ViiFile
1. Scope and Data Controller
1.1 This Policy explains how Beijing Viisan Technology Co., Ltd. ("Viisan", "we", "us", or "our") processes and protects personal data when you download, install, access, or use the ViiFile software, account, subscription benefits, websites, cloud synchronization, online file-processing features, and related support services (collectively, the "ViiFile Services").
1.2 We are the personal information processor or data controller where we determine why and how personal data is processed. If a company, school, or other organization assigns you a ViiFile account and determines the purposes and means of processing, that organization will generally be the relevant processor or controller, and we will process data on its documented lawful instructions.
1.3 "Personal data" means information recorded electronically or otherwise that relates to an identified or identifiable individual. "Processing" includes collecting, storing, using, analyzing, transmitting, disclosing, publishing, and deleting data. Data that has been anonymized so that an individual cannot be identified and the process cannot be reversed is not personal data.
1.4 This Policy does not apply to a third party that independently provides a product or service and determines its own processing purposes and means. If you use a third-party login, payment service, cloud drive, or other external service through ViiFile, please also review that third party's privacy notice.
2. Our Processing Principles and Legal Bases
2.1 We process personal data lawfully, fairly, in good faith, transparently, and only to the minimum extent reasonably necessary for the purposes described in this Policy. We also take reasonable steps to maintain data quality and security.
2.2 Depending on the law that applies where you are located, our legal bases may include performance of a contract with you; your consent or separate consent; compliance with a legal obligation; responding to a public-health event or protecting life, health, or property in an emergency; lawful processing of data that you have made public; legitimate interests where recognized by applicable law; and other grounds permitted by law.
2.3 Where consent is required, we will explain the relevant data, purpose, method, and consequences before collection. You may refuse or withdraw consent. Unless the information is necessary for a core feature, we will not deny the core service merely because you decline optional processing.
2.4 If we want to use personal data for a new purpose that is not described here and is not directly related to the original purpose, we will provide an additional notice and obtain fresh consent where required.
3. Information You Provide
3.1 Account and login information. When you register, sign in, or link an account, we may process your mobile number, email address, encrypted password-verification data, verification code, nickname, account identifier, and third-party account-linking status. We do not store your login password in plain text.
3.2 Files and configuration data. When you choose to scan, import, upload, synchronize, or process a file online, we may process the selected image, PDF, Word, Excel, PowerPoint, or other file, together with its name, tag, folder, page order, display and export settings, OCR language, conversion settings, watermark settings, and storage location.
3.3 AI and translation data. When you choose an AI Q&A, summary, translation, or other intelligent feature, we may process the prompts, questions, selected files or excerpts, feature parameters, and generated output needed to return the result.
3.4 Order and subscription information. When you purchase or manage a subscription, we may receive the order number, product or plan, price and currency, payment channel, transaction time, payment or refund status, subscription start and end dates, expiration status, repurchase history, and benefit usage. Payment credentials, full card numbers, and payment passwords are generally processed directly by the payment provider.
3.5 Support and feedback information. If you contact us or submit a question, complaint, suggestion, or diagnostic package, we may process your contact details, correspondence, screenshots, attachments, device and app version, error logs, and support-ticket history. Please do not include sensitive information unrelated to the issue.
4. Information Collected Automatically or from Third Parties
4.1 Device and network information. For compatibility, account security, troubleshooting, and service operation, we may process your IP address, device type and model, operating-system and app versions, language, time zone, network type, screen resolution, carrier, and a necessary device or installation identifier. We do not continuously read device information beyond what is needed for a stated purpose.
4.2 Logs and usage information. We may record login and access times, feature interactions, processing-task status, crashes, error codes, performance data, referring pages, and security events. Unless needed to perform a file-processing feature you select or investigate an issue you submit, we do not read file contents merely to generate usage statistics.
4.3 Third-party login data. If you sign in using WeChat, Google, Apple, or another third-party account, we may receive the unique account identifier, nickname, profile image, email address, or linking status that you authorize that provider to disclose. The authorization screen controls the actual data scope.
