Privacy Policy

1. Who this policy applies to

This policy applies to people who create or manage a formyfox account, people who submit information through a form powered by formyfox, and visitors to our websites.

A form owner decides what a public form asks for and why responses are collected. For that response data, the form owner is generally the data controller or business, and formyfox processes the data on the form owner’s behalf. Questions about a particular form should first be directed to its owner.

2. Information we collect

• Account information: your email address, authentication details, and basic profile information you provide or receive from a sign-in provider.
• Form and response content: form names, questions, settings, answers, AI chat conversations, email addresses, uploaded files, and other content submitted through the Service.
• Connected-service information: account identifiers, email addresses, permission scopes, access and refresh tokens, calendar event details, scheduling details, and files you choose to send to connected services such as Google or Calendly.
• Billing information: subscription status, transaction identifiers, and limited billing details received from Stripe. We do not store full payment-card numbers.
• Usage and device information: IP address, browser and device information, timestamps, requested pages, diagnostic logs, and security events.
• Cookies and similar technologies: information needed to keep you signed in, remember preferences, protect the Service, and understand whether features work correctly.

3. How we use information

• Provide, maintain, secure, and improve the Service.
• Create accounts, authenticate users, and provide customer support.
• Publish forms, collect responses, store uploaded files, and show submissions to the relevant form owner.
• Send AI chat instructions and messages to OpenAI to generate follow-up questions requested by the form owner.
• Connect to services you authorize and carry out actions you request, including creating or canceling calendar events, generating meeting links, sending scheduling invitations, and transferring selected uploads.
• Process subscriptions and keep billing records.
• Detect abuse, prevent fraud, troubleshoot errors, and enforce our Terms of Service.
• Comply with law and protect the rights, safety, and integrity of users, form respondents, formyfox, and others.

4. Google user data

If you connect Google, formyfox requests access only to the Google account information and permissions needed to provide the features you choose. These may include your email address, files created or opened through formyfox, and calendar events owned by you. We use this data to authenticate your connection, transfer selected form uploads to Google Drive, and create, update, synchronize, or cancel Google Calendar and Meet events at your direction.

Formyfox’s use and transfer of information received from Google APIs complies with the Google API Services User Data Policy , including its Limited Use requirements. We do not use Google user data for advertising, sell it, or allow people to read it except when necessary to provide or secure the Service, comply with law, or with your affirmative permission.

5. How we disclose information

We do not sell personal information. We may disclose it only as needed:

• To the owner of a form when you submit a response to that form.
• To service providers that help us host, store, email, monitor, secure, support, process payments, or generate AI chat follow-up questions for the Service, including sending AI chat instructions and messages to OpenAI, subject to appropriate confidentiality and data-protection obligations.
• To Google, Calendly, Stripe, or another connected service when you authorize the connection or request an action involving that service. Their own privacy policies apply to their handling of information.
• To comply with law, legal process, or a valid governmental request, or to protect rights, safety, and security.
• In connection with a merger, financing, acquisition, reorganization, or sale of assets, subject to appropriate safeguards and notice or consent where required. Google user data will not be transferred for this purpose without any explicit consent required by Google’s policies.

6. Legal bases

Where data-protection law requires a legal basis, we process personal information to perform our contract with you, pursue legitimate interests such as operating and securing the Service, comply with legal obligations, or act with your consent. You may withdraw consent at any time, without affecting earlier processing.

7. Retention

We keep personal information for as long as needed to provide the Service, maintain legitimate business and security records, resolve disputes, and meet legal obligations. Retention depends on the type of information and why it was collected. Form owners control how long they keep form responses, subject to account features and legal requirements. AI chat sessions are cached temporarily while a form is being completed; a completed conversation may become part of the submitted response. OAuth tokens are retained while the related connection remains active and are deleted or invalidated when the connection is removed, subject to technical and legal retention needs.

8. International data transfers

We and our service providers may process information in countries other than the one where you live. Where required, we use recognized safeguards for international transfers, such as adequacy decisions or standard contractual clauses.

9. Security

We use administrative, technical, and organizational safeguards designed to protect personal information. No service can guarantee absolute security, so you should use a strong, unique password, protect access to your account, and notify us if you suspect unauthorized use.

10. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, restrict, object to, or receive a portable copy of your personal information, withdraw consent, or appeal a decision about your request. You may also have the right to complain to a data-protection authority.

Account holders may disconnect Google or Calendly from the dashboard. Form respondents should contact the form owner about a response first; we will assist the form owner when required. We may need to verify your identity before completing a request.

11. Children

The Service is not directed to children under 13, and we do not knowingly collect their personal information. A form owner must have all permissions required before collecting information from children and must comply with applicable age and parental-consent laws.

12. Changes to this policy

We may update this policy as the Service or law changes. We will post the updated version here and change the “Last updated” date. If a change is material, we will provide additional notice where required.

13. Contact us

To ask a privacy question or exercise your rights, email support@formyfox.com .