Our privacy policy

Our privacy policy

We care deeply about privacy (that's why we built PII Tools!), and generally believe your data is none of our business. The PII Tools software is always deployed locally by the customer who purchased a license—it's not a SaaS cloud solution. To our customers, we are therefore neither the data processor nor the data controller—we simply never have access to, see, or indeed wish to see, any of the data being processed or the processing results, including any and all Personal Information contained in the data.

To our website visitors, to the extent that the websites and the free online demo can provide their functionality without requiring your personal info, we will avoid collecting any personal data from you. In the cases where we do collect data, we give you the ability to opt out whenever possible. More details on about what we collect and why can be found below.

PII Tools is a product of RARE Technologies s.r.o. (“us", “we", or “our"), headquartered in Prague, Czech Republic, EU. For the purposes of product evaluation and promotion, it operates pii-tools.com, demo.pii-tools.com and documentation.pii-tools.com (the “Websites").

We use your data to provide and improve the Websites. By using the Websites, you agree to the collection and use of information in accordance with this policy. If you disagree with any part of the Policy, then you may not access the Websites.


Website means the pii-tools.com website, the free online demo at demo.pii-tools.com and/or the developer documentation at documentation.pii-tools.com operated by RARE Technologies.

Personal Data
Personal Data means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).

Usage Data
Usage Data is data collected automatically either generated by the use of the Websites or from the Website infrastructure itself (for example, the duration of a page visit).

Cookies are small pieces of data stored on your device (computer or mobile device).

Data Controller
Data Controller means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information are, or are to be, processed. For the purpose of this Privacy Policy, we are a Data Controller of your Personal Data.

Data Processors (or Service Providers)
Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller. We may use the services of various Service Providers in order to process your data more effectively.

Data Subject (or User)
Data Subject is any living individual who is using our Websites and is the subject of Personal Data.

Information Collection And Use

We collect several different types of information for various purposes to provide and improve our Websites to you.

While using our Websites, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data"). Personally identifiable information may include profile information such as your email address, username, and password when you create a demo account. You may also provide us with your payment information when you purchase the product license.

We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send.

We may also collect information that your browser sends whenever you visit our Websites or when you access the Website by or through a mobile device (“Usage Data").

This Usage Data may include information such as your computer's browser type, browser version, the pages of our Websites that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When you access the Websites by or through a mobile device, this Usage Data may include information such as the type of mobile device you use, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers and other diagnostic data.


We use cookies and similar tracking technologies to track the activity on our Websites and hold certain information.

Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Website.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Websites.

Examples of Cookies we use:
Session Cookies. We use Session Cookies to operate our Websites.
Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
Security Cookies. We use Security Cookies for security purposes.

Use of Data

PII Tools uses the collected data for various purposes:
  • To provide and maintain our Websites
  • To notify you about changes to our Websites
  • To allow you to participate in interactive features of our Websites when you choose to do so
  • To provide customer support
  • To gather analysis or valuable information so that we can improve our Websites and the product
  • To monitor the usage of our Websites
  • To detect, prevent and address technical issues
  • To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information

Legal Basis for Processing Personal Data Under General Data Protection Regulation (GDPR)

If you are from the European Economic Area (EEA), PII Tools legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context in which we collect it.

PII Tools may process your Personal Data because:
  • We need to perform a contract with you
  • You have given us permission to do so
  • The processing is in our legitimate interests and it's not overridden by your rights
  • For payment processing purposes
  • To comply with the law

Retention of Data

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Websites, or we are legally obligated to retain this data for longer time periods.

Finally, the documents you upload to our Websites (namely, to the free web demo) will be processed to provide you structured data by our automated data-extraction tool using deep learning approach and artificial intelligence. The uploaded documents may be retained and used for further research, development and training of the artificial intelligence and will be deleted no later than 10 years from the upload. This processing is based, in the context of GDPR regulations, on legitimate interests of RARE Technologies s.r.o. in directly improving the core product functionality. If you want to use the free demo to process documents of which you are not the owner or direct participant (i.e. upload documents of third parties) make sure that you are entitled to transmit the documents to us and, if applicable, ask for the consent of the participating persons with this processing. The consent should cover the transmission of data to PII Tools for the data-extraction as well as for the artificial intelligence learning purposes. Please note that a consent under the GDPR must comply with quite severe requirements (see art. 7 of the GDPR). To avoid any doubts, this only applies to the free web demo. Customers that purchased and run PII Tools on their own servers are fully responsible for the privacy and security of the documents they submit to it for processing, as well as for any associated retention and security policies.

Transfer Of Data
Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

Our data is stored in the cloud without specific geographical limitation.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

Disclosure Of Data

If we are involved in a merger, acquisition or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.

Under certain circumstances, PII Tools may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

We may disclose your Personal Data in the good faith belief that such action is necessary to:
  • To comply with a legal obligation
  • To protect and defend the rights or property of RARE Technologies s.r.o.
  • To prevent or investigate possible wrongdoing in connection with the Websites
  • To protect the personal safety of users of the Websites or the public
  • To protect against legal liability

Security Of Data

The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

Your Data Protection Rights Under General Data Protection Regulation (GDPR)

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.

If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.

In certain circumstances, you have the following data protection rights:

The right to access, update or to delete the information we have on you
Whenever made possible, you can access, update or request deletion of your Personal Data directly within your account settings section. If you are unable to perform these actions yourself, please contact us to assist you.

The right of rectification
You have the right to have your information rectified if that information is inaccurate or incomplete.

The right to object
You have the right to object to our processing of your Personal Data.

The right of restriction
You have the right to request that we restrict the processing of your personal information.

The right to data portability
You have the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format.

The right to withdraw consent
You also have the right to withdraw your consent at any time where PII Tools relied on your consent to process your personal information.

Please note that we may ask you to verify your identity before responding to such requests.

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).

Service Providers

We may employ third party companies and individuals to facilitate our Websites (“Service Providers"), to provide the Websites on our behalf, to perform Websites-related services or to assist us in analyzing how our Websites are used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

We may use third-party Service Providers to monitor and analyze the use of our Websites.
  • Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Websites. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: http://www.google.com/intl/en/policies/privacy/
  • Google reCAPTCHA is a security service that protects our website from spam and abuse. Google uses the data collected to protect our website contact and signup forms. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://www.google.com/intl/en/policies/privacy/
  • Hotjar is provided by Hotjar Ltd. For more information on the privacy practices and policies of Hotjar, please visit their Privacy Policy page: https://www.hotjar.com/legal/policies/privacy

We may provide paid products and/or services within the Websites. In that case, we use third-party services for payment processing (e.g. payment processors).

We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.

The payment processors we work with are:
  • PayPal. Their Privacy Policy can be viewed at https://www.paypal.com/webapps/mpp/ua/privacy-full
  • SendOwl. Their Privacy Policy can be viewed at https://www.sendowl.com/privacy

Links To Other Sites

Our Websites may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Children's Privacy

Our Websites do not address anyone under the age of 18 (“Children").

We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Effective August 15, 2018

Newsletter signup

Machine Learning + Data Privacy news straight to your mailbox.