Privacy Policy

1. Introduction

Welcome to PosterPro.io ("we", "our", or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

By using our website, you consent to the data practices described in this policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you: (i) create an account or register for our services; (ii) use our poster creation tools; (iii) contact us for support or inquiries; (iv) subscribe to our newsletter or updates; or (v) make a purchase or upgrade your account.

This information may include: (i) name and email address; (ii) institution or organization affiliation; (iii) profile information and preferences; (iv) payment information (processed securely through Stripe); and (v) communication preferences.

2.2 Usage Information

We automatically collect certain information about your use of our services: (i) IP address and device information; (ii) browser type and version; (iii) pages visited and time spent on our website; (iv) referring website or source; (v) operating system and device characteristics; and (vi) clickstream data and user interactions.

2.3 Content Information

When you use our poster creation tools, we may collect: (i) uploaded PDFs and documents (processed for content extraction); (ii) generated poster content and designs; (iii) template preferences and customizations; and (iv) project metadata and timestamps. When you use the Graphs feature, we process the text of the poster section you choose to generate visuals (and may first condense it using an AI service); that content is sent to our AI visual-generation provider as described in our AI Usage Guidance.

2.4 QR Code Landing Page and Scanner Information

When someone scans a QR code created with our service and visits the landing page, we may collect information that the scanner provides or that is generated by their visit:

• Scan events: Time of scan, consent level (e.g. minimal, analytics, or contact opt-in), an anonymous identifier (for unique visitor counts, where consent is given), and which link was clicked (e.g. to the paper, poster, or contact).
• Viewer (contact) data: If the scanner chooses to provide contact details (opt-in), we may collect name, email, and optionally institution or affiliation. This data is stored so the poster owner can see analytics and follow up. If you consent to PosterPro marketing (e.g. by checking the optional box on the landing page), we may add you to our email list and use segments such as "Scanners" to send product updates and tips; you can unsubscribe or request deletion at any time.

Scan data is retained for up to 2 years (see Section 8). You can request deletion of your contact (viewer) data linked to a QR code at any time via the deletion flow provided on the landing page or by contacting us at privacy@posterpro.io.

3. How We Use Your Information

We use the information we collect for various purposes, including:

3.1 Service Provision

(i) Provide and maintain our services; (ii) process your poster creation requests; (iii) manage your account and preferences; and (iv) process payments and subscriptions.

3.2 Communication

(i) Send service-related notifications; (ii) respond to your inquiries; (iii) provide customer support; and (iv) send updates and newsletters.

3.3 Improvement

(i) Analyze usage patterns and trends; (ii) improve our services and features; (iii) develop new products and tools; and (iv) conduct research and analytics.

3.4 Security

(i) Protect against fraud and abuse; (ii) ensure platform security; (iii) comply with legal obligations; and (iv) enforce our terms of service.

3.5 User Testimonials and Feedback

With your explicit consent, we may use your feedback and testimonials (including comments, ratings, and reviews) for marketing and promotional purposes, such as:

• Displaying testimonials on our website and landing pages
• Using feedback in social media posts and marketing materials
• Including testimonials in promotional emails and advertisements
• Sharing positive feedback in case studies and success stories

Your Rights:

• Consent is always optional and not required to submit feedback
• You can withdraw your consent at any time by contacting us at privacy@posterpro.io
• We will anonymize your information (using first name and initial only) when displaying testimonials publicly
• We will remove your testimonial from public display upon request
• Your feedback will still be used internally to improve our services regardless of consent status

If you have previously consented and wish to withdraw your consent or request removal of your testimonial, please contact us at privacy@posterpro.io with your request. We will process your request within 30 days.

4. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties except in the following circumstances:

4.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our website, conducting our business, or serving our users. These providers are bound by confidentiality agreements and include: (i) Google (Analytics, Firebase, Cloud Services); (ii) Stripe (Payment Processing); (iii) email service providers; (iv) cloud storage and hosting services; and (v) AI/ML service providers used for poster creation and visual generation—Anthropic (Claude), Perplexity, OpenAI, and Napkin AI (visual/diagram generation for the Graphs feature). Their use is described in our AI Usage Guidance, and they process content in accordance with our instructions and data-processing agreements where applicable.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4.4 Consent

We may share your information with your explicit consent or at your direction.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include: (i) encryption of data in transit and at rest; (ii) regular security assessments and updates; (iii) access controls and authentication systems; (iv) secure data centers and infrastructure; and (v) employee training on data protection.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

6.1 Access and Portability

Request access to your personal information and receive a copy in a portable format.

6.2 Correction

Request correction of inaccurate or incomplete personal information.

6.3 Deletion

Request deletion of your personal information under certain circumstances.

When you delete your account, we delete your profile, all posters and associated files, all QR codes (the links you create), and their analytics data (scan and viewer data). We anonymize (do not delete) usage and cost records (e.g. API cost and product usage) so they can no longer be linked to you; we retain those anonymized records for aggregated statistics, billing analysis, and legal purposes.

6.4 Opt-out

Opt out of certain data processing activities, such as marketing communications.

6.5 Right to Lodge Complaint (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work, or place of the alleged infringement, if you believe that our processing of your personal data violates applicable data protection laws.

6.6 California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA): (i) the right to know what personal information we collect, use, and disclose; (ii) the right to delete your personal information; (iii) the right to opt-out of the sale of personal information (we do not sell personal information); and (iv) the right to non-discrimination for exercising your privacy rights. To exercise these rights, please contact us at privacy@posterpro.io.

To exercise these rights, please contact us at privacy@posterpro.io. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. For detailed information about our use of cookies, please see our Cookie Policy.

You can control cookies through your browser settings, but please note that disabling certain cookies may affect the functionality of our website.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

8.1 How long we keep data

• Account and profile: Until you delete your account or request deletion. When you delete your account, we remove your profile and cascade-delete your content (posters, QR codes, and their analytics) as described in Section 6.3.
• Posters and files: Until you delete them or delete your account. Posters you move to Archive are permanently deleted after 6 months (or sooner if you permanently delete them from the Archive in the app). We may run cleanup processes that permanently remove archived posters older than 6 months.
• QR codes (the links): Until you delete them or delete your account.
• QR code analytics (scan and viewer data): Scan events are retained for up to 2 years; we may run cleanup that deletes older scan data. You can request deletion of your contact (viewer) data at any time via the deletion flow we provide.
• Usage and cost data (linked to you): Up to 2 years for analytics and improvement while your account is active. When you delete your account, we anonymize this data (see Section 8.2).
• Payment information: As required by law and payment processor (Stripe) requirements.
• Communication records: Up to 3 years for customer service purposes.

8.2 After you delete your account

We remove your profile, all posters and associated files, all QR codes, and their analytics data. We anonymize (do not delete) usage and cost records so they can no longer be linked to you. Those anonymized records may be retained indefinitely for aggregated statistics, billing analysis, and legal purposes, as described in Section 6.3.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers are conducted in accordance with applicable data protection laws and that appropriate safeguards are in place to protect your personal information.

10. Data Controller Information

For the purposes of the General Data Protection Regulation (GDPR) and other applicable data protection laws, the data controller is PosterPro.io. If you have questions about how we process your personal data or wish to exercise your rights, please contact us using the contact information provided in Section 13.

11. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us: