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ToolGuru

Privacy Policy

How ToolGuru handles information when you use our website, tools, analytics, and AI features.

Effective date: 10 October 2026
Last updated: 10 October 2026

1. Introduction

Welcome to ToolGuru ("ToolGuru", "we", "our", or "us").

ToolGuru is an online platform that provides digital tools for working with documents, PDFs, images, text, data, and other productivity tasks. Some tools use artificial intelligence (AI) to process user instructions or content and generate results.

This Privacy Policy explains what information we collect, how we use it, when we share it, how long we retain it, and the choices and rights available to you when you visit or use our website at https://toolguru.co and its associated tools and services (collectively, the "Services").

2. Information We Collect

The information we collect depends on which parts of ToolGuru you use and how you interact with the Services.

2.1 Information You Provide

You may provide information directly to us when you:

  • Contact us or submit a support request.
  • Send us feedback or report a problem.
  • Enter text, prompts, instructions, or other information into a tool.
  • Upload documents, images, or other files for processing.
  • Use an AI-powered tool to generate, transform, summarize, analyze, or extract information.

Depending on the feature, the information you provide may include your name, email address, message contents, prompts, uploaded files, and other information necessary to perform your requested operation.

Please avoid including sensitive personal information in prompts, uploaded files, or messages unless it is necessary for the task and you are comfortable with the relevant processing described in this policy.

2.2 Email Address

ToolGuru does not require users to create an account to use its free online tools.

We collect your email address only when you voluntarily provide it for a specific requested service, such as receiving a generated document or file by email, starting a server-processed job that delivers results to you by email, or asking us to send or resend a download link for a file we have prepared for you. We use your email address to deliver the requested document or link and to communicate with you about that request when necessary.

We do not require an email address for tools that can be used without one, including tools that process your input entirely in your browser.

When you provide an email for these services, we may store it with the related job or delivery record in our database and in records associated with operating the Services. We retain email addresses and associated request information only for as long as reasonably necessary to fulfill the request, meet applicable legal obligations, and resolve related issues, including automated cleanup of expired jobs where that applies.

We do not sell your email address. We do not use it for unrelated marketing unless you separately consent or another lawful basis permits such use.

2.3 Uploaded Files and AI Inputs

When you use a tool that accepts documents, images, text, or other files, we may process:

  • The file or content you submit.
  • Extracted text and metadata.
  • Instructions and prompts associated with the task.
  • Processing status and job identifiers.
  • AI-generated responses or results.
  • Information needed to deliver, display, or export the result.

We process this information to perform the operation you request, maintain the functionality of the tool, diagnose errors, and protect the Services against misuse.

Some tools may process content temporarily, while other features may retain job information or files for a period needed to deliver the result or support the feature.

The applicable tool's behaviour, retention period, and deletion options depend on its implementation. We will not claim that all uploaded content is immediately or permanently deleted unless that is supported by the actual service configuration.

2.4 Technical and Usage Information

When you visit or use ToolGuru, we or our service providers may collect technical information such as:

  • IP address.
  • Browser type and version.
  • Device and operating-system information.
  • Language and general regional settings.
  • Pages and tools viewed.
  • Referring pages or websites.
  • Date and time of visits.
  • Interactions with website features.
  • Error reports, diagnostic information, and performance data.
  • Information associated with cookies or similar technologies, where used.

We use this information to operate the website, understand usage, maintain security, diagnose technical problems, and improve the Services.

2.5 Analytics Information

ToolGuru uses Google Analytics 4 (GA4) to understand how visitors use the website, measure traffic, identify popular pages, and improve our content and tools.

Depending on the configuration and your choices, analytics technologies may process information about page views, interactions, device and browser characteristics, referral sources, approximate location derived from technical information, and online identifiers.

Google processes information under its applicable terms and privacy practices.

For more information, see:

Where consent is required by applicable law, we ask for your choice before turning on non-essential analytics. When you first visit ToolGuru, a banner lets you Accept analytics or Reject analytics. Google Analytics 4 loads only if you accept. If you reject, GA4 does not load and we do not send the optional first-party usage analytics described below.

You can change your choice at any time using Cookie preferences in the website footer. Rejecting analytics stops future collection but does not by itself delete information already collected while analytics was enabled.

We also collect limited first-party usage analytics (for example page visits and tool usage) when you accept analytics. This may set a first-party visitor identifier cookie (tg_vid) to distinguish repeat visits for internal statistics. That cookie is not set for analytics purposes when you reject analytics.

2.6 Information from Third Parties

We may receive limited information from service providers that help us operate the Services, authenticate users, analyze usage, prevent abuse, or deliver requested functionality.

