Privacy Policy

KovaPDF runs this website and decides how the personal data described here is used. For any question about this policy or your data, email support@kovapdf.com.

Some tools work entirely in your browser, so the file never leaves your device. Other tools upload the file to our servers over an encrypted connection, where it is processed in isolation. Your file stays on our server only for a short time while it is processed, then it is deleted, whether the job worked or not.

There are three exceptions:

• Tools that work in several steps. SmartShrink, Redact PDF, PDF to PDF/A and Repair PDF keep your file for up to 30 minutes after you last use it, so you can finish. Then it is deleted automatically. Often it is deleted sooner, for example when you start again.
• Request Signatures. Documents you send for signature, and signing templates you save, are kept until you delete them. See Documents you send for signature.
• Interrupted jobs. If processing is interrupted, for example by a server restart, an automatic clean-up removes what is left behind, normally within about 90 minutes.

Apart from these exceptions, we do not keep copies of your files. We do not review their content or use them to train any model. We do not keep file names, except for documents and attachments in Request Signatures and saved templates, where the name is shown to you and the people you invite.

Summarize PDF reads your file in your browser. To write the summary, only the text needed for it is sent to an AI text-processing provider; the file itself is not sent. We do not store the text or the summary. No other tool sends your content to an AI provider.

We do not use advertising or cross-site tracking, and we do not sell personal data. Cookies are described in the Cookie Notice.

When you use Request Signatures, we keep the PDF and its cryptographic fingerprint, the title and message you write, each signer’s name and email address, the fields you place, and what each signer adds: signatures, initials, text, dates, ticked boxes and any files they attach. We also keep a record of each step (sent, opened, signed, declined and so on), including the signer’s IP address and browser details. This record is printed on the certificate of completion as evidence of signing.

If you share a public signing link, each person who uses it gives their name and email address, and we record their IP address.

You can see your requests in your account. Signers can open a document only through their own private link. Everything is kept until you delete the request, the template or your account. Copies that people have already downloaded are not affected.

Hearing from us

After signing, a signer can tick a box to hear from us about KovaPDF. It is never ticked for them. If they tick it, we record their name, email address, the time, their IP address and browser details. They can withdraw at any time by unticking the box while their link still works, or by emailing support@kovapdf.com. We keep a record of the withdrawal so that we do not contact them again.

We send account confirmation, password reset, signature invitations, reminders, status updates, verification codes and completion notices. These go through our email delivery provider, which receives the recipient’s email address and the message. Messages can include names, and a completion notice can include the signed document as an attachment.

We use personal data on these legal grounds:

• Contract: to process your files, run your account, and deliver the signature requests and emails you ask for.
• Legitimate interests: to apply usage limits, prevent abuse, keep the service secure, fix problems, and keep evidence of signing.
• Consent: for the optional box to hear from us, and for publishing a feedback comment on our website. You can withdraw consent at any time.
• Legal obligation: where the law requires us to keep or share something.

We do not sell personal data or share it for advertising. It can reach:

• Our service providers, such as our cloud hosting provider, database host and email delivery provider. They act on our instructions and may not use the data for their own purposes.
• An AI text-processing provider, only for Summarize PDF, as described above.
• A trusted timestamping service, which receives only a cryptographic fingerprint when a signed document is sealed, never the document.
• Sign-in providers you choose, if you sign in with a third-party account.
• Cloud storage you choose, if you import a file from it. That service handles the sign-in and file selection under its own terms.
• People you share documents with through Request Signatures or a public signing link.
• Systems you connect through our API or webhooks.
• Authorities, when the law requires it.
• A buyer, if the service is sold or merged. This policy would continue to apply.

A list of our service providers is available on request from support@kovapdf.com.

Our servers and service providers may be in a different country from you. When personal data leaves the EEA or the UK, we use appropriate safeguards, such as the European Commission’s standard contractual clauses.

We use industry-standard encryption in transit and limit who can access personal data. The Security page has more detail.

KovaPDF is not meant for children under 13, and we do not knowingly collect their data. If you think a child has created an account, email support@kovapdf.com and we will delete it.

If we change this policy in a way that matters, we will say so on the site before the change takes effect. Questions and requests: support@kovapdf.com.