Privacy Policy — XSN Archive Viewer
Effective date: 7 October 2026
Applies to: the XSN Archive Viewer desktop application for Windows (Microsoft Store and direct download), license purchases and license activation, and e-mail support.
1. Who we are
The controller of your personal data is Aphex Coding, Bartlomiej Rakuzy Aphex Coding, Morska 139/6, 81-222 Gdynia, woj. pomorskie, Poland, tax ID (NIP) 8862855318 ("we", "us"). Contact for all privacy matters: support@aphexcoding.tech.
We have not appointed a data protection officer, because our processing does not require one under the GDPR.
2. Summary
- Your forms never leave your computer. XSN Archive Viewer reads your forms (
.xml), templates (.xsn) and attachments and writes PDF, HTML and CSV files locally. We do not receive, upload, store or see any of this content. - The trial version makes no network connections at all.
- The only network communication the app makes is with the license server of Freemius (
api.freemius.com), the company that sells our licenses, and only after you enter a license key: to activate the key, to re-check it about every two weeks, and to release it when you deactivate it. The app does not send the name of your computer or your Windows user name. - The app contains no analytics, telemetry, advertising, tracking, crash reporting or automatic update check of its own. (Updates of the Microsoft Store version are delivered by the Microsoft Store.)
- We do not sell personal data and do not use it for advertising or profiling.
3. Data processed only on your computer
The following stays on your computer. We have no access to it.
| What | Where | Why |
|---|---|---|
| Your forms, templates, attachments and the output files (PDF, HTML, CSV, report) | The folders you choose | This is what the app does |
| App settings: the last input, template and output folders you used and the selected output types | settings.json in the app data folder | So the window remembers your last choice |
| License state: license key, device identifier, activation (install) ID, plan name, dates of activation and of the last license check | license.json in the app data folder | So the full version keeps working offline |
| A random device identifier (only on computers where the Windows machine ID cannot be read) | device.json in the app data folder | Needed for license activation |
| A temporary browser profile used while printing PDFs | Your Windows temporary folder | Deleted automatically at the end of each run |
The app data folder is %LOCALAPPDATA%\XSNArchiveViewer. For the Microsoft Store version Windows keeps this folder inside the app's own package storage, and Windows removes it when you uninstall the app.
The license file is encrypted with Windows Data Protection (DPAPI), so that only your Windows user account can read it.
How PDFs are printed. To create PDFs the app starts Microsoft Edge or Google Chrome that is already installed on your computer, invisibly and with a temporary profile. We start the browser with its network access blocked, so that form content is not sent anywhere and images that point to old servers are not fetched. While a conversion is running, the app talks to that browser through a local port on your own computer (127.0.0.1) only. The browser is a product of Microsoft or Google and is governed by their terms; we do not change its settings outside the temporary profile.
Personal data inside your forms. Your forms may contain personal data of other people (for example employees or patients). That data is processed only on your computer, under your control; for that processing you (or your organization) are the controller, and we neither receive nor process it.
4. License activation and checks
The trial works without a license key and without any connection. When you enter a license key, the app connects over an encrypted connection (HTTPS) to the license server operated for us by Freemius, Inc. and sends:
| Data sent | When |
|---|---|
| Your license key | Activation, each license check, deactivation |
| A device identifier: 32 characters derived by a one-way hash (MD5) from the Windows machine ID, or a random identifier where that ID is not available | Activation, each license check, deactivation |
| An activation label shown in your customer portal, made of the words "Windows PC" and four characters of the device identifier (for example "Windows PC 3F2A") — not your computer's name | Activation |
| The activation (install) ID returned by the server at activation | License checks and deactivation |
| The app name and version (in the technical request header) | Every request |
Like any internet server, the license server also receives your IP address and the time of the request.
When the app connects: (a) when you click Enter license key and activate a key (or run ipa license activate); (b) about every 14 days while a license is active, when the window opens or a command-line conversion starts — if there is no connection, it tries again no earlier than 24 hours later, and a missing connection never disables the license; (c) when you click Deactivate, run ipa license deactivate, or activate a different key on the same computer (the previous key is then released); (d) when you run ipa license status.
Why: to confirm that the key is valid, to enforce the limit of computers per license (up to 3), to let you move the license to another computer, and to switch the app back to the trial when a license has been refunded, cancelled or charged back.
A link to this policy is shown in the license window, before you activate a key.
5. Purchasing a license
Licenses are sold by Freemius, Inc., 4023 Kennett Pike, Wilmington, DE 19807, USA, our authorized reseller and merchant of record. When you click Buy license, the app opens the Freemius checkout page in your default web browser; the app itself does not collect any purchase or payment data.
What Freemius does as the seller. At checkout you give Freemius the data needed for the sale, such as your name, e-mail address, billing address, company name and VAT ID (if provided) and payment details. Card payments are handled by payment processors working with Freemius; we never see your full card number. Because Freemius sells the license to you in its own name, it processes this data for its own purposes — completing the sale, payment, invoicing, taxes, fraud prevention, refunds and chargebacks — as a separate controller, under its own privacy policy: https://freemius.com/privacy/
What Freemius does for us. Freemius also runs, on our behalf and on our instructions, the license server (section 4) and the customer and license records we use to deliver and support your license. For that, Freemius is our processor under its Data Processing Addendum (https://freemius.com/terms/dpa/).
