fraud prevention, dispute resolution, accounting or other legitimate retention requirements.

10.3 Conversion metadata

Conversion metadata may be kept for as long as reasonably necessary to maintain Account and Credit records, provide support, investigate errors, prevent misuse and resolve disputes.

Conversion metadata does not include the contents of Source Files or Output Files.

10.4 Payment and accounting records

Payment, transaction, invoice, refund and accounting records may be kept for as long as required by applicable tax, accounting, anti-fraud and other legal obligations.

10.5 Technical and security logs

Technical and security logs are kept only for as long as reasonably necessary to keep the Service secure, investigate incidents, fix problems and prevent misuse.

Once information no longer needs to be kept in identifiable form, it may be deleted or anonymised.

10.6 Support communications

Support and contact information may be kept for as long as reasonably necessary to resolve your enquiry, maintain a suitable support history and deal with any related disputes or legal obligations.

11. Security

FlipFiler uses reasonable technical and organisational measures designed to protect personal data against unauthorised access, loss, alteration, disclosure or destruction.

Where appropriate, these measures may include access and authentication controls, encryption in transit, monitoring of systems and infrastructure, software and security updates, restricted administrative access, logging and incident investigation, and contractual security requirements for our service providers.

No service that operates over the internet can guarantee complete security.

You are responsible for keeping your Account login details safe and should let FlipFiler know promptly if you think your Account has been compromised.

12. Your Data Protection Rights

Depending on where you live and which data protection law applies, you may have certain rights over your personal data.

These may include the right to ask for access to the personal data we hold about you, to have inaccurate personal data corrected, to have personal data deleted, to have processing restricted, to object to processing based on legitimate interests, to receive certain personal data in a structured, commonly used and machine-readable format, and to withdraw consent where processing is based on consent. You may also have the right to complain to the relevant data protection supervisory authority.

These rights are subject to the conditions and exceptions set out in applicable law.

Withdrawing consent does not affect the lawfulness of any processing carried out before you withdrew it.

To exercise any of these rights, please contact us using the details in Section 17.

We may need to confirm your identity before we complete a request.

Where applicable law requires it, we will reply within the statutory time limit, which under UK data protection law is normally one month.

13. Business Users and Personal Data Contained in Files

If you use FlipFiler in the course of a business and submit Source Files containing personal data about other people, it is your responsibility to decide whether you are legally entitled to process that information.

Where applicable data protection law treats you as the controller of personal data contained in a Source File and FlipFiler as a processor acting on your instructions, additional data processing terms may be required.

For information about any applicable Data Processing Agreement, please contact FlipFiler using the details in Section 17.

Whatever our role, our technical approach stays the same: file contents are processed only for the Conversion you requested, and Source Files and Output Files are not kept as permanent files once processing has ended.

14. Children

The Service is intended for people who are at least 18 years old or who otherwise have the legal capacity to enter into the agreement set out in our Terms and Conditions.

FlipFiler does not knowingly offer the Service to children where doing so would breach applicable law.

If you believe a child has given personal data to FlipFiler in breach of this Privacy Policy, please contact us so that we can look into it and take appropriate action.

15. Third-Party Websites and Services

The FlipFiler website may contain links to websites or services run by third parties.

If you leave FlipFiler and deal directly with another organisation, that organisation may process your personal data under its own privacy policy.

FlipFiler is not responsible for the independent privacy practices of third-party websites or services.

This does not affect the obligations of service providers that process personal data on FlipFiler's behalf.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the Service, our technical infrastructure, applicable law, our service providers or the way we process personal data.

The current version will be published on the FlipFiler website together with the date it was last updated.

Where a change materially affects how personal data is processed, we may give additional notice where reasonably appropriate or where the law requires it.

Changes take effect from the date shown in the updated Privacy Policy.

17. Contact and Data Controller Information

Questions, requests or complaints about this Privacy Policy or about how we process personal data can be sent to the data controller:

Legal name: ELEVATEESSENCE UK LTD
Company number: 16986151
Registered in: England and Wales
Registered office: First Floor, Swan Buildings, 20 Swan Street, Manchester, England, M4 5JW
Email: support@flipfiler.com
Telephone: +44 7970 760284

If you are in the United Kingdom, you have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk. If you live elsewhere and applicable law gives you the right to complain to a data protection authority, you may also contact the competent supervisory authority in your country or region. We would, however, appreciate the chance to deal with your concerns first.

Nothing in this Privacy Policy limits any data protection or consumer right that cannot lawfully be excluded.

Who this agreement is with.