Are AI PDF Tools Putting Your Data at Risk? Here’s a Safer Way to Merge PDFs

We all use PDF files in our everyday work life, whether it is to share invoices or contracts, send legal documents, or just want to appear more professional with our proposals. In a more professional setting, the ability to merge multiple PDF files efficiently without compromising on the confidentiality is utmost essential. And when we’re talking about security, it’s important to remember we’re not always as safe as we think we are– especially when it comes to storing digital assets.

A leak of any sensitive document can lead to catastrophic results for any organization, costing hundreds of thousands of dollars, aside from manpower required to stabilize the situation. That’s why uploading sensitive PDFs to any external platform, whether it’s for editing or some other reason, cannot be considered 100% safe. Sure, these AI driven platforms advertise the use of cutting-edge GPT-4 processes to manage documents and promise utmost security, but is it wise to take these claims at their face value?

So, what’s the solution?

Well, the good news is that there are now privacy-first tools that let you manage and combine PDFs right in your browser. You don’t have to upload any files or documents to any external server, which may expose your data to possible theft. In this guide, we’ll talk about:

● Whether AI platforms are a viable option for combining your PDFs securely

● Highlight some challenges (or risks) associated with AI-based tools

● And lastly, talk about best practices regarding combining PDFs securely

By the end, we promise that you’ll feel confident about the whole process while keeping your data private and completely under your control.

What are AI-based PDF combiners and how do they handle files?

AI-based PDF combine tools are based on language models like GPT-4 from open AI and others. Now, if you’re unfamiliar with language models, know that they generate human-like text, summarize content, answer critical questions, and even assist in matters related to coding and file management. The sheer versatility makes it a leading choice for automating and simplifying many workflows. But when we’re talking about handling PDFs, you must understand how the language model actually operates.

The thing is, most AI-based tools don't have built-in features that would allow it to directly edit and manipulate PDF files. What it can do instead is analyze and interpret the text within the PDF if it has been converted to a different format and then fed into the language model. For tasks like merging, splitting, or reordering regular PDF pages, GPT-4 or any other language model is required to be first integrated into a third-party platform using an API. These are the platforms that can handle direct file uploads and convert it to a format that’s compatible with the AI language model.

What to be aware of?

The process that we just described comes with a significant caveat- it typically requires uploading your files to external servers. Whether you’re using a chatbot, an AI-powered document tool, or a custom API integration, your PDFs are sent to remote servers for processing. The AI performs its computations off-site, and the results are sent back to you once the task is complete.

If we’re talking about general documents where privacy is not an issue, then you don’t have to worry about it. But for businesses and other legal professionals, this method of manipulating PDFs does raise serious privacy concerns. Whenever you upload any document to an external server, there’s always a risk of falling prey to data breaches or misuse- particularly if the platform in question lacks the ability to protect your data or doesn’t have the required compliance certifications. We’ll talk more about the issue below.

Privacy Risks related to using AI tools for PDF management

Like we said before, as AI-powered platforms rise in popularity due to their convenience and efficiency, we must not ignore the privacy implications that accompany their use. This is especially true when we’re talking about dealing with sensitive documents in PDF format. The problem is that many users, especially casual users, may not realize that when they interact with tools built on models like GPT-4, they are entrusting their data to external servers. This data transmission process carries inherent risks that should not be overlooked.

Where is the vulnerability present?

In simple terms, it could be anywhere along the process, but here’s the basic gist of how it works. When you upload a PDF file to an AI platform the file is transmitted from your local device to remote servers owned or managed by the service provider. The contents of your document are often parsed, temporarily stored, and processed on these servers before any output is returned to you.

Even if the platform claims not to retain your files after processing, there is a window during which the document is exposed to third-party infrastructure. For corporations and legal professionals who are dealing with many types of sensitive data like proprietary contracts, client information, financial data, or other personal records, this is a massive red flag in terms of vulnerability.

Over the years, there have been countless examples of data breaches across industries that expose millions of sensitive documents. Often, these data breaches aren’t even due to any malicious attack, but rather simple, overlooked mistakes like poor access controls, weak encryption, or overlooked security settings.

What are the compliance problems?

There are problems beyond unauthorized access, believe it or not, there are issues of regulatory compliance that could pose a huge headache. In regions with strict data protection laws, like Europe’s GDPR or the U.S.’s HIPAA, sending confidential documents to third-party servers can lead to compliance issues. These regulations often require businesses to maintain tight control over where their data is stored, how it’s processed, and who can access it. Using AI tools that rely on external servers can make it much harder to meet these requirements.

