Privacy Policy
How ScanToExcel handles your data — and what we never touch.
Last updated: March 19, 2026
Introduction
ScanToExcel is a privacy-first AI document converter operated by a sole developer based in the European Union. This policy explains exactly what happens to your data when you use our service — what we collect, what we don't, and why.
We designed ScanToExcel around a simple principle: your documents are yours. We process them, deliver the result, and forget they ever existed.
How We Handle Your Documents
When you upload a document — whether it's a receipt, bank statement, invoice, credit card statement, paystub, or table — here is exactly what happens:
- Your file is sent to our processing server over an encrypted connection.
- We pass it to our AI model provider for data extraction. The file is never written to disk — it exists only in server memory.
- The AI returns structured data, which we convert into your chosen output format (Excel, CSV, PDF, Word, JSON, or XML).
- The converted file is sent directly to your browser as a download.
- Your original document, the extracted data, and the generated file are all discarded from server memory. This entire process typically completes in under 3 seconds.
Nothing is saved after processing. No copies, no backups, no logs of document content. Not after 30 days. Not after 24 hours. Immediately.
What We Never Collect
Regardless of whether you have an account or which tier you use, the following are never stored, logged, or retained:
- ✕The content of your uploaded documents
- ✕Financial data extracted from your files — account numbers, transactions, balances, amounts
- ✕The output files we generate for you (Excel, CSV, PDF, Word, JSON, XML)
- ✕Any link between your identity and a specific document conversion
What We Do Collect
What we collect depends on how you use ScanToExcel.
Anonymous Users (No Account)
If you use ScanToExcel without creating an account, we collect almost nothing. We generate a browser fingerprint solely to enforce the daily conversion limit (10 per day). This fingerprint cannot identify you personally and expires automatically after 24 hours.
Account Holders (Free+ and Premium)
If you create an account, we store the following:
- ✓Your email address — for account identification and subscription management
- ✓Your first and last name — only if you provide them during manual signup (not collected via Google or GitHub OAuth)
- ✓Subscription status — whether you're on Free+, Premium, or have cancelled
- ✓GDPR consent timestamp — a record that you agreed to this privacy policy
We do not send marketing emails or newsletters. We do not sell or share your data with third parties. Your account data exists solely to manage your subscription and to provide support if you contact us.
Aggregate Statistics
We maintain a single counter of total documents processed across all users. This number is completely anonymous — it records only that a conversion happened, with no connection to any user, document, or content. We display it on our website.
Diagnostic Data
If a conversion fails or encounters an error, we log limited metadata for debugging purposes: the error type, file extension, file size, and your anonymous visitor ID or user ID. We never log the content of your documents or the data extracted from them, even in error cases.
Cookies
ScanToExcel uses cookies only for authentication. If you create an account and sign in, a session cookie keeps you logged in.
We do not use cookies for advertising, analytics, tracking, or any other purpose. There are no third-party tracking cookies on our site.
Your Rights Under GDPR
ScanToExcel is operated within the European Union and fully complies with the EU General Data Protection Regulation (GDPR). If you have an account, you have the following rights:
Access
Request a copy of the personal data we hold about you.
Rectification
Request correction of any inaccurate personal data.
Erasure
Request complete deletion of your account and all associated data. You can do this directly from your account settings or by emailing us.
Portability
Request your data in a machine-readable format.
Objection
Object to our processing of your personal data.
Complaint
Lodge a complaint with a supervisory authority if you believe your rights have been violated.
If you use ScanToExcel without an account, there is no personal data to access, correct, or delete. Your documents exist only during the brief processing window and are automatically discarded.
Our legal basis for processing account data is your explicit consent, provided when you create an account. For document processing, the legal basis is performance of a contract — you upload a document, we process it and return the result.
Data Controller & Contact
ScanToExcel is operated as a sole proprietorship based in the European Union.
For any privacy-related questions, data requests, or concerns, contact us at contact@scantoexcel.com. We aim to respond within 48 hours and will process GDPR requests within 30 days.
Changes to This Policy
We may update this policy to reflect changes in our service or applicable law. Any updates will be posted on this page with a revised date. For significant changes that affect how we handle your data, we will notify registered users by email.
Contact Us
Questions about this privacy policy? We read and respond to everything personally.
We typically respond within 48 hours.