We may also receive information when you choose to interact with ToolGuru through a third-party platform.

We use such information only for purposes consistent with the relevant interaction and applicable law.

3. How We Use Information

We use information for the following purposes, as applicable:

  1. Provide the Services: Process files, prompts, and instructions and return the results requested by users.
  2. Operate the website: Display pages, maintain tools, and provide requested features.
  3. Maintain files and jobs: Process, temporarily store, retrieve, and deliver files and job results where required.
  4. Provide support: Respond to messages, questions, feedback, and technical issues.
  5. Improve performance: Understand usage patterns, identify errors, and improve usability and reliability.
  6. Maintain security: Detect abuse, prevent fraud, enforce applicable terms, and protect the Services.
  7. Meet legal obligations: Comply with applicable laws and respond to lawful requests.
  8. Communicate with users: Send responses and service-related communications when necessary.

We do not describe future or optional functionality as an active practice unless it has actually been enabled.

Where the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), or similar laws apply, we process personal information only where a lawful basis is available.

Depending on the circumstances, the relevant basis may include:

  • Performance of a contract or steps requested before entering a contract: To provide a tool, process a requested file, or perform an operation you ask us to carry out.
  • Legitimate interests: To secure the website, prevent misuse, maintain reliable services, diagnose errors, and improve functionality, where those interests are not overridden by your rights and interests.
  • Consent: Where you have given consent, including where consent is required for certain cookies, analytics technologies, or marketing communications.
  • Legal obligation: Where processing is necessary to comply with applicable law.

The appropriate legal basis depends on the specific processing activity. We do not rely on one legal basis for every activity.

You may withdraw consent where processing relies on consent. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

5. Cookies and Similar Technologies

ToolGuru and its service providers may use cookies, local storage, pixels, tags, or similar technologies to support website functionality, remember preferences, measure usage, and maintain security.

These technologies may include:

Essential technologies

Technologies necessary for core website functionality, security, or delivery of a requested service.

Analytics technologies

Technologies used to understand traffic, page performance, and visitor interactions.

Where required by applicable law, we seek consent before using non-essential analytics cookies or similar technologies. Manage your choice through the analytics banner on your first visit or through Cookie preferences in the footer.

Your analytics preference is stored under the key tg_analytics_consent in local storage and in a first-party cookie with the same name and value (granted or denied) so our servers can enforce your choice.

You can also manage cookies through your browser settings. Blocking certain cookies may affect website functionality.

Browser-level blocking does not necessarily withdraw consent already given through a website consent mechanism; use the available website controls where provided.

Essential cookies and storage (for example admin sign-in and security) are separate from analytics consent and remain active when you reject analytics.

6. Artificial Intelligence and Third-Party AI Providers

Some ToolGuru tools use AI providers to process user prompts, documents, images, or other submitted content.

When you use an AI-enabled feature, the information necessary to complete your request may be transmitted to the relevant AI provider. The provider may process that information to generate the requested output, subject to its applicable terms, data-processing arrangements, and service configuration.

The AI provider used may differ by tool or feature.

We do not make a blanket guarantee that every AI provider never retains submitted content or never uses content to improve its services. Such practices depend on the provider, the service tier, the applicable terms, and the configuration in use.

Before submitting confidential, sensitive, or personal information to an AI tool, consider whether you have the right to submit that information and whether the feature is appropriate for your intended use.

AI-generated content may be incomplete, inaccurate, or unsuitable for a particular purpose. You should review important results before relying on them.

For Google AI services, consult Google's applicable terms and privacy information:

We will identify the relevant providers in this policy or accompanying tool-specific notices where required and where appropriate to explain the processing.

7. How We Share Information

We do not sell personal information in exchange for money.

We may share information with the following categories of recipients where necessary for the purposes described in this policy:

7.1 Hosting and Infrastructure Providers

We use service providers to host the website, store data, process requests, and maintain infrastructure. Depending on the feature, these may include cloud hosting, database, and object-storage providers.

7.2 AI Providers

We may send prompts, files, extracted content, or other relevant information to AI providers when necessary to perform a user-requested AI operation.

7.3 Analytics Providers

When you accept analytics, we use Google Analytics 4 and first-party usage analytics hosted on ToolGuru infrastructure to understand website usage and performance. When you reject analytics, those providers do not receive new analytics data from your browser.

7.4 Security and Technical Service Providers

We may share limited information with providers that help protect the Services, diagnose problems, prevent abuse, or maintain system reliability.

We may disclose information when reasonably necessary to comply with applicable law, respond to lawful legal process, protect rights and safety, investigate fraud, or enforce our terms.