What we receive. From Freemius we receive the data of your order: name, e-mail address, country and billing details, company name and VAT ID (if provided), the product and plan, price, license key, activations and refund or chargeback status.
6. E-mail support
When you write to support@aphexcoding.tech we process your name, e-mail address, the content of your message and any files you attach, to answer you and solve the problem.
Please do not send us forms that contain personal data. If a form does not convert, the error message from report.csv and the name of the template are usually enough. If we need a sample, we will ask for one with personal data removed. If you still send us files with personal data, we use them only to reproduce the problem and delete them within 30 days after the matter is closed.
Messages to support@aphexcoding.tech are received by our domain provider OVH (OVH SAS, France) and forwarded to a mailbox hosted by Google (Gmail), where we read and answer them.
7. Microsoft Store
If you get the app from the Microsoft Store, Microsoft processes data about your download, installation, ratings and reviews under the Microsoft Privacy Statement, as an independent controller. Microsoft makes aggregated statistics and app health reports available to us in Partner Center. We do not download crash dump files that may contain personal data.
8. Our website
Our website does not use cookies, analytics or third-party scripts and does not keep access logs.
9. Legal bases (GDPR Art. 6(1))
| Purpose | Legal basis |
|---|---|
| License activation, checks and deactivation; delivering and supporting the license you bought | (b) performance of the contract with you; where the license was bought by your organization, (f) our legitimate interest in providing the license your organization bought |
| Detecting refunded, cancelled or overused licenses | (f) our legitimate interest in preventing license misuse |
| Keeping customer and license records so you can recover your key and get support | (b) contract; (f) legitimate interest, where the license belongs to your organization |
| Answering support requests | (b) for customers; (f) our legitimate interest in answering questions from others |
| Establishing, exercising or defending legal claims | (f) legitimate interest |
| Complying with legal obligations (for example answering a lawful request of an authority) | (c) legal obligation |
10. How long we keep data
| Data | Retention |
|---|---|
| Customer and license records (name, e-mail, order, license key) | As long as your License exists. Licenses are perpetual, so we keep these records to let you recover your key and get support. If you ask us to delete them, we will — but we will then no longer be able to identify your License |
| Activation records (license key, device identifier, activation label, IP address at the license server) | As long as the activation is active. Records of deactivated activations and of refunded or cancelled licenses: until the end of the third calendar year after the deactivation, refund or cancellation |
| Support e-mails | 2 years after our last message in the matter, longer only while needed for a pending claim; attached files with personal data — see section 6 |
| Data on your computer (section 3) | Until you delete it or uninstall the app; we have no access to it |
| Data that Freemius processes as the seller | Under Freemius' privacy policy (section 5) |
11. Who receives data
- Freemius, Inc. (USA) — as the seller, for its own purposes (section 5); and as our processor for the license server and customer records, together with its sub-processors (including payment processors) listed in Freemius' privacy policy and DPA.
- OVH SAS (France) — receives and forwards e-mail sent to our domain.
- Google (Gmail) — hosts the mailbox where we read support e-mails.
- Microsoft — as described in section 7, as an independent controller.
- Our accountant — documents of our settlements with Freemius; we do not pass on data of individual customers unless a specific tax or legal matter requires it.
- Public authorities — only where the law requires it.
We do not sell personal data and do not share it for advertising.
12. Transfers outside the EEA
Freemius, Inc. is located in the United States. Our transfers to Freemius as our processor are based on the European Commission's Standard Contractual Clauses (2021, Module Two) incorporated in Freemius' Data Processing Addendum. When you buy at the Freemius checkout, you give your data directly to Freemius in the United States. Google may process e-mail in the United States; Google LLC is certified under the EU-U.S. Data Privacy Framework. You can ask us for a copy of the safeguards at support@aphexcoding.tech.
13. Security
License communication uses HTTPS. The license file on your computer is encrypted with Windows Data Protection. The app does not send your forms anywhere, does not run the forms' own scripts or code, and blocks network access of the browser it uses for printing. Data on your computer is also protected by your Windows account and your organization's security measures.
14. Your rights
Under the GDPR you have the right to: access your personal data, have it corrected, have it erased, restrict its processing, receive it in a portable format, and object to processing based on our legitimate interest. To use these rights, write to support@aphexcoding.tech. We answer within one month. For data that Freemius processes as the seller, you can also contact Freemius directly.
Deleting activation records releases those activations; the license key itself stays valid and can be activated again. You can delete all data stored on your computer at any time by uninstalling the app or deleting the app data folder (section 3).
You also have the right to lodge a complaint with a supervisory authority, in Poland: Prezes Urzędu Ochrony Danych Osobowych (President of the Personal Data Protection Office), ul. Stawki 2, 00-193 Warszawa, or with the authority in the EU country where you live or work.
We do not make decisions about you based solely on automated processing that produce legal effects, and we do not profile you. (The app switching back to the trial after a refund or cancellation simply reflects the status of the license.)
15. Children
The app is a business tool and is not directed at children.
16. Changes
If we change how the app processes data — in particular if a future version adds any new network connection — we will update this policy before releasing that version and, where the law or the Microsoft Store requires it, ask for your consent in the app. The current version is always available at https://xsn.aphexcoding.tech/privacy, with its effective date.
17. Contact
Aphex Coding, Morska 139/6, 81-222 Gdynia, woj. pomorskie, Poland · support@aphexcoding.tech