Privacy Policy

1. Introduction

We respect your privacy and are committed to handling personal data responsibly. This Policy explains what personal data we collect, why we process it, how long we keep it, who we share it with, and how you can exercise your rights in connection with the services provided by iFileConverter, operated by NEEDRATE LIMITED (Company No. 15800113), with its registered office at Academy House, 11 Dunraven Place, Bridgend, Mid Glamorgan, United Kingdom, CF31 1JF.

For any questions or data-protection requests, please contact us at: info@ifileconverter.co.uk.

2. What personal data we collect

We collect only the personal data necessary to provide and support our file conversion services. Categories typically include:

• Identity & contact data: name, email address, billing/postal address;
• Transaction & order data: order references, invoices, token purchases, payment transaction identifiers (we do not store full card details);
• Account data: username, password hashes, profile settings;
• Usage & technical data: IP address, device/browser type, access and download logs, timestamps;
• Support & correspondence: messages sent to our support team and any files uploaded for conversion;
• Other information you choose to provide when using our services.

We do not collect more data than necessary for the purposes set out below.

3. Why we process your data and legal bases

• To provide and manage services (contract performance): process token purchases, perform file conversions, deliver results, and communicate with you about your account.
• To process payments and prevent fraud (legal obligation / legitimate interests): verify transactions, prevent abuse, and comply with financial regulations.
• To provide support, refunds, and resolve disputes (contract / legitimate interests): investigate technical issues, handle refund requests, and resolve complaints.
• To send marketing communications (consent): only where you have opted in; you may withdraw consent at any time.
• To meet legal obligations (legal obligation): including tax, accounting, and regulatory requirements.
• To improve our services and security (legitimate interests): enhance system performance, detect abuse, and use anonymised data for analytics.

4. Sharing and international transfers

We may share personal data with third parties when necessary to operate the Service, including:

• Payment processors and financial institutions;
• Hosting and cloud infrastructure providers;
• Analytics, monitoring, and support platforms;
• Professional advisers (legal, accounting, compliance);
• Regulators, courts, or law enforcement when required by law.

Some service providers may be located outside the UK/EEA. In such cases, we use lawful safeguards such as UK adequacy decisions or Standard Contractual Clauses (SCCs) to ensure your data remains protected.

5. Cookies and similar technologies

We use cookies and similar technologies for essential website functions, analytics, security, and (with your consent) marketing. Essential cookies are required for the Service to operate. Full details are provided in our Cookie Policy.

6. Data retention

We retain personal data only as long as necessary for the purposes outlined in this Policy and to comply with legal obligations:

• Order & transaction records: minimum 24 months, and up to 6 years for corporate or disputed matters;
• Account and support data: as long as necessary to provide the Service and resolve queries;
• Marketing data: until you withdraw consent or we no longer have a lawful basis to retain it.

Once data is no longer required, it will be securely deleted or anonymised.

7. Your rights

Under applicable data-protection laws (including UK GDPR), you have the right to:

• Access your personal data;
• Request corrections;
• Request deletion (“right to be forgotten”);
• Restrict processing;
• Request data portability;
• Object to certain processing, including marketing;
• Withdraw consent (where consent is the legal basis).

To exercise these rights, please contact info@ifileconverter.co.uk. We may request verification of your identity before responding. Requests will be processed within the statutory timeframe.

8. Security measures

We implement reasonable technical and organisational safeguards, including encryption, access controls, secure backups, monitoring, and staff training. While we take security seriously, no system is completely immune from risk. If a data breach occurs that may affect your rights, we will notify you and the relevant regulator as required by law.

9. Automated decision-making and profiling

We do not use automated decision-making that produces legal or similarly significant effects. We may use limited automated processing for analytics or service optimisation, but this will not override your rights or freedoms.

10. Changes to this Policy

We may update this Privacy Policy periodically. Material changes will be communicated by email to registered users or by a prominent notice on our website. The revised Policy will take effect from the new effective date.

11. Contact & complaints

For privacy-related enquiries, requests, or complaints, please contact:

• 📧 info@ifileconverter.co.uk
• 📍 Academy House, 11 Dunraven Place, Bridgend, Mid Glamorgan, United Kingdom, CF31 1JF

If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).