Privacy policy

Your files

Octoolo opens, edits, converts and saves your files on your own computer. It does not upload your documents, photos, recordings or their contents anywhere. Reading text in pictures uses the recognition built into Windows, which also runs on your computer.

What the app sends over the internet

• Update checks. A little after Octoolo starts and every four hours, it asks octoolo.com whether there is a newer version, and downloads it if there is. Nothing about you or your files goes with the question; as with any web request, our server sees your IP address. You can turn the automatic checks off in Settings.
• Password leak checks. When you check passwords for leaks, Octoolo sends the first 5 characters of each password's SHA-1 fingerprint to Have I Been Pwned, never the password itself, so the answer cannot reveal which password it was.
• FFmpeg. The first time a video or sound tool needs it, Octoolo downloads FFmpeg from GitHub.
• The download manager. When you give the download manager links, Octoolo downloads those files from the sites they point to, as your browser would, and those sites see your IP address. It sends them nothing else.
• AI parts. The first time you use an AI tool, such as removing a background or enlarging a picture in the Photo Editor, separating voice and music in the Audio Editor, or a language in Text Studio's translator, Octoolo asks before it downloads the part that tool needs: the AI engine from Microsoft, and the model from Hugging Face or, for removing backgrounds, from octoolo.com. Your pictures, sounds and text are not sent anywhere; the AI runs on your computer. Microsoft's terms for DirectML, part of that engine, say it may send usage data to Microsoft through Windows' diagnostic data settings.
• Anonymous usage statistics. Every few minutes, Octoolo tells octoolo.com which of its apps and tools were opened, for how long, whether a result was saved, the words typed in the home screen's search (so we learn what people look for), and the messages of errors it showed, with file names, paths, links and email addresses taken out. With them go a random number this copy makes when it first runs, the versions of Octoolo and Windows, and your language and time zone. Never your files, their names or their contents, and nothing that says who you are. We keep these records for about 13 months. You can turn them off in Settings, which also shows exactly what is sent.
• Octoolo Cloud. When you turn on Octoolo Cloud (from a checkout you start in the app, or with your license key) and every few hours after that, Octoolo asks octoolo.com whether your subscription is active. With the question go this copy's random number, your computer's name (so you can tell your computers apart in your account), the versions of Octoolo and Windows, a secret this computer was given when it was turned on, and, the first time, your license key. octoolo.com answers with your subscription's state and your account's email address, signed so Octoolo can check it offline. Calculator, Text Studio and Productivity never ask.
• Help and feedback. When you send us a message from the app, it goes to octoolo.com with your email address if you give one. If you leave "Include technical details" on, so do the versions of Octoolo and Windows, your computer's memory and processors, your screen size, language and time zone, the app you were in, its recent errors (without file names or paths) and this copy's random number, which lets us see how the copy used Octoolo while we help you.

Octoolo has no advertising. These statistics go to our own server, not to analytics or advertising companies, and we never sell or share them.

What stays on your computer

Octoolo keeps its settings, your recent files, drafts and, if you make one, your encrypted password vault, in its folder under %LOCALAPPDATA%\com.octoolo.app. To find your downloads, the Downloads app looks in your download folders and reads where your browsers are set to save; that stays on your computer too. Uninstalling Octoolo with the option to remove its data deletes them, or you can delete the folder yourself.

Subscribing

Subscriptions are sold by Paddle, our Merchant of Record. Paddle collects your name, email address, country and payment details to take payment and handle tax, under Paddle's privacy policy. We never receive your card details. Paddle shares with us what we need to provide your subscription and help you: your name, email address, country, and the state of your subscription and payments.

Your account and your license

Your account on octoolo.com holds your email address, the name you give (or Google's, if you sign in with Google), and, from Paddle, your country; your license key; the computers your subscription is on (each one's name, Windows and Octoolo versions, a random number for the copy, and when it last checked in); how many browsers are signed in; and when you last signed in. We use them to provide your subscription, to let you manage it, and to help you when you write to us.

