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Privacy Policy — PDFen.com

Version 2025 / Last updated: December 2025

This is an English translation. In case of discrepancies, the Dutch version prevails.

PDFen is a service provided by Interus B.V., located at:
Zijpendaalseweg 51A, 6814 CD Arnhem, The Netherlands
Chamber of Commerce (KvK): 62291564

Interus B.V. ("PDFen", "we", "us") attaches great importance to the protection of your privacy. This Privacy Policy explains which personal data we process, why we process it, how long we retain it, and what rights you have under the GDPR. The most recent version of this Privacy Policy is always available on our website.

1. How we handle your data

We only process personal data when necessary to provide, secure, and maintain our services, or when required by law. We take appropriate technical and organizational measures to protect your data from loss, misuse, and unauthorized access.

2. Which data we process and for what purpose

We distinguish several categories of processing activities, depending on how you use our services.

2a. Data required to deliver our PDF services (SaaS functionality)

When you upload files or use any of our PDF tools, we process:

  • Uploaded files
  • Conversion results
  • File metadata (such as filename, file type, and timestamps)

These files may contain personal data. For these data, the following applies:

  • We do not view, inspect, analyze, or copy your files for our own purposes.
  • Uploaded files are automatically deleted after 1 hour.
  • Conversion results are automatically deleted after 14 days, unless:
    • you remove them earlier yourself; or
    • your organization has configured a different retention period.

We act as the data controller for these processing activities, as we determine how the service functions technically. Support staff can only access files when strictly necessary to handle your support request and only with your explicit consent.

2b. Data required for your account and administration

When you create an account or purchase a paid license or subscription, we process:

  • Name
  • Email address
  • Password (stored in hashed form)
  • Company details (optional)
  • Billing address
  • VAT number (optional)
  • License and subscription information
  • IP address at login (for security purposes)

We use these data to:

  • create and manage your account;
  • manage your licenses, credits, and subscriptions;
  • issue invoices and process payments via external payment service providers;
  • contact you about service-related information, such as important changes or incidents.

If you do not provide these data, we may not be able to properly perform our services.

2c. Newsletters and optional communications

If you subscribe to our newsletter, we process:

  • your email address

We use your email address exclusively to send:

  • newsletters about PDFen; and
  • important updates about our services.

You can unsubscribe at any time by using the link included in each email. PDFen does not send third-party advertising or partner promotions based on your personal data.

2d. Security, error analysis, and system logs

To ensure stability and security of our platform, we process technical data such as:

  • IP address;
  • browser and device information;
  • error logs and diagnostic information;
  • server and application logs.

This processing is necessary to:

  • prevent abuse and security incidents;
  • diagnose and resolve technical issues;
  • monitor performance and improve reliability.

We do not use tracking cookies, profiling, or personalized advertising.

3. Cookies

PDFen uses:

  • functional cookies, which are necessary for the proper functioning of the website (such as login and language settings); and
  • analytical cookies that do not contain personally identifiable information.

PDFen does not use:

  • tracking cookies;
  • marketing cookies; or
  • cookies for profiling or personalized advertising.

A cookie notice is displayed only when required by law.

4. Legal basis for processing

We process personal data based on the following legal grounds under the GDPR:

  • Performance of a contract: for providing our PDF services, managing your account, and handling billing and payments.
  • Legal obligation: for retaining administrative and tax records.
  • Legitimate interest: for security, monitoring, and improvement of our services.
  • Consent: for sending newsletters, if you have explicitly subscribed.

5. Recipients of personal data

We only share your personal data with third parties when this is necessary to:

  • host and secure our infrastructure;
  • deliver our services reliably;
  • process payments via external payment service providers; and
  • send transactional emails and system notifications.

These third parties act as processors and:

  • act only according to our written instructions;
  • are not allowed to use your data for their own purposes; and
  • are required to implement appropriate security measures.

We do not publicly list all individual suppliers by name in this policy. This is permitted under the GDPR as long as the categories of recipients are clearly described.

We may provide personal data to law enforcement agencies or supervisory authorities only when we are legally required to do so and only upon a specific, lawful request.

6. Retention periods

We do not retain personal data longer than necessary for the purposes described in this Privacy Policy, unless a longer retention period is required by law.

Type of data Retention period
Uploaded files 1 hour after upload
Conversion results 14 days after creation (unless removed earlier or configured differently by your organization)
Account data For as long as your account is active
Administrative and billing data 7 years, in accordance with statutory tax and accounting obligations
Technical and log data Up to 90 days

7. Your rights under the GDPR

You have the following rights regarding your personal data:

  • Right of access – to obtain confirmation as to whether or not we process your data and, if so, to receive a copy.
  • Right to rectification – to have inaccurate or incomplete data corrected.
  • Right to erasure – to request deletion of your data when it is no longer necessary or when processing is unlawful.
  • Right to restriction – to request a temporary pause on processing under certain conditions (for example, if you contest the accuracy of the data).
  • Right to object – to object to processing based on legitimate interest.
  • Right to data portability – to receive your data in a structured, commonly used, and machine-readable format and to transmit those data to another controller, where technically feasible.

Paid customers

If you have an active paid license or subscription, you may submit your request directly via contact@pdfen.com. Requests from paying customers are handled with priority and always within one month.

Free users and guest users

If you use PDFen without a paid account, you can submit a GDPR request through our online privacy request form on the website. We respond within the legal timeframe of one month.

If you believe that we process your data in violation of applicable privacy laws, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

8. Contact information

If you have questions about this Privacy Policy or about how we handle your personal data, you can contact us at:

Interus B.V.
Zijpendaalseweg 51A
6814 CD Arnhem
The Netherlands

Email: contact@pdfen.com