4.4 Payment-channel data. WeChat Pay, Alipay, Apple App Store, Google Play, or another billing channel may return the transaction result and channel identifier needed to complete an order, verify a subscription, process a refund, or prevent fraud. We process this information under applicable law and the relevant channel rules.
5. Device Permissions
5.1 Camera permission allows you to photograph and scan a file or image. ViiFile accesses the camera only after you launch the relevant feature and grant permission.
5.2 Photo, media, or file permission allows you to import, save, export, share, or manage files you select. Where possible, we use the system file picker and access only the items or scope that you choose.
5.3 Notification permission allows us to send task-completion, account-security, subscription-status, or important service notices. You can turn notifications off in system settings, but you may not receive relevant reminders promptly.
5.4 If a version offers voice input or recording, microphone permission is used only when you activate that feature. ViiFile does not require access to contacts or precise location for basic scanning and file management. A general region inferred from an IP address may be used for security, language, tax, or compliance purposes.
5.5 You can manage permissions through your operating-system or browser settings. Disabling a permission will not affect unrelated features, but a feature that depends on that permission may no longer work.
6. How We Use Personal Data
6.1 To provide and manage accounts, authentication, subscription benefits, cloud capacity, cross-device sync, orders, subscription expiration status, and customer support.
6.2 To follow your instructions for scanning, image enhancement, OCR, format conversion, merging, signatures, watermarks, translation, AI Q&A, storage, sync, download, and sharing.
6.3 To protect accounts, transactions, files, and systems through identity verification, access controls, anomaly detection, anti-fraud and anti-abuse measures, auditing, backup, and recovery.
6.4 To send necessary service, policy, account-security, order, and subscription notices. We send marketing messages only where permitted by law or after obtaining any required consent, and we provide an opt-out.
6.5 To analyze performance and feature usage, troubleshoot problems, and improve the product. We prioritize aggregated, de-identified, or anonymized data and do not analyze file contents in a way that is incompatible with this Policy.
6.6 To comply with legal, regulatory, tax, accounting, dispute-resolution, and lawful government requirements, and to protect the legitimate rights and interests of you, other users, us, or the public.
7. File Content, OCR, Translation, and AI Processing
7.1 Some features may operate locally on your device. A feature that requires cloud sync, online conversion, online OCR, AI, or other server-side processing will transmit the content you select to a server. The product interface and the specific feature will indicate whether an internet connection or upload is required.
7.2 We process file content only to carry out your instructions, provide storage and synchronization, maintain security, troubleshoot issues, and comply with law. We do not acquire ownership of your files or use them for purposes unrelated to the ViiFile Services.
7.3 We do not use private files, prompts, or outputs to train a general-purpose AI model made available to the public unless we first provide a clear separate notice and obtain any consent required by law. If we engage a model or cloud provider to deliver an AI feature, we restrict its purpose, data scope, and retention and require appropriate confidentiality and security safeguards.
7.4 OCR, translation, and AI output may be inaccurate. Review output before using, signing, submitting, or sharing it, particularly where it concerns identity, contracts, finance, health, education, employment, or another important decision.
7.5 Your files may contain identity documents, financial accounts, health or biometric data, precise location, children's data, or other sensitive personal data. Upload such data only where you have a lawful basis and it is necessary. Obtain any separate consent and provide any specific notice required by law before uploading it.
8. Subscriptions, Payments, and Refunds
8.1 Payment services are generally provided by WeChat Pay, Alipay, an app store, or another independent payment institution. That provider processes payment-account, card, and identity-verification data directly and is responsible under its own privacy notice.
8.2 We use order and subscription data to confirm one-time payments, activate and manage fixed-term benefits, send billing and expiration notices, process refunds, reconcile accounts, and prevent fraud.
8.3 If you request a refund, report an unauthorized charge, or dispute a payment, we may provide the billing channel with the order, transaction history, account status, and technical records needed to investigate.
