Simple Office Tools
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Privacy Policy

Privacy Policy

Simple Office Tools processes PDF files locally on your computer. This policy mainly covers licensing, purchases, and limited diagnostic data related to the application.

Last updated: 10 September 2025

Terms of Service Refund Policy
Key point: your documents stay on your machine. The app processes PDF and image files locally; we do not upload their contents to our servers.

1. Who We Are

Simple Office Tools ("we", "us"). Email: joe@simpleofficetools.co.nz.

Merchant of Record: Payments are processed by Paddle (Paddle.com), which acts as our merchant of record and processes purchases as an independent controller.

2. What We Collect

  • Account and purchase details: name, email, company, billing country, order ID, and tax details (handled by Paddle; we receive limited information required for fulfilment and support).
  • Licence and activation data: licence key or ID, activation and deactivation timestamps, plan or seat count, and device metadata necessary to manage seats (for example, a hashed device identifier, OS version, app version, IP-derived country for tax and compliance). We do not store raw MAC addresses.
  • Diagnostics (optional): crash reports and basic telemetry such as error codes, performance metrics, and feature usage. If enabled, you can opt out in Settings.
  • Support communications: messages you send us by email or in-app forms, plus related attachments.

3. How We Use Data

  • Provide, secure, and maintain the app and your licence.
  • Process purchases, renewals, and invoicing via Paddle.
  • Detect and prevent fraud or licence abuse.
  • Troubleshoot, improve performance, and plan features (for diagnostics if enabled).
  • Provide customer support and communicate important changes.
  • Comply with legal, tax, and accounting obligations.

5. Sharing

  • Paddle (payments/MoR): to process orders, tax, antifraud, and invoicing.
  • Diagnostics provider (optional): to collect crash reports and telemetry.
  • Service providers: IT hosting and support under confidentiality commitments.
  • Legal and compliance: if required by law or to protect rights.

We do not sell personal data.

6. International Transfers

We may transfer or store data outside your country. Where required, we use lawful mechanisms (for example EU Standard Contractual Clauses) and take appropriate safeguards.

7. Retention

  • Licence and purchase records: for the life of your account plus up to 7 years (tax and records).
  • Diagnostics: typically 90 days unless needed longer for security or investigation.
  • Support communications: up to 24 months after closure.

We delete or anonymise data when it is no longer needed.

8. Your Rights

Depending on your location, you may have rights to access, correct, delete, port, or object to or restrict processing, and to withdraw consent (for telemetry). You can also lodge a complaint with your local data authority (for example the NZ Privacy Commissioner or EU/UK supervisory authorities). To exercise rights, email joe@simpleofficetools.co.nz.

9. Security

We use technical and organisational measures appropriate to the risk, including encryption in transit and access controls. No system is 100 percent secure.

10. Children

The app is not intended for children under 16. We do not knowingly collect their data.

11. Changes

We may update this notice; material changes will be highlighted on our site. Continued use indicates acceptance.

12. Contact

Privacy questions: joe@simpleofficetools.co.nz. For billing matters, include your Paddle order number.