Privacy Policy

Effective Date: 10/5/2025

Last Updated: 10/5/2025

1. Introduction

This Privacy Policy explains how Comet PDF Processor (“we”, “us”, or “our”) collects, uses, discloses, and protects your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.

By using our service, you consent to the collection, use, and disclosure of your personal information as described in this policy.

2. Personal Information We Collect

2.1 Account Information

  • Email address (required for account creation and communication)
  • First and last name (optional)
  • Password (encrypted and stored securely)
  • Account creation date and last login information

2.2 Document Information

  • PDF documents you upload for processing
  • Document metadata (filename, size, upload date)
  • Extracted text and data from your documents
  • Processing history and status

2.3 Usage Information

  • LLM analysis requests and responses
  • API usage statistics
  • Session information (login/logout times)
  • IP address and browser information

3. How We Use Your Personal Information

3.1 Primary Purposes

  • To provide PDF processing and analysis services
  • To maintain and authenticate your account
  • To process your documents using OCR and LLM technology
  • To provide customer support and respond to inquiries

3.2 Secondary Purposes

  • To improve our services and user experience
  • To monitor system performance and security
  • To comply with legal obligations
  • To enforce our terms of service

4. Data Sharing and Disclosure

4.1 Third-Party Services

We use the following third-party services that may process your personal information:

  • Google Gemini AI: For document analysis and interpretation
  • Apache Tika: For text extraction from PDF documents

4.2 Legal Disclosure

We may disclose your personal information if required by law or to protect our rights, property, or safety, or that of others.

4.3 No Sale of Personal Information

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

5. Data Security

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

  • Encryption of data in transit and at rest
  • Secure authentication and access controls
  • Regular security audits and monitoring
  • Limited access to personal information on a need-to-know basis
  • Secure backup and recovery procedures

6. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy:

Retention Periods

  • User Account Data: Retained until account deletion
  • Documents: 1 year from upload date
  • LLM Analyses: 6 months from creation date
  • Session Data: 30 days from last activity
  • API Usage Logs: 90 days
  • Audit Logs: 2 years (compliance requirement)
  • Consent Records: 3 years from withdrawal

7. Your Rights Under PIPEDA

Under PIPEDA, you have the following rights regarding your personal information:

Right of Access

You have the right to request access to your personal information we hold about you.Request your data export here

Right to Correction

You can request correction of inaccurate or incomplete personal information.

Right to Withdraw Consent

You may withdraw your consent for the collection, use, or disclosure of your personal information, subject to legal or contractual restrictions.

Right to Deletion

You can request deletion of your personal information, subject to legal retention requirements.

8. Data Export and Portability

You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format.

How to Request Your Data

  1. Log into your account
  2. Go to the Data Export section
  3. Choose your preferred format (JSON or CSV)
  4. Submit your request
  5. You will receive an email when your export is ready
  6. Download your data within 7 days of notification

9. Consent Management

We obtain your consent for the collection, use, and disclosure of your personal information. Your consent may be expressed or implied depending on the circumstances.

Express Consent

Required for sensitive personal information or when using third-party AI services for document analysis.

Implied Consent

May be used for routine business purposes such as account management and service delivery.

10. Contact Information

Privacy Officer

If you have questions about this Privacy Policy or wish to exercise your rights, please contact our Privacy Officer:

Email: [email protected]

Phone: [Phone Number]

Address: [Your Business Address]

Privacy Commissioner of Canada

You also have the right to file a complaint with the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

Website: www.priv.gc.ca

Phone: 1-800-282-1376

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on our website and updating the “Last Updated” date.

Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

12. Legal Compliance

This Privacy Policy is designed to comply with:

  • Personal Information Protection and Electronic Documents Act (PIPEDA)
  • Provincial privacy legislation where applicable
  • Other applicable Canadian privacy laws

© 2024 Comet PDF Processor. All rights reserved.

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