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Privacy Policy

Effective Date: August 15, 2025
Last Updated: August 15, 2025

1. Introduction

This Privacy Policy describes how InstantForms (“we,” “our,” or “us”) collects, uses, and shares information when you use our mobile application (“App”). We are committed to protecting your privacy and handling your data responsibly.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Email address, name, and profile information from authentication providers.
  • Form Content: Text prompts, uploaded images, and audio recordings you submit to generate forms
  • Generated Forms: Form schemas, titles, descriptions, and field configurations you create
  • Feedback and Support: Communications you send to us for support or feedback

2.2 Information We Collect Automatically

  • Device Information: Device type, operating system, app version, and unique device identifiers
  • Usage Data: Features used, forms created, export destinations, and app performance metrics
  • Analytics Data: Usage patterns, crash reports, and performance statistics (deleted with account)
  • Authentication Tokens: Secure tokens to maintain your logged-in state and access third-party services

2.3 Information from Third Parties

  • Authentication Providers: Profile information from Authentication Providers when you sign in
  • Export Platforms: Confirmation data when forms are successfully exported to external services

3. How We Use Your Information

3.1 Service Provision

  • Process your text, image, and audio input to generate forms using AI.
  • Store and manage your form templates and generated content
  • Export forms to your selected third-party platforms (Google Forms, Airtable, Typeform)
  • Provide customer support and respond to your inquiries

3.2 Service Improvement

  • Analyze usage patterns to improve app functionality and user experience
  • Monitor app performance and fix bugs or technical issues
  • Develop new features and enhance existing ones
  • Conduct research and analytics on data (deleted with account)

3.3 Communication

  • Send important service updates and security notifications
  • Provide customer support and technical assistance
  • Respond to your questions, comments, and feedback
  • Send promotional communications (with your consent where required)

4. AI Processing and Third-Party Services

4.1 Export Platform Integration

  • Google Forms: Your form data is sent to Google when you export forms
  • Airtable: Your form data is sent to Airtable when you create tables and forms
  • Typeform: Your form data is sent to Typeform when you create forms
  • Each platform's privacy policy governs how they handle your exported data

5. Data Storage and Security

5.1 Local Storage

  • Form templates and drafts are stored locally on your device
  • Authentication tokens are stored securely on your device
  • Local data can be deleted by uninstalling the app or clearing app data

5.2 Cloud Storage

  • Account information and form history may be stored in secure cloud databases
  • We use industry-standard encryption for data transmission and storage
  • Access to cloud data is restricted to authorized personnel only

5.3 Audio Processing

  • Audio recordings are processed temporarily for transcription
  • Audio files are not permanently stored after successful transcription
  • Audio data is deleted immediately after processing completion

5.4 Security Measures

  • Data encryption in transit and at rest
  • Secure authentication and authorization mechanisms
  • Regular security audits and vulnerability assessments
  • Limited access to personal data on a need-to-know basis

6. Data Sharing and Disclosure

6.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6.2 Service Providers

We may share data with trusted service providers who help us operate the App:

  • AI Processing: AI services for content processing
  • Authentication: Authentication Providers for secure sign-in
  • Analytics: Usage data with analytics providers (deleted with account)
  • Cloud Infrastructure: Secure hosting and database providers

6.3 Legal Requirements

We may disclose information if required by law or to:

  • Comply with legal processes, court orders, or government requests
  • Protect the rights, property, or safety of our users or the public
  • Prevent fraud, abuse, or violations of our Terms of Service
  • Respond to emergencies involving potential harm to individuals

6.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred to the new entity.

7. Your Rights and Choices

7.1 Access and Control

  • Account Information: Update your profile information through the app settings
  • Form Data: View, edit, or delete your saved forms and templates
  • Export Data: Request a copy of your personal data in a portable format
  • Account Deletion: Delete your account and associated data through app settings

7.2 Communication Preferences

  • Opt out of promotional emails through unsubscribe links
  • Disable push notifications through device or app settings
  • Contact us to update your communication preferences

7.3 Data Portability

  • Export your form templates and data in standard formats
  • Download your account information upon request
  • Transfer your data to other services where technically feasible

8. Data Retention

8.1 Active Accounts

  • We retain your data while your account is active and as needed to provide services
  • Form templates and history are kept until you delete them or close your account
  • All data is permanently deleted when you close your account

8.2 Account Deletion

  • When you delete your account, we remove your personal information immediately
  • All data associated with your account is permanently deleted
  • Exported forms on third-party platforms are not affected by account deletion

8.3 Inactive Accounts

  • Inactive accounts are deleted immediately upon request
  • You can delete your account at any time through the app settings
  • Exported forms on third-party platforms are not affected by account deletion

9. Children's Privacy

9.1 Age Restrictions

  • InstantForms is not intended for children under 13 years of age
  • We do not knowingly collect personal information from children under 13
  • If we discover we have collected information from a child under 13, we will delete it immediately

9.2 Parental Notice

  • If you believe your child has provided personal information to us, please contact us
  • We will work with parents to address any concerns about children's data
  • Parents can request deletion of their child's information

10. International Data Transfers

10.1 Cross-Border Processing

  • Your data may be processed in countries other than your residence
  • We ensure appropriate safeguards are in place for international transfers
  • Data transfers comply with applicable privacy laws and regulations

10.2 Adequacy Decisions

  • We transfer data to countries with adequate privacy protections
  • Standard contractual clauses are used where necessary
  • You can contact us for more information about specific transfer mechanisms

11. Updates to This Privacy Policy

11.1 Policy Changes

  • We may update this Privacy Policy from time to time
  • Significant changes will be communicated through the app or email
  • Continued use of the app after changes constitutes acceptance of the updated policy

11.2 Notification Methods

  • In-app notifications for material changes
  • Email notifications to registered users
  • Updated effective date at the top of this policy

12. Regional Privacy Rights

12.1 California Rights (CCPA)

California residents have additional rights including:

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of sale of personal information
  • Right to non-discrimination for exercising privacy rights

12.2 European Rights (GDPR)

European residents have additional rights including:

  • Right of access, rectification, erasure, and data portability
  • Right to restrict or object to processing
  • Right to withdraw consent
  • Right to lodge complaints with supervisory authorities

12.3 Other Jurisdictions

  • We comply with applicable privacy laws in all jurisdictions where we operate
  • Contact us for information about specific rights in your location
  • We will honor privacy rights as required by applicable law

By using InstantForms, you acknowledge that you have read and understood this Privacy Policy.