8.4 ViiFile monthly and annual subscriptions are fixed-term plans. They do not renew or charge the original payment method automatically when the term ends. To continue using paid benefits, you must purchase another term yourself. Stopping use, subscription expiration, and account deletion are separate events.
9. Cookies, Analytics, and Advertising
9.1 ViiFile websites may use cookies or similar technologies that are necessary to keep you signed in, preserve security settings, complete orders, and operate the site. Blocking necessary cookies may prevent parts of the site from working.
9.2 For non-essential analytics, preference, or advertising cookies, we provide choices and obtain consent where required by law. The relevant cookie settings or list should identify the type, provider, and duration.
9.3 We may use configured analytics tools to measure crashes, performance, and feature usage. An analytics provider may process only the information needed under our instructions and may not use ViiFile file content for its own advertising purposes.
9.4 We do not sell personal data. If we later introduce personalized advertising or an activity that may constitute "sharing" for cross-context behavioral advertising, we will give prominent notice before enabling it, obtain any required consent, and provide an opt-out. This Policy does not itself authorize that activity.
10. Sharing, Service Providers, and Public Disclosure
10.1 We do not disclose personal data to a third party or make it public except as described in this Policy, with your consent, or as otherwise permitted by law.
10.2 We may engage cloud-hosting, content-delivery, OCR, file-conversion, AI, account-login, payment, messaging, analytics, customer-support, and security providers to process necessary data. Our contracts restrict their purposes, duration, methods, and security duties, and we apply reasonable oversight.
10.3 If you choose to connect, export, or share content to a third-party cloud drive, collaboration service, email recipient, or other destination, we transmit the selected content on your instruction. The recipient's independent processing is governed by its own privacy notice.
10.4 We may disclose necessary information to comply with law, respond to a lawful court or government request, investigate fraud or a security incident, enforce our agreements, or protect life, property, or another substantial legitimate interest in an emergency.
10.5 If we are involved in a merger, acquisition, reorganization, insolvency, or transfer of a business or assets, personal data may be transferred as part of that transaction. We will identify the recipient as required by law and require continued protection. A change in processing purpose or method will trigger any additional notice and consent required by law.
10.6 Our current third-party and SDK list, including the relevant data, purpose, and provider privacy links, will be published at [Third-Party Data Sharing List / URL to be confirmed]. We obtain separate consent for sensitive-data disclosures or other sharing where the law requires it.
11. Storage Location and Retention
11.1 You control files that remain only on your device. If you enable cloud sync, backup, or online processing, selected content is copied or transmitted to servers maintained by us or our service providers.
11.2 Personal data of users in mainland China is stored in mainland China. Storage for users elsewhere depends on the service region and infrastructure and should be identified in the product or a regional supplement.
11.3 When a retention period ends, we delete or anonymize the data. If temporary retention is required by law, legal hold, security investigation, or a reasonable backup cycle, we isolate the data and restrict further processing.
11.4 Subscription expiry or a plan downgrade may affect cloud capacity and synchronization, but it does not automatically delete the account. Export important files within any period shown in the product and review the ViiFile Software Subscription Terms of Service for over-quota content and data management.
12. International Data Transfers
12.1 We transfer personal data internationally only where reasonably necessary to provide a cross-border feature you select, obtain global technical support, or use essential infrastructure outside your location.
12.2 Before transferring personal data from mainland China abroad, we complete any security assessment, certification, standard contract, or other procedure required by law; identify the overseas recipient, purpose, method, data type, and rights channel; and obtain separate consent where required.
12.3 For transfers from the European Economic Area, the United Kingdom, or another jurisdiction that restricts international transfers, we use an adequacy decision, standard contractual clauses, or another safeguard recognized by applicable law.
12.4 The recipient, country or region, and transfer safeguard should be published at [International Transfer Notice / URL to be confirmed]. If ViiFile does not currently make the relevant transfer, that notice should say so clearly.
13. Security and Incident Response
13.1 We use administrative, technical, and organizational measures appropriate to the risk, including access controls, transmission protection, authentication, audit logs, vulnerability management, employee confidentiality requirements, backup and recovery, and service-provider security management.
