Privacy Policy

This Privacy Policy explains how [Company Legal Name] (“SureForm”, “we”, “us”) collects and uses personal data when you use our form-building service at [app.yourdomain.com] (the “Service”). Our registered address is [Company address]. For any privacy question or to exercise your rights, contact [[email protected]].

We act in two different roles:

• As a data controller for the account and billing information of the people who sign up to use SureForm.
• As a data processor for the form submissions our customers collect from their own respondents. In that case the customer is the controller; see our Data Processing Agreement.

Account data. Name, email address, hashed password, workspace details, and (if you subscribe) billing information handled by our payment provider.

Form & submission data. The forms you build and the responses submitted to them, including any personal data your respondents enter and any files they upload.

Technical & usage data. To operate the Service and prevent abuse we record limited technical data with each submission — a pseudonymised (hashed) IP address, browser user-agent, referrer, and marketing attribution parameters (e.g. UTM tags). We do not store submitters’ raw IP addresses.

• To provide the Service (create forms, collect and display responses, send notifications) — performance of a contract.
• To bill and take payment — performance of a contract / legal obligation.
• To secure the Service and prevent spam/abuse (rate-limiting, bot protection, audit logging) — legitimate interests.
• To send service and, where permitted, product emails — legitimate interests or consent.

We do not sell personal data, and we do not use form-submission content to train AI models. AI features (form generation, translation, and response analysis) only run when you actively use them.

When you use an AI feature, the relevant text you provide (for example your form description, or the responses you ask to analyze) is sent to our AI sub-processor solely to return that result. It is not used to train models and is not retained by us beyond producing the output. See the sub-processor list.

We share data only with the vetted service providers we rely on to run the Service (hosting, storage, email, SMS, payments, bot protection, and AI). A current list — including what each one processes and where — is maintained at /subprocessors. We may also disclose data where required by law.

We send text messages in only two situations, both triggered by an action the recipient takes themselves: a one-time verification code when someone asks us to confirm a mobile number they entered, and a new-submission alert to a customer at a number they registered and confirmed in their own account settings. We do not send marketing texts.

We do not sell mobile numbers, and we do not share them with third parties for marketing or promotional purposes. Numbers are disclosed only to our messaging provider, and only so that these messages can be delivered.

Reply STOP to any message to unsubscribe, or HELP for help. Customers can also remove a number at any time in their notification settings. Message and data rates may apply. See our SMS Terms for the full programme description and sample messages.

A new-submission alert contains a link that opens that single submission without signing in. Anyone holding the link can view it, so treat it as confidential. Each link is unguessable, expires 21 days after it is created, and stops working once the response is deleted.

Some sub-processors are located outside your country/region (for example the United States). Where personal data is transferred internationally we rely on appropriate safeguards such as the EU Standard Contractual Clauses. Details are in the DPA.

Account data is kept while your account is active and for a reasonable period afterward. Form submissions are kept until you delete them, your workspace’s or plan’s retention period elapses (after which submissions and their uploaded files are permanently deleted, including from file storage), or you close your account.

Depending on your location (e.g. under the GDPR/UK GDPR) you may have the right to access, correct, delete, restrict, or port your personal data, and to object to certain processing. Account holders can export or erase response data by email address from Settings → GDPR. To exercise any right, contact [[email protected]]. If you are a respondent to a form, please contact the organization that ran the form (the controller); we will assist them as their processor.

You also have the right to lodge a complaint with your local data protection authority.

We use a small number of strictly-necessary cookies to keep you signed in and to protect the Service. We do not use advertising cookies. [Describe any analytics cookies you add, and add a cookie banner if your jurisdiction requires consent.]

We use industry-standard measures including encryption in transit, encryption of stored secrets, optional encryption of answer data at rest, hashed passwords, pseudonymised IP addresses, access controls, and audit logging. No system is perfectly secure, but we work to protect your data.

The Service is not directed to children under [16], and we do not knowingly collect their personal data.

We may update this policy from time to time; the “last updated” date above reflects the latest version. Questions or requests: [[email protected]], [Company Legal Name, address].