Privacy Policy

1. Introduction

anyformat.ai ("anyformat", "we", "us", or "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at anyformat.ai or use our document automation platform (collectively, the "Service").

We process data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

2. Data Controller

anyformat.ai acts as the data controller for personal data collected through our website and platform. For questions about this policy or your personal data, please contact us at:

anyformat.ai
Email: info@anyformat.ai

3. Information We Collect

We collect the following categories of personal data:

Account information: Name, email address, company name, and job title when you register or contact us.
Usage data: Pages visited, features used, time spent on the platform, and interaction logs collected automatically.
Device and technical data: IP address, browser type, operating system, and referring URLs.
Communications: Emails, support requests, and other messages you send us.
Document data: Documents and files you submit for processing through the Service. This data is processed solely to deliver the Service and is not used for other purposes.

4. How We Use Your Information

We use your personal data for the following purposes:

To provide, maintain, and improve the Service.
To authenticate your identity and manage your account.
To process documents and execute automated workflows on your behalf.
To communicate with you about your account, updates, and support requests.
To send marketing communications where you have given consent (you may opt out at any time).
To detect, investigate, and prevent fraudulent transactions and other illegal activities.
To comply with legal obligations.

5. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), we process your personal data on the following legal bases:

Contractual necessity: Processing required to perform our contract with you (providing the Service).
Legitimate interests: Processing for security, fraud prevention, analytics, and improving our Service.
Consent: Marketing communications and non-essential cookies (you may withdraw consent at any time).
Legal obligation: Processing required to comply with applicable law.

6. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

Service providers: Trusted third-party vendors who assist us in operating the platform (cloud infrastructure, analytics, customer support), bound by data processing agreements.
Business partners: Only with your explicit consent.
Legal authorities: Where required by law, court order, or governmental authority.
Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Document data is retained only for the period necessary to process and deliver results, and can be configured for zero-retention at the Enterprise tier. Account data is deleted within 30 days of account termination upon request.

8. Data Security

We implement industry-standard security measures to protect your data, including AES-256 encryption at rest, TLS 1.2+ encryption in transit, role-based access controls, and regular security audits. We are currently undergoing ISO 27001 certification. However, no transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. International Data Transfers

Your data may be transferred to and processed in countries outside your country of residence. For transfers from the EEA to third countries, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission to ensure your data remains protected.

10. Your Rights

Under applicable data protection law, you have the right to:

Access: Request a copy of the personal data we hold about you.
Rectification: Request correction of inaccurate or incomplete data.
Erasure: Request deletion of your personal data ("right to be forgotten").
Restriction: Request that we restrict processing of your data in certain circumstances.
Portability: Receive your data in a structured, machine-readable format.
Objection: Object to processing based on legitimate interests or for direct marketing.
Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise these rights, contact us at info@anyformat.ai. You also have the right to lodge a complaint with your local data protection authority.

11. Cookies

We use cookies and similar tracking technologies to operate and improve the Service. Please see our Cookie Policy for detailed information about the cookies we use and how to manage your preferences.

12. Children's Privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at info@anyformat.ai.

Practical guide

Protecting your personal data

A guide to understanding how your phone reached us and how to protect yourself.

A note from anyformat. We take your privacy very seriously. If you received a call from us on your personal number and you would prefer that we don't contact you again, we completely understand. Write to info@anyformat.ai and we'll remove you immediately.

15. How your phone reached us

Your number was likely obtained through one of these sources, without you having any direct interaction with us:

Professional networks (LinkedIn and similar)

LinkedIn and similar platforms are the main source of B2B data. Even if your number isn't public, third-party tools can access it through API integrations.

Data and enrichment providers

Companies like ZoomInfo, Apollo.io or Lusha compile data from public records, social networks and acquired datasets. A company may only have your name and email, and an "enrichment" tool automatically adds your phone — with no direct contact with you.

Events and business cards

When you sign up for conferences, webinars or trade fairs, your registration data is often shared with sponsors. Scanning your badge at a booth is equivalent to giving marketing consent.

Public records

Business registries, domain WHOIS records, professional licenses and other public documents may contain contact data that gets indexed by data providers.

16. How to prevent future data collection

LinkedIn privacy settings

Go to Settings & Privacy → Visibility → Profile viewing options
Under "Who can see your email address", choose Only me
Remove or restrict the visibility of your phone in the Contact info section
Disable Partner programs under data privacy settings

Separate professional contact

Use a dedicated business number (Google Voice, second SIM)
Create a separate email for subscriptions and downloads
Don't use your personal phone on business registries or public forms

Caution at events

Read the privacy policy before signing up for events or webinars
Opt out of sponsor communications whenever possible
Ask what data will be collected before handing over your card

17. How to request data deletion

You have the right to request the deletion of your personal data (GDPR in Europe, CCPA in the US). Here are the main providers:

Provider	Link / Contact	Notes
ZoomInfo	zoominfo.com/privacy	Search your profile, then choose 'Manage my profile'
Apollo.io	apollo.io/privacy/delete	Enter your email to request deletion
Lusha	lushaprivacy.com	Verify your email to opt out
Cognism	cognism.privacy.saymine.io	'Do Not Sell' form to request deletion
RocketReach	rocketreach.co/delete-profile	Enter your email to submit an opt-out request
Clearbit	clearbit.com/trust	Retrieve your profile and manage data preferences
Hunter.io	claim@hunter.io	Email requesting deletion of your data
Seamless.AI	privacy@seamless.ai	CCPA/GDPR deletion request by email
LeadIQ	leadiq.com/request-removal	Submit the removal request form

Email template to request deletion

Subject: Data deletion request - [Your full name] To whom it may concern, Under my rights pursuant to the GDPR/CCPA, I request the deletion of all my personal data, including name, email, phone number and professional information. Name: [Your name] Email: [Your email] Phone: [Your phone] Please confirm receipt and send me written confirmation once my data has been deleted. Thank you, [Your name]

18. Apps to block unwanted calls

iPhone (iOS)

Native feature: Settings → Phone → Silence Unknown Callers
Truecaller (free): identifies and blocks spam calls
Hiya — Caller ID: similar to Truecaller, also free
RoboKiller: uses bots to waste spammers' time (subscription)

Android

Native filter (Pixel): Phone → Settings → Caller ID and spam
Truecaller: the most popular option with a large spam database
Should I Answer?: privacy-focused, doesn't upload your contacts to servers

Note: most apps work by uploading your contact list to their servers to compare against spam databases. If you care about privacy, use "Should I Answer?" or your phone's native features.

19. Do Not Call registries

Spain: Lista Robinson → listarobinson.es
EU: your country's national exclusion registry (GDPR also guarantees the right to opt out)
US: donotcall.gov (registration may take up to 31 days to take effect)
UK: Telephone Preference Service → tpsonline.org.uk

We sincerely apologise for any inconvenience caused by receiving a call on your personal number. At anyformat we work hard to respect everyone's privacy. If you want us to delete your data, write to info@anyformat.ai and we'll do it straight away.