13.2 Internet transmission and electronic storage cannot be guaranteed to be completely secure. Protect your account, password, and verification codes; use trusted devices and networks; and keep an independent backup of important files.
13.3 If a personal-data incident occurs, we take prompt remedial action and, where required by law, report to the relevant authority and notify affected individuals of the nature and likely impact, steps taken or planned, risk-reduction guidance, and a contact channel.
13.4 If you detect unusual account activity, a data leak, or a vulnerability, contact us promptly using Section 17. Please do not publish sensitive details in a way that may increase the risk before remediation.
14. Your Rights and Choices
14.1 Subject to applicable law, you may request access to, a copy of, correction of, completion of, or deletion of your personal data and ask us to explain our processing rules.
14.2 You may withdraw consent and manage device permissions and communication preferences. Where applicable, you may also request restriction, object to processing, obtain a portable copy, or request an explanation and human review of a significant decision made solely by automated processing.
14.3 Withdrawal does not affect processing lawfully carried out before withdrawal. Declining or withdrawing optional processing normally does not affect core features, but the related optional feature may no longer work.
14.4 You may submit a request by emailing info@viisan.com. To protect accounts and other people, we may verify your identity or an agent's authority.
14.5 We respond within the period required by applicable law. If a request is manifestly repetitive, unfounded, prejudices another person's rights, creates a security risk, or may lawfully be refused, we will explain the reason. You may challenge the decision through the complaint channel in Section 17.
14.6 Where applicable law permits, a deceased user's next of kin may exercise access, copy, correction, or deletion rights for their own lawful and legitimate interests, unless the user made a different arrangement during their lifetime.
15. Account Deletion and Data Erasure
15.1 The product currently does not offer a self-service account-deletion option. You may email info@viisan.com. After verifying your identity and addressing pending orders, security risks, or disputes, we will complete deletion as required by law.
15.2 Deletion generally ends account access and begins erasure of account data, cloud files, and deletable records associated with the account. It may be irreversible and unused benefits may end. Download important files and address any active subscription first.
15.3 ViiFile does not establish monthly or annual auto-renewal authorizations. We do not create a new subscription charge when a subscription expires or an account is deleted. Completed one-time purchases, refunds, and payment disputes remain governed by the ViiFile Software Subscription Terms of Service and the applicable billing-channel rules.
15.4 We isolate and retain information only where required by law or necessary to settle a transaction or resolve a dispute, and we do not use it for unrelated purposes during that period.
16. Children's Personal Data
16.1 ViiFile is primarily intended for users with full legal capacity and is not directed to children under 14. A minor should use the ViiFile Services only under the supervision of a parent or guardian who has reviewed and accepted this Policy.
16.2 Personal data of a child under 14 is sensitive personal data. Where required by law, we will adopt specific rules and obtain the guardian's consent. Until those arrangements are available, do not create an account for a child under 14 or upload the child's sensitive data.
16.3 If you believe we process a child's data without valid parental or guardian consent, contact us. After verification, we will stop processing and delete the data or take other appropriate action as required by law.
16.4 A school, parent, guardian, or other organization that uses ViiFile to process minors' data is responsible for providing required notices, obtaining valid authorization, and applying appropriate safeguards.
17. Updates, Regional Rights, and Contact Information
17.1 We may update this Policy because of changes in law, services, technology, or security requirements. We will give advance notice of material changes through an in-product notice, website announcement, email, or another reasonable method. Where consent is required, we will obtain it separately.
17.2 Mandatory local law may provide additional rights. We process data of users in mainland China under the Personal Information Protection Law and other applicable law. EEA and UK users may complain to their local supervisory authority. Users in U.S. states and other jurisdictions may exercise locally available access, correction, deletion, opt-out, and appeal rights. If a regional supplement conflicts with this Policy, mandatory law and the relevant supplement control.
17.3 To exercise a right, submit a complaint, or ask about this Policy, contact Beijing Viisan Technology Co., Ltd. at info@viisan.com.