Another concern you just cannot ignore is how AI platforms handle your data. Many tools, including those powered by GPT-4 often reserve the right to use your uploaded files to further improve and train their models or services. While reputable providers often let users opt out of data usage for training, these details are usually buried in terms and conditions that most people don’t read. This basically means that your PDFs could potentially be used in ways you didn’t intend.

Lack of transparency

Then there’s the issue of transparency. The lack of transparency in how AI platforms manage data adds to the problem. Users rarely have clear insight into the security measures these third-party providers use, nor do they have real-time control over how their data is handled. This is especially worrying when dealing with sensitive documents — things like personal information, trade secrets, legal contracts, or anything covered by confidentiality agreements.

In short, the risks are real, and they’re worth considering before uploading your sensitive files.

What is a privacy first PDF tool?

To address the growing concerns around data security and user privacy, companies are coming up with a new class of tools that aim to give the users complete control over their personal information. These are what we call privacy first PDF tools, and these tools operate differently than conventional online services that process files on an external remote server. You’d be glad to know that privacy-first tools can operate entirely on your local device or browser. This ensures that no data ever leaves your domain of control.

How does privacy-first PDF tools work?

Like we said before, all privacy-first PDF tools work on the simple principle of not letting the user data leave their control. This means all file processing and managing happens locally. when you upload, merge, or edit PDF files using such a tool, the actions are carried out directly on your device. No copies of your documents are sent to third-party servers for computation, nor are they stored elsewhere. As a result, there is zero risk of your data being intercepted, accessed, or mishandled by external parties.

One of the key features that distinguishes these tools is that they do not require installation or registration. You can open the tool in your browser, perform the desired operation, and download the result, all without creating an account, sharing personal details, or granting permissions that could compromise security. This streamlined approach is not only convenient but also reduces attack surfaces where sensitive information might otherwise be collected.

What are the other advantages of privacy-first PDF tools?

Works across different operating systems

Most of these PDF tools are built to function seamlessly across different platforms. So, it doesn’t matter whether you use Windows, MacOS, iOS, Android, etc, they’re designed to run within your preferred browser (as long as it’s not obscure) and deliver consistent performance. Such cross compatibility gets rid of the need to install different software or pay close attention to privacy protection.

No logging of user data or activity

Another advantage of privacy-first PDF tools is that they don’t log user activity, store uploaded files, or maintain any records of processed documents. This makes them ideal for professionals, individuals, and businesses that must comply with data protection regulations or internal confidentiality policies.

No steady internet connection needed

Once you’ve opened the website and loaded the tool, you can safely disconnect from the internet and keep working on merging your PDFs. These tools have been built to work offline, which adds another layer of security by blocking all possibilities of online data transmission. A great example of one such tool is PDF Combiner, an AI and cybersecurity tool that allows users to merge, reorder, or modify PDF files entirely within the browser without any internet connection.

These are the three main advantages privacy-first AI tools have over AI-based platforms and cloud services. They not only secure your data, but offer peace of mind since you know that your sensitive information stays fully private and under your control.

Comparison: Using AI-based vs Privacy-first PDF tools

To combine or edit PDFs securely, you must know the difference between tools that use AI and tools that put privacy first. Of course, both have their perks, but they also handle your data very differently. While AI tools are amazing for extracting information or summarizing data, they do need the user to upload the file to an external server. Regular confidentiality issues aside, you might also come across compliance problems if regulations like GDPR or HIPAA are involved.

Privacy-first tools, on the other hand, keep everything on your device and work through your browser, even without internet connection. This makes sure that the files never leave your computer as there are no uploads involved. AI tools have their perks, but if protecting your privacy is your primary concern, better steer clear of them.

Best practices for combining sensitive PDFs securely online

Now that we’ve established how crucial protecting your privacy is and how privacy-first PDF tools can help, let’s talk about what else you can do to further safeguard your data against theft, misuse, and compliance violations. Most users who deal with sensitive PDFs skip this step and risk putting themselves in great danger; don’t be like them.

Understand if the tool needs file uploads

The first (and arguably the most important) thing you need to do is figure out if the PDF tool you’re about to use needs you to upload files or not. This seemingly basic step is something that quite often gets ignored as users quickly jump from one online service to another without going through the privacy policies. Honestly, who does? Since so many PDF merging services are cloud based, they naturally store your sensitive files on external servers, which poses a privacy risk.

