Privacy Policy — LG-Systems MailMerge Splitter

1. The principle

Your documents never leave your computer.

MailMerge Splitter splits and converts files entirely on your machine. Document content, the data inside them, file names and the folders you choose are never sent to us or to any third party.

PDF conversion is performed by the Microsoft Word installation on your own computer. There is no cloud conversion service.

2. What we collect

The application contacts LG-Systems servers (lg-systems.net) for two purposes only: to validate the free licence and to send anonymous usage statistics.

2.1 Installation identifier

On first run, an installation identifier is created and a free licence key is issued automatically. The identifier is derived, through an irreversible cryptographic hash, from an internal operating-system identifier and the session’s user name; those values never leave your computer and cannot be reconstructed from the identifier. This identifier:

• is pseudonymous and not linked to your name, email or any account;
• identifies an installation (computer + user profile), not a person;
• does not allow us to determine who the user is, either on its own or combined with the other data;
• stays the same if you uninstall and reinstall the application, so the same licence key is reused.

No account is created. We never ask you for a name, an email address or payment details.

2.2 Usage statistics

At most once a day, the application sends aggregate counters:

These are counters only. Nothing describing your files is ever sent.

2.3 What is never collected

Under no circumstances do we send:

• document content or any text within it;
• values extracted from documents (names, tax identification numbers, addresses or any others);
• file names, paths or folder names;
• the prefixes and suffixes you type into the application;
• raw error messages (which could contain file paths).

2.4 Technical connection data

As with any Internet connection, our server receives the IP address the request comes from. We do not store it in our database.

The IP address is used only to limit the number of requests per minute and to prevent abuse: a hashed value derived from it serves as the key to a temporary counter, held in memory for 60 seconds and then discarded. That value is never associated with your installation identifier or with the usage counters.

3. How we use this data

• Licensing: confirming that the installation holds a valid licence. The licence is free and issued automatically.
• Product improvement: understanding which versions and systems the application runs on, how reliably it converts, and which features are used — so we can decide what to fix and what to build.

We do not use this data for advertising. We do not sell or share data with third parties.

4. Working offline

The application works offline. With no network connection, statistics are simply discarded — they never block or delay processing. Licence validation allows a 14-day offline grace period.

5. Data stored on your computer

Your settings, the installation identifier and the licence key are stored in a settings.json file in the application’s data folder, within your user profile. Uninstalling the application and deleting that folder removes them permanently.

Temporary files created during PDF conversion are written to the system temporary folder and deleted once processing finishes.

6. Legal basis and your rights (GDPR)

Processing is based on our legitimate interest (Article 6(1)(f) GDPR) in licensing the software and ensuring it works correctly, with minimal privacy impact given the anonymous nature of the data.

The counters we collect are anonymous: they are associated with a pseudonymous installation identifier, not with you. We have no means of knowing which installation is yours, nor of identifying you from this data — and, in accordance with Article 11 GDPR, we do not collect additional information for the sole purpose of making such identification possible.

How to delete your data: uninstall the application and delete the folder described in section 5. This removes the installation identifier, the licence key and your settings, and stops any future transmission. If you reinstall the application on the same computer and user profile, the identifier is derived again with the same value.

For any privacy question, contact us at the address at the end of this page. You also have the right to lodge a complaint with the Portuguese data protection authority (Comissão Nacional de Proteção de Dados, CNPD) or with the supervisory authority in your own country.

7. Retention

Usage counters are retained for a maximum of 24 months, after which they are deleted or kept only in aggregated, irreversible form (totals per version and per operating system, with no installation identifier).

8. Minors

The application is intended for professional use and is not directed at children under 16.

9. Changes to this policy

Material changes will be published on this page with a revised update date.

10. Contact

support@lg-systems.net — LG-Systems, Portugal