Privacy Policy

1. Introduction

FormFlow ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered PDF auto-filling service.

By using FormFlow, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Email address, password, and name when you create an account
• Company Profile Data: Business name, address, phone number, tax ID, and other company information you choose to save for auto-filling
• Custom Fields: Any additional data fields you create and populate (e.g., bank details, contact persons)
• Templates: PDF templates you create and save for future use

2.2 Information Collected Automatically

• Usage Data: Features used, templates accessed, and PDFs processed (counts only, not content)
• Device Information: Browser type, operating system, and device identifiers
• Log Data: IP address, access times, and pages viewed

2.3 PDF Processing

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain the FormFlow service
• Process and fill PDFs with your saved company data
• Improve our AI field detection algorithms (using anonymized pattern data only)
• Send you service-related communications (account notifications, updates)
• Provide customer support
• Detect and prevent fraud or abuse
• Comply with legal obligations

4. Data Storage and Security

4.1 Encryption

We employ industry-standard security measures to protect your data:

• All data is encrypted in transit using TLS 1.3
• Sensitive fields (bank information, tax IDs, etc.) are encrypted at rest using AES-256
• Passwords are hashed using bcrypt with appropriate salt rounds

4.2 Data Retention

We retain your data for as long as your account is active. You may delete your account and all associated data at any time from your account settings. Upon deletion, your data is permanently removed within 30 days, except where we are required by law to retain certain information.

5. Data Sharing

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• Service Providers: With trusted third parties who assist in operating our service (e.g., cloud hosting, analytics)
• AI Processing: With our AI service provider for field detection (PDF structure only, not your data)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets

6. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Export: Download your data in a portable format
• Restriction: Request that we limit processing of your data
• Objection: Object to our processing of your data

To exercise these rights, please contact us at privacy@formflow.io.

7. Cookies and Tracking

We use essential cookies to maintain your session and remember your preferences. We also use analytics cookies to understand how users interact with our service. You can control cookie preferences through your browser settings.

8. Children's Privacy

FormFlow is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable law.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of FormFlow after any changes indicates your acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: