Legal
Privacy Policy
How Airpdf handles personal data across the website, the dashboard and the render API.
Last updated: October 6, 2026
1. Who we are
Airpdf is operated by Move The Needle Srl (VAT IT02100680475), Viale Rosselli 19, 51016 Montecatini Terme (PT), Italy, which is the data controller for the processing described here. Contact us at hello@airpdf.io. We have not appointed a Data Protection Officer: it is not required for our activity.
When you send us documents to render, the content is your data: for that content we act as a processor on your behalf, and you remain the controller. Section 4 explains what we keep.
2. What we process, why, and on what legal basis
| When | Data | Why | Legal basis |
|---|---|---|---|
| You create an account or are invited to a workspace | email, company or workspace name, password (stored only as a hash), preferred language | create and run your account, sign you in, send service emails (confirmation, password reset, invitations, usage and quota notices) | contract (Art. 6(1)(b) GDPR) |
| You sign in, sign up or reset your password | IP address and browser data, checked by Google reCAPTCHA | keep bots and abuse out of the dashboard | legitimate interest (Art. 6(1)(f)) |
| You pay for a plan | billing details, subscription state, invoices; card data is handled by Stripe and never reaches us | charge the plan, issue invoices, meet tax obligations | contract and legal obligation (Art. 6(1)(b) and (c)) |
| You use the render API | the HTML, template data and options you send, the PDFs we generate, and technical logs of each request | generate and deliver your documents, show your usage, troubleshoot errors | contract (Art. 6(1)(b)) |
| You use the dashboard | account events such as sign-up and plan changes, linked to your email and workspace (no cookies) | understand how the product is used and improve it | legitimate interest (Art. 6(1)(f)); you can object at any time |
| You visit the website or try the sandbox | technical connection data: IP address, browser, pages requested, time | serve the site, protect it from abuse, rate-limit the public sandbox | legitimate interest (Art. 6(1)(f)) |
| Website analytics and session recordings, from your first visit | page views, clicks, scrolling, mouse movements and taps, referrer, device and browser; session recordings with every form field masked. Until you accept analytics, the visit identifier lives only in the page's memory and is gone when you close it; if you accept, it is stored in your browser | understand how the website is used, where it is unclear or broken, and improve it | legitimate interest in improving the website (Art. 6(1)(f)); for the identifier stored after you accept, consent (Art. 6(1)(a) GDPR and Art. 122 of the Italian Privacy Code). If you reject analytics, recording stops |
| You write to us | your email address and what you write | answer you | pre-contractual steps or contract (Art. 6(1)(b)) |
We don’t sell your data, we don’t use it for advertising, and we don’t make automated decisions that affect you. The website has no advertising cookies or social media pixels.
3. Who processes data on our behalf
We use these providers, bound by data processing terms, each for its own part of the service:
- Cloudflare, Inc.: hosts the website and the DNS.
- Fly.io, Inc.: runs the dashboard, the API and the rendering service, in its Amsterdam region.
- DigitalOcean, LLC: hosts the database, in its Frankfurt region.
- Wasabi Technologies, LLC: stores the PDFs you choose to keep with us, in the EU.
- Resend: sends service emails.
- Stripe: processes payments and stores billing details.
- Honeybadger Industries, LLC: collects error reports, which may include request details.
- PostHog, Inc.: product analytics, with data hosted in its EU region.
- Google: reCAPTCHA on the dashboard’s sign-in and sign-up forms; the dashboard also loads fonts from Google Fonts and Fontshare, which receive your IP address.
If you connect your own storage bucket or set up webhooks, we send documents and events to the destinations you choose: those are your recipients, not ours. Data may also be disclosed to accountants for tax purposes and to authorities when the law requires it.
4. Your documents
- Inline HTML sent to the render API is rendered and returned in the response: we don’t store the HTML or the PDF.
- Template renders: we keep the data and options of each request, so you can see and repeat it, and the generated PDF in our storage, reachable only through short-lived signed links.
- Request logs (template, status, size, errors) power your usage view and our troubleshooting.
- Rendering runs on our own servers: your documents are not sent to third-party rendering or AI services.
5. Transfers outside the EU
We keep the service’s infrastructure in EU regions. Several of our providers, however, are US companies, and some (for example for email delivery and error reports) may process data in the United States. These transfers rely on the European Commission’s adequacy decision on the EU-US Data Privacy Framework (10 July 2023) for providers that are certified under it, or on the Standard Contractual Clauses approved by the Commission.
6. How long we keep data
- Account data, render requests, stored PDFs and request logs: while your account is active. You can ask us to delete them at any time, and we delete them when you close your account, except what we must keep by law.
- Invoices and accounting records: 10 years, as required by Italian law (Art. 2220 of the Civil Code).
- Emails you send us: up to 24 months after the last exchange, unless they become part of a contract.
- Website analytics and session recordings: for the retention period of our PostHog plan, after which they are deleted automatically.
- Your cookie choice: 6 months, then we ask again.
7. Cookies
The website uses technical cookies and PostHog analytics. From your first visit PostHog (EU region) collects analytics and records the session, with every form field masked. Until you accept analytics nothing is stored on your device: the visit identifier lives only in the page's memory. If you accept, the identifier is stored in your browser to link later visits; if you reject, recording stops at once. What was recorded before your choice is kept for the period in section 6, and you can ask us to delete it (section 8). The dashboard uses a session cookie to keep you signed in. Details and durations are in the Cookie Policy.
8. Your rights
At any time you can ask us to:
- access your data and get a copy (Art. 15);
- correct or complete it (Art. 16);
- delete it (Art. 17) or restrict its processing (Art. 18);
- receive it in a machine-readable format and have it transferred to another controller (Art. 20);
- object to processing based on legitimate interest, including product analytics (Art. 21);
- withdraw your consent, without affecting processing done before: for cookies, use the button below.
Write to hello@airpdf.io: it’s free and we answer within one month. If you think we are breaking the GDPR, you can lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) or with the authority of the EU country where you live or work.
9. Security
Every connection is encrypted (HTTPS/TLS). Passwords are stored only as hashes, credentials for buckets you connect are encrypted at rest, and access to production systems is limited to the people who run the service.
10. Changes
When we change how we handle data we update this page and the date at the top. If a change affects processing based on your consent, we ask for it again; if it materially affects account holders, we also tell you by email.