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. When the documents you upload or send for signature contain other people’s personal data, you decide what happens to that data and we process it for you, on the terms in Appendix I.

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 four exceptions:

• Tools that work in several steps. SmartShrink, Redact PDF, PDF to PDF/A and Repair PDF keep your file for 30 minutes after you last use it by default, so you can finish. Then it is deleted automatically. Often it is deleted sooner, for example when you start again.
• Request Signatures. When a signature request is finished, the signed documents stay in your account for 30 days, so you can open and download them whenever you need. After that we delete them automatically. Signing templates you save stay 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 an hour.
• Connected apps and AI assistants. Files they send, and the results, stay for one hour at most, so the app can collect the result. See AI assistants and other connected apps.

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 keep file names only for documents and attachments in Request Signatures and saved templates, where the name is shown to you and the people you invite, and for one hour at most for files from connected apps.

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. When you ask an AI assistant you connected to use KovaPDF, the results go back to that assistant, as described in AI assistants and other connected apps.

You can let an AI assistant or another app use KovaPDF tools for you, by connecting it to your account or by adding our MCP server to it. When an app asks to connect, we show you its name, its web address and what it asks to do, and it is connected only when you choose Allow. A connected app works as you, with your account’s usual limits, and only for what you allowed. It gets only the access you chose. Your password and account settings stay with you.

The app receives what the tool returns: download links to the results and, for some tools, text read from your file, such as recognised text or signature details. Text read from your file is passed to the app marked as content of your file, so the app knows not to take it as instructions. From there, the app looks after that answer under its own privacy policy.

Signature requests

An app can send a signature request for you only if you allowed that, and only after you confirm the draft it shows you.

What we keep

For each connection we keep which app it is, what you allowed, when you connected it and when it was last used. The keys an app uses to reach your account are stored only in hashed form. An app’s access key lasts one hour, and the key it uses to renew it lasts 30 days and works only once. For each app that registers with us we keep its name, web address and sign in addresses, and the internet address it registered from for 90 days, to look into misuse.

How we count use

For each day we count how many times each app ran each tool for your account, and whether it worked, so we can help when something goes wrong and ask you for feedback about the apps you use. These counts hold the day, the app, the tool and the result. Your file names, the text in your files and your settings stay with the job and are deleted with it. We keep these counts for 13 months, counting the current month. Our team can see these counts for each account in our admin, and may email you about the apps you used. Every such email carries an unsubscribe link, and people who unsubscribed are left out.

Disconnecting an app

You can see and remove your connected apps at any time in your dashboard under Connected apps. When you remove one, all its keys stop working straight away. Anything the app saved on its side is managed in that app, so you can ask the app to remove it. When you ask us to delete your account, every app you connected stops at once, and the connections, their keys and the app job records are deleted with the account; the use counts then keep only totals, with no link to you.

Files sent by apps

Files an app sends us, and the results we make from them, can be used for one hour at most, and a regular clean up then deletes them within minutes. The download links we give an app work for 15 minutes. Every file passes the same safety checks as a file you upload on the website. While a job runs we keep the tool, its settings (for the text tools this includes the text itself) and its result. When the hour is up we delete the settings and the result and keep only that a job of that tool ran, which app ran it, whether it worked and when. We delete those job records after 30 days.

Without an account

The AI assistants on our list, such as Claude, ChatGPT, Gemini, Codex, Cursor, VS Code Copilot and Windsurf, as each assistant names itself, can use some of our tools without connecting an account. Other apps are asked to connect a free account. To keep that fair, we count those uses per day against a hashed form of the internet address they come from, made with a secret key so it cannot be turned back into the address, and we delete these counts after 7 days. For newer (IPv6) addresses we count the whole home or mobile network the address belongs to. We also count uses per assistant, as the assistant names itself, and in total. To recognise an assistant during a conversation, we remember for the rest of the day that a listed assistant connected from a network, as a keyed hash of the network and the assistant’s browser name, and delete these entries after 7 days. For this use we also count, per day, assistant, tool and result, how many times tools ran; these counts hold no account, address or hash of one, and we keep them 13 months. The usual website limits for visitors without an account apply as well.

Logs

Our logs record the kind of request, a shortened address and the result. Files, the text in them and app keys stay out of the logs. Calls made with an API key are logged like other Developer API calls, as described above.

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

To see how quickly our pages load and which pages are visited, we use the privacy-friendly web analytics of our content delivery provider. It sets no cookies, does not follow you across other sites and does not build a profile of you. It counts page views and loading times, with the country and type of device.

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. When a request is finished (signed by everyone, declined, expired or cancelled), it stays available for 30 days. During that time you and your signers can open it and download the signed copy as often as you like. After 30 days we automatically delete the documents, the signing details and the record, so nothing sits on our servers longer than it needs to. We suggest saving a copy on your own device. Signing templates stay until you delete them 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.

Electronic marketing communications

Where you hold a KovaPDF account, we process the email address associated with that account to send you communications about KovaPDF products, features, plans and offers. Each such communication contains a functioning unsubscribe mechanism, and you may object to or withdraw from these communications at any time via Account → Preferences. Withdrawal takes effect for all subsequent promotional communications and does not affect transactional or service communications, including account security notices, billing and payment notices, and signature-request notifications. We do not send promotional communications to visitors who do not hold an account, except people who have asked to hear from us, such as signers who ticked the box when signing, and we do not sell, rent or disclose email addresses to third parties for their own marketing purposes.

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. This includes running the tools an app you connected asks for.
• Legitimate interests: to apply usage limits, prevent abuse, keep the service secure, fix problems, keep evidence of signing, and help people who use connected apps and ask them for feedback (every such email can be unsubscribed from).
• Consent: for the optional box to hear from us. 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, and AI assistants or other apps you connect or add our MCP server to.
• 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.

• Appendix I: Data Processing Agreement, the terms on which we process personal data for you.
• Appendix II: Standard contractual clauses adopted by the European Commission (Implementing Decision (EU) 2021/914), which apply to data sent outside the EU as Appendix I describes.

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.