Many of these service providers aren’t even honest with their claims- meaning there’s a chance of your files being temporarily stored elsewhere even if the provider claims that they delete files once they’ve been processed. What’s even more concerning is the fact that you, as a user, have no control or visibility over how long your files are retained or if they’re deleted at all at a certain time in the future.

Sadly, even when certain encrypted transmission methods are used, the mere presence of your sensitive files on third-party servers introduces vulnerabilities and chance of compliance violations. This is especially true if the data comes under protection laws like GDPR or HIPAA. Now, this might feel like a BIG ask, but we highly recommend you to take some time out to examine the privacy policy and technical documentations of the PDF merger tool you’re about to use.

Check if there’s any mention of local processing, or do they guarantee no file uploads? The more transparent the documentation is, the better. If the service doesn’t explicitly mention that your sensitive files are processed locally, you can assume they are uploaded on some external server. If that’s the case, it’s best you don’t use the tool and look for something else.

Prioritize no-upload solutions

If you’ve managed to determine how your preferred tool handles files, you must seek out client-side solutions that perform all the processing within your local device. These browser-based tools go a long way to ensure that your sensitive data doesn’t leave your system, thereby mitigating risks associated with unauthorized access and data theft. Of course, server storage is equally bad, so let’s not forget about that.

When it comes to privacy-first PDF tools, instead of sending your files off to any external server, they rely on your browser to do most of the heavy lifting. The best part, of course, is that you remain in complete control as your documents stay on your device. There’s another big plus: you don’t have to worry about the tool’s server policies or whether their systems are up and running. These no-upload tools work the same way every time, no matter what. And many of them even work offline, giving you an extra layer of privacy and flexibility.

Avoid public or shared wi-fi networks

Nobody talks about this, but it’s crucial that you don’t use public or shared wi-fi in unknown locations while working on merging your PDF files. Public networks available in places like coffee shops, airports, and even hotels (including 5-star properties) lack proper encryption methods to safeguard your data. This makes them a top choice for various types of cyber attacks or phishing. One such common threat is called man-in-the-middle or MITM attack.

In such a scenario, a malicious individual can intercept the data that’s being transmitted between your device and the network- even if you’re using a no-upload tool. What they exploit are usually browser history, any open tabs, or cookies. Moreover, these attackers can get hold of unsecured networks to inject malware, which further compromises device security. That’s why it’s so important to stay vigilant when you’re dealing with sensitive information.

So, what’s the solution? Well, whenever you’re working on PDFs, do it on a secure network, whether it’s in your home or workplace. Wi-fi with strong encryption like WP3 can protect you to a good extent. And if you’re traveling or on-the-go and you find yourself needing to combine PDFs, be sure to use a trusted VPN while doing so. The advantage VPN offers is that it encrypts all traffic from your device, thus guarding your activity from potential attack or theft.

Keep your operating system and browser updated

Some people are against constantly updating their OS, and somewhat rightfully so. After all, who wants to fix something that’s not broken? However, it’s important to remember that OS and browser updates happen for a reason, and one of those reasons is related to security. Security related issues are constantly discovered and patched through these software updates and without them, cybercriminals would easily be able to get a hold of your sensitive personal data.

If you neglect these updates like many people do, you’d be leaving your device vulnerable to unnecessary risks. For instance, malicious individuals frequently target browsers because people use them to handle a variety of tasks, which include but are not limited to file downloads, processing scripts, etc. That’s why when dealing with merging sensitive PDFs, you must ensure that both your OS and browser are up to date.

Clear local files and browser cache after processing

Here’s something that often goes unnoticed– even if you’re using a privacy-first PDF tool, residual data can sometimes remain on your device after processing. Some examples of residual data are cached content, temporary files, and session cookies. These may still be present in either your browser’s memory or in hard drive storage. If you don’t clear these leftover data, overtime they could pose a security risk, especially if others have access to your device.

Once you’ve merged your PDF files and saved them locally, make a habit of immediately clearing any unnecessary data. Not to forget you must also delete any local copies of the original PDF file from your system, if they’re no longer needed. Taking this extra step will ensure that your device has no traces of sensitive information left behind.

Final Words

You can most certainly combine PDF files securely without sacrificing privacy, and do it without using any fancy sounding AI tool either. By using a privacy-first PDF combine tool and taking some basic precautions as outlined in this guide, you can make sure that your sensitive data remains where it should- with you. We hope you found this guide informative, thank you for reading!