Estravon — Privacy Notice

1. Who we are

This service is provided by Tiberavon Ltd, a private limited company registered in England and Wales, trading as Estravon.

• Registered company number: 17234096
• Registered office: Henleaze House Business Centre, Bristol, United Kingdom
• Contact for privacy matters: privacy@estravon.com
• ICO registration number: ZC168601

Tiberavon Ltd is the data controller for the personal data described in this notice. The contact above reaches the person responsible for data protection.

2. What this notice covers

This notice explains what personal data we collect when you use the Estravon hosted service (the website at estravon.com, account registration, payment, and the cloud extraction service used by the Estravon Zotero plugin), how we use it, who we share it with, how long we keep it, and the rights you have.

It does not cover the open-source "vanilla" backend you run yourself: when you self-host, your PDFs and provider API keys never reach our servers, and Tiberavon Ltd processes no personal data about your extractions. In that case your relationship is directly with whichever extraction provider you configure, under that provider's own privacy terms.

3. The personal data we collect

Account and registration data. Your email address, the access key we issue to you, and the date you registered. We need this to create your account, deliver your key, and let you use the service.

Purchase and billing data. When you pay, payment is handled by Stripe. We do not see or store your full card details — Stripe processes those. We retain a record of the transaction (amount, plan or credit pack, date, Stripe session identifier) and your consent record (the version of the terms you accepted and when).

Usage and cost data. For each extraction job we log operational metadata: a reference to your key, the number of pages, which extraction provider ran, processing time, computed cost, and status. We use this to bill accurately, prevent abuse, and keep the service running. This metadata does not include the content of your documents.

Correspondence. If you email us, we keep that correspondence to respond and for our records.

4. The documents you upload (your content)

When you run an extraction through the hosted service, your PDF is sent to our backend and to our extraction provider solely to produce the Markdown you requested. Our primary extraction provider, Mistral AI, processes documents within the European Union, so for most jobs your document content stays in the EU/EEA. We treat this content with deliberately short retention:

• The source PDF is deleted immediately after the extraction job completes.
• The result files are deleted after a short retention window (typically within about one hour), by which time the plugin has downloaded them to your Zotero library.
• We do not use your content to train any model. We use paid processing tiers and enable zero-data-retention and training opt-outs with our providers where offered, so our extraction providers do not retain your documents or use them to train their models. We do not enable optional data-retention features or experimental ("Labs") models that would permit training. Limited exceptions outside our control — such as a provider's transient, automated abuse-moderation — may briefly apply.
• We do not inspect, index, or retain the substance of your documents.

You are responsible for ensuring you have the right to upload and process the content you submit (see the Terms of Service). For the brief duration of a job we act as a processor of your document content, carrying out the conversion on your instruction; we are the controller only for the operational metadata in Section 3. [NOTE for adviser: confirm this content-processor / metadata-controller split is the characterisation we want, and that it reads consistently with Terms of Service §10. Also confirm zero-data-retention coverage where we use any provider feature it excludes, e.g. batch processing or file-upload APIs.]

5. How we use your data, and our legal bases

Purpose	Legal basis (UK GDPR Art 6)
Create your account, issue your key, run extractions you request	Performance of a contract
Take payment and deliver purchased credits or subscription access	Performance of a contract
Send service emails (key delivery, low-credit, renewal, and maintenance-fee notices)	Performance of a contract
Prevent fraud and abuse; keep the service secure and reliable	Legitimate interests
Keep accounting and tax records of purchases	Legal obligation
Send optional product news, if you ask for it	Consent (withdrawable any time)

Where we rely on legitimate interests, we have balanced those interests against your rights; you may object at any time (see Section 8).

6. Who we share your data with, and international transfers

We use the processors below to run the service. Several are based in the United States, so using Estravon can involve transfers of personal data outside the UK. Each such transfer relies on a safeguard under Chapter V of the UK GDPR, shown in the table. Our primary extraction provider processes in the EU, so your document content does not routinely leave the EU/EEA.

Processor	Purpose	Location	Transfer safeguard
Mistral AI	PDF-to-Markdown extraction (primary)	EU (France / europe-west4)	Within EU/EEA — UK adequacy applies. Any onward transfer to Mistral's own sub-processors (including in the USA) is covered by Mistral's Article 46 Standard Contractual Clauses.
Replicate, Inc.	PDF-to-Markdown extraction (fallback)	USA	Standard Contractual Clauses + UK Addendum / UK IDTA
Endless Labs, Inc. (dba Datalab)	PDF-to-Markdown extraction (higher-fidelity / premium tier)	USA (EU region available)	Standard Contractual Clauses + UK Addendum / UK IDTA
Stripe, Inc.	Payment processing	USA	UK Extension to the EU–US Data Privacy Framework; SCCs / UK IDTA as fallback
Resend	Transactional email delivery	USA	UK Extension to the EU–US Data Privacy Framework; EU SCCs + UK Addendum as fallback
Hetzner Online GmbH	Server hosting	Germany (EU)	Within EU/EEA — UK adequacy applies
Cloudflare	DNS and content delivery	USA / global	Standard Contractual Clauses
Zoho Corporation	Corporate email (messages you send us)	EU	Within EU/EEA — UK adequacy applies

Not every extraction provider is used for every job: which provider runs depends on your plan and on availability. We will update this notice and notify registered users before introducing a new provider or materially changing where your data is processed.

We do not sell your personal data, and we do not share it for advertising. We may disclose data where required by law. You can ask us for more information about the safeguards above, including a copy of the relevant clauses, by emailing privacy@estravon.com.

7. How long we keep your data

• Document content: minutes to about one hour, as described in Section 4, after which it is deleted from our systems; our providers do not retain it where zero-data-retention applies.
• Account and usage data: for as long as your account is active, and for a reasonable period afterwards to handle queries and disputes.
• Purchase and accounting records: retained for 6 years to meet UK tax and company-law obligations.
• Operational logs: kept for a short rolling period for security and debugging.

8. Your rights

Under UK data protection law you have the right to: access the personal data we hold about you; have inaccurate data corrected; have data erased; restrict or object to processing; data portability; and to withdraw consent where we rely on it. Exercising these rights will not disadvantage you.

To exercise any of these, email privacy@estravon.com. We will respond within one month.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority, at ico.org.uk, or by calling 0303 123 1113. We would, however, appreciate the chance to address your concern first.

9. Cookies and analytics

The Estravon site uses only the cookies strictly necessary to operate (for example, to keep you signed in during registration).

10. Children

Estravon is intended for researchers and professionals and is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with data, contact privacy@estravon.com and we will delete it.

11. Changes to this notice

We may update this notice from time to time. The "last updated" date below shows when. Material changes affecting how we use your data, or where it is processed, will be notified to registered users by email.

12. Contact

Questions about this notice or your data: privacy@estravon.com, or write to Tiberavon Ltd at the registered office in Section 1.