1. Who is responsible for your data?
NetroDoc is the service responsible for determining how personal data is processed through the NetroDoc website and NetroDoc Mobile app. For privacy questions or requests, contact privacy@netrodoc.com.
2. What data we process
When you use a conversion tool on the NetroDoc website or mobile app, we process the file you upload, select, or scan and any information contained in that file only as needed to perform the OCR or conversion you requested.
Our server infrastructure may also process limited technical request information, such as request time, requested path, response status, browser or app information, user-agent information, and network information, for security, abuse prevention, troubleshooting, rate limiting, and service reliability.
When you use the Android document scanner, Google ML Kit through Google Play services may collect limited device and application information, device or installation identifiers, performance metrics, API configuration, feature usage events, and error information for diagnostics and usage analytics. Google states that this ML Kit data is encrypted in transit and is not shared with third parties. See Google's ML Kit data disclosure.
If you contact us by email, we process the information you include in your message so we can respond to you.
3. How uploaded files are handled
- Website direct-conversion uploads are saved to a temporary working directory on the NetroDoc server only while the requested conversion is being processed.
- Mobile asynchronous OCR and queued Office-conversion jobs may temporarily retain the selected or scanned input and generated result while the job is active. These job files are removed after result delivery or download, or when the job expires through the automatic cleanup flow.
- The current conversion pipeline processes uploaded file contents on NetroDoc-controlled infrastructure and does not intentionally send them to third-party conversion or cloud APIs.
- If validation or conversion fails, temporary working files are removed as part of error handling or automatic job cleanup.
- Conversion responses use no-store or equivalent cache-control protections where supported to reduce unnecessary intermediary or browser caching of generated files.
NetroDoc does not use uploaded files for advertising, profiling, model training, or resale.
4. Why we process data
We process uploaded files to provide the file conversion you request. We process limited technical information where necessary to operate, secure, troubleshoot, and maintain the service. Information sent to us by email is processed so we can answer your request and provide support.
5. Legal basis
Where the GDPR applies, processing needed to provide a conversion or respond to a service request is carried out to provide the service you requested. Security, abuse prevention, troubleshooting, and service reliability are carried out on the basis of NetroDoc's legitimate interests in operating a secure and dependable service, except where those interests are overridden by your rights and freedoms.
Privacy-focused, self-hosted analytics used on the website to understand page usage and successful tool activity is carried out on the basis of NetroDoc's legitimate interests in measuring and improving the service, except where those interests are overridden by your rights and freedoms. Limited diagnostics associated with the Android document-scanner feature are processed through Google ML Kit to operate, troubleshoot, and improve that feature, subject to applicable law and Google's terms.
6. Retention
Website direct-conversion working files are removed after the response completes or when processing fails. Mobile asynchronous OCR and queued Office-conversion inputs and results are retained only for the short job lifecycle needed to complete the request and are removed after result delivery or download, or when the job automatically expires. They are not intended for long-term storage.
Technical server logs, where generated by the hosting or application infrastructure, are retained only for the period reasonably necessary for security, troubleshooting, reliability, and log rotation. Email correspondence is retained only as long as reasonably necessary to handle the request, maintain service records, or meet applicable legal obligations.
Self-hosted Umami analytics data from the website is retained on NetroDoc's server until it is manually deleted or the analytics dataset is reset. Daily compressed analytics database backups are retained for 14 days. Retention of diagnostic information collected by Google ML Kit is governed by Google's applicable service and privacy terms.
7. Service providers
NetroDoc relies on infrastructure and email providers to operate the website, mobile backend, and support or privacy channels. These providers may process limited technical or communication data on our behalf as necessary to provide their services. The Android app also uses Google ML Kit through Google Play services for document scanning; Google may process the limited diagnostics and usage information described above. Uploaded file contents are not intentionally sent to third-party conversion services in the current conversion pipeline.
8. Cookies, analytics, and advertising
The website uses a self-hosted instance of Umami for privacy-focused analytics on the homepage and conversion-tool pages. The current NetroDoc Mobile app does not include the website Umami tracker or an advertising SDK. Its Google ML Kit document-scanner diagnostics are separate from the website analytics and advertising described in this section.
The website Umami tracker does not use cookies, respects the browser's Do Not Track setting, excludes URL search parameters and fragments, and keeps the analytics service on NetroDoc's own server. Umami telemetry and update checks are disabled and the analytics instance is configured in private mode to prevent its own external network calls. Session replay and heatmap tracking are not enabled.
Analytics can record page views and limited technical context such as page path, referrer, browser language, screen size, browser, operating system, device category, country, region, city, and anonymous session information. Umami uses the request IP address transiently to derive location metrics and anonymous session identifiers; the raw IP address is not stored by Umami. When a website conversion completes successfully, NetroDoc records only the tool identifier, requested output format, and number of input files as a conversion-success event. File names, file contents, generated outputs, passwords, page selections, and other conversion form values are not intentionally sent to analytics.
NetroDoc may use Google AdSense to display advertising. When AdSense advertising is enabled, Google and other advertising technology providers may place or read cookies on your browser, use web beacons, process IP addresses, or use other identifiers as a result of serving and measuring ads on NetroDoc.
Depending on your region, consent choices, and applicable law, Google may serve personalized or non-personalized ads. Personalized ads can use previously collected or historical information to improve ad relevance. Non-personalized ads are not based on past behavior, but may still use cookies or other identifiers for functions such as frequency capping and aggregated ad reporting where permitted and, where legally required, after consent.
For users in the European Economic Area (EEA), the United Kingdom, and Switzerland, NetroDoc uses Google's certified Consent Management Platform (CMP) for European regulations when advertising is active. The message provides choices to consent, not consent, or manage options. Your choices determine which advertising purposes and vendors may process data where the CMP applies.
Google explains how it uses information from sites and apps that use its services here: How Google uses information from sites or apps that use its services.
Uploaded files are not used by NetroDoc for advertising, ad profiling, model training, or resale, and NetroDoc does not intentionally provide uploaded file contents to Google AdSense for ad targeting. Advertising-related processing concerns use of the website and ad delivery, not the content of files submitted for conversion.
9. Security
NetroDoc uses HTTPS, server-side file validation, file-size and processing limits, temporary working directories, and restrictive response and browser-security headers. No internet service can guarantee absolute security, but we design the conversion workflow to minimize unnecessary retention and exposure of uploaded files.
10. Your rights
Where applicable, you may have rights to access, correct, erase, restrict, or object to processing of your personal data, and to receive certain data in a portable format. You may also have the right to lodge a complaint with the competent data-protection supervisory authority.
To exercise a privacy right, email privacy@netrodoc.com. We may need enough information to understand and verify your request.
11. Changes to this policy
We may update this policy when NetroDoc's features, processing practices, or legal obligations change. The effective date at the top of this page will be updated when material changes are published.
12. Contact
Privacy: privacy@netrodoc.com
Support: support@netrodoc.com