Last updated: September 17, 2026
Your PDFs are deleted about an hour after they are processed, and your workbooks 7 days after the conversion if you are signed in, or 24 hours after it if you are not. A dashboard keeps a normalised copy of the charted rows until it expires, then that copy is deleted too. We never sell data, never train models on your documents, and never send your documents to the payment provider. The record of what you paid outlives the rest, because tax rules require it.
Information we collect
The converter creates an account identifier and operational records such as job status, file count, processing time, and error information. You can convert without registering; a registered account adds the data listed below. If you contact us, we receive the name, email address, and message you choose to send.
Your account
If you create an account, this is what is held against it, and where:
- your email address and password, in Supabase authentication. The password is stored as a hash; we never see it. Sign-in timestamps and email confirmation state are held with it;
- your display name and marketing preference, if you set them, plus the bookkeeping that stops us sending you the same low-balance warning twice;
- your conversion history — when each job ran, how many files it had, whether it succeeded, and how many credits it used. Not the documents themselves, and not their contents;
- your credit history — every credit granted, spent, refunded, or adjusted, as an append-only record. This is what your balance is calculated from, and it is what lets us answer a billing question honestly;
- your purchase record — the payment reference from Paddle, the amount and currency, the credits granted, and the status.
We do not sell personal data, and we do not use your documents or their contents to train AI models.
Uploaded documents and generated files
PDFs and generated Excel workbooks are kept in private temporary storage. They are used only to perform the requested conversion, return the result, investigate service failures, and protect the service from abuse.
Processed source PDFs are scheduled for deletion after one hour. Abandoned uploads expire after 24 hours. Generated workbooks and extracted values expire 7 days after the conversion finishes for a signed-in account, and 24 hours after it finishes for a conversion run without one. That period is fixed when the conversion starts, and downloading a workbook again does not extend it. The short quotations we keep to show where each value was read from expire with those values, on the same schedule and by the same cleanup. An hourly cleanup job deletes due files, so removal normally occurs during the next scheduled run. Limited non-content operational metadata may be retained for reliability and abuse monitoring.
This is a deletion schedule, not a storage plan. The terms say the same thing from the other direction: download what you need before it expires, because we cannot recover it afterwards.
AI dashboards
If you generate a dashboard from a spreadsheet, the original file is deleted as soon as the dashboard is ready. What remains is a normalised copy of the rows the charts use, plus the computed totals, charts and insights. That copy is kept for the life of the dashboard: 30 days for an account, or 48 hours for an anonymous visit. You can pay 5 credits to keep one dashboard 90 more days. When it expires, the dataset and the stored analysis are deleted. The share page then says the dashboard expired; it does not keep showing the numbers behind a hidden URL.
A share link is unguessable and is not listed for search engines. Anyone who has the link can see the title, column names, category labels (including customer, supplier or employee names those labels contain), totals and written insights. The original spreadsheet is never offered for download from that page. You can turn the link off or replace it at any time. Deleting the dashboard removes it immediately.
Corrections you make
When you edit an extracted value before exporting, we keep a record of the change: the field, what the AI extracted, and what you replaced it with. Unlike the conversion itself, this record is not deleted on the schedule above — we keep it so we can see which fields the AI gets wrong and improve how it reads them.
We do not keep the document it came from, and we do not use your documents or your corrections to train an AI model. If you delete your account, your corrections are deleted with it, and you can ask us to delete them at any time without closing your account.
Service providers
The service uses Supabase for authentication, database records, and private file storage. OpenRouter and the selected AI model provider receive document content as needed to perform the extraction you asked for. Resend sends the account and receipt emails described below. Hosting and security providers may process technical request information such as IP address, browser details, and timestamps. Cloudflare Turnstile processes technical request information for anti-abuse verification.
These providers operate outside Malaysia, so using the service involves transferring data internationally. We choose providers that offer appropriate contractual protections for that transfer.
Email we send you
Account email — address verification, password reset, sign-in links, email-change confirmation — and purchase receipts and low-balance warnings are sent because they are part of running your account, not as marketing, and cannot be turned off while the account exists. Marketing email is separate, requires your opt-in, and can be turned off at any time from your account.
Payments
Card payments are handled by Paddle (paddle.com), acting as Merchant of Record. When you buy credits you provide your payment and billing details directly to Paddle, who process them as a separate controller under their own privacy notice, shown to you at checkout. Paddle uses that information to take the payment, issue an invoice, calculate tax, and detect fraud.
We never receive or store your card number. What Paddle returns to us, and what we keep against your account, is the purchase reference, the amount and currency, the credits granted, and the billing country where tax requires it. That record is kept for as long as accounting and tax rules require, which is longer than the retention periods for documents described above.
Your uploaded documents and their extracted contents are never shared with the payment provider.
Why we are allowed to hold it
We process your account, conversion, credit, and payment data because it is necessary to provide the service you asked for and to take payment for it. We keep payment and credit records to meet accounting and tax obligations, and to answer disputes. We process technical and operational records to keep the service available and to prevent abuse, which is our legitimate interest in running it. Marketing email is sent only with your consent.
Analytics and cookies
We count page views with Vercel Web Analytics, provided by Vercel, the company that hosts this site. It uses no cookies and does not identify you: a visit is counted using a hash of the request, which is discarded after 24 hours, and we see only totals. For each page view it records the page address, with anything after a “?” or “#” removed before it is sent, the site that referred you, an approximate location, and your device type, operating system and browser. It never sees your documents, your extracted data or your email address.
We also count a few steps on the site as daily totals in our own database: adding a file to the converter, seeing a price, pressing Convert, opening the pricing page, starting a checkout, and following a link from a free tool to a converter. Each count records only the step, the page and the day. It holds no content, file name, email address, account or IP address, and nothing in it can be traced back to you.
Knowing which pages are used is our legitimate interest in running and improving the service. The website does not use advertising cookies. If analytics or consent requirements change, this policy and the site controls will be updated.
Logs and security
Routine application logs exclude document contents, extracted values, filenames, signed links, prompts, and security tokens. Operational logs may include request timing, status codes, job identifiers, model usage, and aggregate failure counts. No online system can promise absolute security, but access controls, private storage, short-lived links, and server-side secrets are part of the design.
Your rights
You can ask us to give you a copy of the personal data we hold about you, correct it if it is wrong, or delete it. You can change your display name and marketing preference yourself from your account, and withdraw consent to marketing email at any time. Depending on where you live you may also have the right to object to some processing, to ask for it to be restricted, or to complain to your data protection authority.
Email legal@extracttoexcel.com from the address on your account, or use the contact page. We may need enough information to locate the record and to be satisfied you are the person it belongs to, so that we do not disclose one customer’s data to another. We aim to answer within 30 days.
Deleting your account
You can delete your account yourself at any time, from your account settings, or ask us at legal@extracttoexcel.com. Either way we delete your sign-in identity and email address, your display name and preferences, your conversion history, your dashboards, and any remaining credit balance, which is forfeited on deletion. If you would rather have the money back and are within the refund window, ask for the refund before asking for the deletion.
Your purchase and credit records are retained, because accounting and tax rules require them and because they are the evidence that answers a later payment dispute. They are disconnected from your identity at the point of deletion: they remain as transaction records and stop being records about an identifiable person. Documents you uploaded are not part of this — they were already deleted on the schedule above.
Anything you have sent us through the contact form is kept as a support record and can be deleted on request too; say so in the same email.
Changes to this policy
We may update this policy as the product and legal requirements develop. The revised date at the top of this page will show when material changes were published.