Privacy Policy

Last Updated: 3 October 2026

Most Toololo tools work entirely in your browser, so your files never reach us. This page explains the little data we do handle, how Compress PDF and PowerPoint to PDF briefly process a file on our server, and what Toololo Sign stores when you ask other people to sign a document.

Your files

Files you open in Toololo tools are processed on your own device and are not uploaded to our server. They are cleared when you close or reload the page.

Some tools load open-source code, fonts or models from public content networks (for example cdnjs, jsDelivr and Google Fonts). Those networks see your IP address when they deliver the files, but not your documents. Where a tool uses a feature built into your browser, such as speech recognition, your browser's own provider may handle that data.

There are two exceptions:

• Compress PDF with "Best compression". Your PDF is sent over an encrypted connection to our server in the EU (hosting provider Hostinger), compressed, returned to you and deleted immediately, normally within seconds. It is not stored, copied or looked at. To limit abuse we keep a count of how many PDFs were compressed in the last hour, keyed by a scrambled form of your IP address that changes every day; the counts are deleted within two hours. If you prefer, choose "On this device" and the PDF is not uploaded at all.
• PowerPoint to PDF. A browser cannot lay out PowerPoint slides faithfully, so your presentation is sent over an encrypted connection to our server in the EU (hosting provider Hostinger), converted to PDF with LibreOffice, returned to you and deleted immediately, normally within seconds. It is not stored, copied or looked at. The same hourly count as Compress PDF applies, keyed the same scrambled way.
• Toololo Sign: when you ask someone else to sign, the document has to be stored on our server so they can open it.

If you tick "Save this signature on this device" in Sign PDF, the signature image is stored only in your browser (localStorage key tl_saved_signature) and is never sent to us. You can remove it with Delete in the signature window, or by clearing your browser data.

Analytics, cookies and advertising

• Page counter. Our own visitor statistics (ntslytics, hosted by us) count page views without cookies. They store the page address, the referring website, a rough device type and the country implied by your time zone. Your IP address is not stored, and the anonymous visitor code changes every day, so visits cannot be linked across days. When a tool saves a file for you, the counter also records that a file was saved and its type (for example PDF), never the file name or its contents. Counts are kept for up to 400 days.
• Google Analytics (Google Ireland Limited) shows us which tools are used. It is loaded only if you click Accept on the cookie banner. It then sets the cookies _ga and _ga_* for up to 2 years. Google keeps the analytics data for at most 14 months.
• Your choice. Your browser remembers whether you accepted or declined (localStorage key tl-consent). This is not sent to us. You can change your choice at any time with Cookie settings at the bottom of every page. Declining removes the Google Analytics cookies.

The tools themselves work without cookies.

Emails and server logs

• If you email us, we use your email address and message to reply. We keep the conversation as long as it is needed and delete it within 3 years.
• Server logs. Like any website, our server records requests (IP address, page, time and browser) to keep the site running and secure. The logs are deleted after about two weeks.

Why we use this data

• Google Analytics and ads that use cookies: your consent, which you can withdraw at any time.
• The page counter, server logs and security: our legitimate interest in running a working, secure website.
• Replying to your email: your request.
• Toololo Sign: explained in its own section below.

Who receives data

We do not sell personal data. It is shared only with the providers named on this page (our hosting provider, Google, the content networks above, and the timestamp authorities used by Toololo Sign), or when the law requires it. Google may process data outside the EU under its own legal safeguards, such as the EU Standard Contractual Clauses.

Security

The site is served only over HTTPS, and we collect as little data as the tools need. No system is completely secure, so please keep your own copy of any file that matters to you.

Children

Toololo is not aimed at children under 16, and we do not knowingly collect their personal data.

Toololo Sign: signature requests

Toololo Sign lets you send a PDF to other people and ask them to sign it. It is the one Toololo tool that stores files and personal data on our server, because the people you ask to sign have to get the document from somewhere.

What we process

If you send a request:

• your name and email address. We check your email address with a one-time code before you can create a request;
• your IP address and browser (user agent) when you create the request;
• the PDF you upload and the optional message you add;
• the email addresses of the signers and of anyone who receives a copy;
• where you placed the fields on the document.

If you are asked to sign:

• your email address;
• the full name you type when you sign, and your signature image;
• your IP address and browser (user agent);
• the times you open the request, confirm that you recognise the sender, confirm an emailed one-time code, sign, or decline;
• your reason, if you decline, and the text of any abuse report you send.

If you receive a copy: only your email address, used to send you the signed PDF.

Why, and on what basis

• To deliver the request and the signed document: providing the service the sender asked for (GDPR Article 6(1)(b)).
• To keep a record that shows how the document was signed, and to prevent fraud and abuse: legitimate interests (Article 6(1)(f)).
• The signing record is kept so that legal claims can be established or defended. This limits the right to have that record erased (Article 17(3)(e)).

Where the data goes

• It is stored on our server at our hosting provider, Hostinger. Documents are kept outside the public web folder.
• Emails are sent from our own server.
• To create independent timestamps, a public timestamp authority (DigiCert, Sectigo or FreeTSA) receives only a SHA-256 fingerprint of the signed document and of the signing record. No names, email addresses or document content are sent.
• The signed PDF is emailed to the sender, every signer and everyone who receives a copy.

What is printed inside the signed PDF

Everyone who gets the signed file can see the signers' names and email addresses, the signing times (UTC), how each person confirmed their email, their signature IDs and the document fingerprint. IP addresses and browser details are not printed.

The verification page

Anyone with a signed PDF can check it on the verification page. The file stays on their device and only its fingerprint is sent to us. The result shows whether the file is genuine, how many people signed, whether they confirmed email codes, and when signing was completed. It shows no names, email addresses or IP addresses.

How long it is kept

• The uploaded document: deleted if nobody signs within 7 days. Otherwise it is deleted 48 hours after the last signature, or 48 hours after someone declines or the request is suspended. The sender can delete a request sooner.
• The private signing record (including IP addresses and browsers): kept for 3 years if anyone signed, declined or reported the request, so the record is still available if a signed agreement is questioned later. Otherwise it is deleted with the request. Once someone has signed, the sender cannot erase it on their own, because the record also protects the signers.
• The public verification record (fingerprint, counts and times, no personal data) and abuse reports: 3 years.
• Email confirmation codes: expire after 15 minutes.
• Sign-in for "My signature requests": your browser stores a sign-in token for up to 12 hours. It is not a tracking cookie.

If a business sends documents for signature

A business that uses Toololo Sign for its own documents decides what the document contains and who signs it, and is responsible for having a lawful basis to send those people's data for signing.

Your rights

You can ask to access, correct or delete your personal data, to restrict or object to how it is used, and to receive a copy of it. Where we rely on your consent, you can withdraw it at any time. For the Toololo Sign signing record, deletion is limited as described above.

Toololo is an independent website run from the EU. To use these rights, or if you have any concern about how your data is handled, contact us at contact@toololo.com. We would like to hear from you first so we can resolve it. You also have the right to contact a data protection authority.

Changes

We may update this policy when the site changes. The date at the top shows the latest version.