To sign in by email, we send you a one-time code and a one-click link, and keep them only as fingerprints for fifteen minutes. Changing your email works the same way, through the new address, and we tell the old one; if you have a subscription, we also give Paddle the new address so your receipts follow. Signing in sets one cookie, octoolo_account, which is needed to show your account (not for statistics) and lasts 30 days or until you sign out. A second one, octoolo_in, holds only the first letter of your name, so the menu on every page can show that you are signed in; it goes when you sign out. While you sign in with Google, another cookie, octoolo_google, lasts up to ten minutes to tie Google's answer to your browser. Our emails are sent through Resend, which sees your email address and the message to deliver it.

If you choose Continue with Google, Google tells us your Google account's id, its email address (only if Google has verified it) and your name, under Google's privacy policy; Google learns that you signed in to Octoolo. We ask for nothing else from your Google account and keep only that id, to recognise you next time. You can disconnect Google in your profile and sign in by email instead.

We keep your account while you have one. You can delete it yourself in your profile (after cancelling a running subscription): that removes your email, name, license key, computers and sessions. Records of payments are kept by Paddle, our Merchant of Record, and by us without your name or address, as long as the law requires.

This website

octoolo.com uses Google Analytics, a service of Google, to count visits and to see which pages people read and how they found the site, but only if you let it. The first time you visit, a banner asks; nothing from Google loads until you press Accept. If you accept, Google Analytics sets two cookies, _ga and _ga_ENM5P5RMYR, which last up to two years, and your browser sends Google your IP address, details of your browser and device, and the pages you visit. How Google handles this is described in Google's privacy policy and in how Google uses information from sites that use its services. We use these statistics only to understand and improve the site, not for advertising.

If you decline, nothing is loaded from Google and no cookie is set. Your answer is kept in your browser's local storage (octoolo-consent) so the banner does not ask again; if your browser sends the Global Privacy Control signal, we take that as a no and do not ask at all. You can change your answer here at any time:

Change your cookie choice

Our own server also counts visits, without cookies: the page you open, the site that sent you, campaign tags in the link (utm_), clicks on Download and on links to other sites, the kind of device, browser and system, and the country your IP address belongs to. Your IP address is not kept with them: to tell one day's visitors apart, the server mixes it with a random value that is deleted after the day, so these counts cannot be linked across days or to you. If your browser sends Do Not Track or Global Privacy Control, nothing is counted this way. We keep these counts for about 13 months.

Apart from the account cookie above, the site sets no other cookies of its own and has no advertising trackers. Our server, at Amazon Web Services in Frankfurt, keeps standard logs (IP address, page requested, browser) for about two weeks, for security and to keep the site running.

The chat on this website

The chat at the bottom of octoolo.com's pages answers questions about Octoolo with an AI assistant built on a model from OpenAI. To write each answer, what you type, the assistant's earlier answers in the same conversation, the address of the page you are on and the site's language are sent to OpenAI, which processes them for us under its services agreement and privacy policy. OpenAI does not use them to train its models, and may keep them for up to 30 days to prevent abuse.

We do not keep your conversation. It stays in your browser tab (session storage, octoolo.chat), so it follows you from page to page, and is gone when you close the tab or press New chat. Our server uses your IP address, in memory only, to limit how many questions can be asked, and logs only how many answers it gave and how long they were. If you accepted Google Analytics, it also counts that the chat was opened and that a question was sent, never what you wrote.

The answers are written by AI and can be wrong: for anything about your account or a payment, write to hello@octoolo.com. Please do not type passwords, card numbers or other personal details into the chat.

When you write to us

If you email hello@octoolo.com, we use your message and any files you attach only to answer you, and delete attachments once your question is solved.

Messages sent from Help and feedback in the app are kept with our answers, so we can follow up and learn what to improve. Write to hello@octoolo.com to have yours deleted.

Your rights and contact

Getiket Technologies (Getiket Teknoloji ve Yazılım Sanayi Ticaret Limited Şirketi) is responsible for the personal data described here. Paddle is responsible for the data it collects at checkout.

You can ask us what we hold about you, to correct it or to delete it, by writing to hello@octoolo.com. We answer within 30 days. If you are in the EU or the UK, you can also complain to your data protection authority.

If this policy changes, the date at the top of this page changes with it.

See also: Pricing · Terms of service · Refund policy. Questions: hello@octoolo.com.