7.6 Business Transfers

If ToolGuru or its relevant business assets are involved in a merger, acquisition, restructuring, or sale, information may be transferred as part of that transaction, subject to applicable legal requirements and appropriate safeguards.

Service providers may process information on our behalf or in accordance with their own applicable legal roles and terms. We do not authorize service providers to use personal information beyond what is permitted by the relevant service arrangement and applicable law.

8. International Data Transfers

ToolGuru and its service providers may process or store information in countries other than the country in which you live.

Privacy laws and protections may differ between countries.

Where applicable data protection law requires safeguards for international transfers, we will use an appropriate transfer mechanism, such as an adequacy regulation or decision, approved contractual safeguards, or another legally permitted mechanism.

The actual locations and transfer mechanisms depend on the providers and configurations used by each service. We will not claim that all information is stored in one country unless that is verified.

9. Data Retention and Deletion

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, subject to applicable legal, security, and operational requirements.

Retention periods vary according to the type of information and the feature involved.

For example:

  • Support messages: Retained as needed to respond to requests, maintain relevant records, and resolve follow-up issues.
  • Email addresses and job-related requests: Retained with the related job or delivery record for as long as needed to fulfill the request and operate the feature, subject to automated cleanup of expired jobs where configured.
  • Uploaded files and generated outputs: Retained according to the relevant tool's processing, storage, and deletion design.
  • Job records and technical logs: Retained as needed to operate the Services, investigate errors, maintain security, and enforce applicable limits.
  • Analytics information: Retained according to the analytics configuration and the applicable provider's retention settings.

Some processing workflows use automated cleanup to remove expired job records or files. The precise deletion timing depends on the workflow and its configuration.

Deleting a file or job from ToolGuru may not immediately remove every backup, log entry, or copy already processed by a third-party provider. Any such retention remains subject to applicable provider terms and legal requirements.

If you want to request deletion of information, contact us using the details in Section 14.

10. Data Security

We use reasonable technical and organizational measures intended to protect information against unauthorized access, loss, misuse, alteration, and disclosure.

Depending on the feature, these measures may include access controls, secure connections, restricted access to infrastructure, and protections for stored data.

No website, internet transmission, or electronic storage system can be guaranteed to be completely secure. We therefore cannot promise absolute security.

You should use ToolGuru only for information you are authorized to submit and avoid submitting information that is unnecessarily sensitive.

11. Your Privacy Rights

Depending on your location and applicable law, you may have rights concerning your personal information, including the right to:

  • Request access to personal information we hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request deletion of personal information in certain circumstances.
  • Request restriction of processing in certain circumstances.
  • Object to processing based on legitimate interests in certain circumstances.
  • Receive certain information in a portable format where applicable.
  • Withdraw consent where processing relies on consent.
  • Lodge a complaint with the relevant data protection authority.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, contact us using the details in Section 14. We may request reasonable information to verify your identity and clarify the request before acting.

We aim to respond within the time limits required by applicable law.

UK users

If UK data protection law applies to you, you may contact the UK Information Commissioner's Office (ICO) to raise a concern or complaint:

https://ico.org.uk/make-a-complaint/

You may also review the ICO's guidance on privacy information and individual rights:

https://ico.org.uk/

Users in other jurisdictions

Depending on where you live, you may have additional rights under local privacy laws. We will handle valid requests in accordance with the laws applicable to the relevant processing.

12. Children's Privacy

ToolGuru is a general-purpose online tools platform and is not intentionally directed at children under the age of 13.

We do not knowingly collect personal information directly from children under 13 without appropriate authorization where required by law.

If you believe a child has provided personal information to us in circumstances that require its removal, please contact us. We will review the request and take appropriate action as required by applicable law.

Where a particular AI provider or service imposes a higher minimum age or additional restrictions, those requirements also apply to the relevant feature.

13. Third-Party Websites and Services

ToolGuru may link to third-party websites, documentation, services, or resources.

We do not control the privacy practices of third-party websites. When you leave ToolGuru, the relevant third party's privacy policy and terms may apply.

We encourage you to review those policies before submitting personal information to an external service.

14. Contact Us

If you have questions about this Privacy Policy, wish to exercise a privacy right, or want to raise a concern about how your information is handled, contact:

Website: https://toolguru.co
Email: hello@toolguru.co

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the Services, the information we process, our providers, applicable laws, or our privacy practices.

When we make changes, we will update the "Last updated" date at the beginning of this policy. Where required by law, we will provide additional notice or seek consent for material changes.

We encourage you to review this page periodically.

16. Additional Information

This Privacy Policy is intended to explain ToolGuru's actual information-handling practices. It should be read together with any applicable terms, notices, or tool-specific information presented when you use the Services.

Nothing in this policy removes any rights you may have under applicable data protection law.