Privacy Policy
Last Updated: November 2, 2024
Introduction
SmartFormTools ("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 document management platform (the "Service").
1. Information We Collect
1.1 Information You Provide
- Account Information: Name, email address, password, and organization details when you register
- Profile Information: Optional information such as job title, phone number, and profile picture
- Payment Information: Billing address and payment card details (processed securely through third-party payment processors)
- Content: Documents, risk assessments, templates, and other data you create or upload to the Service
- Communications: Messages you send to our support team or other users
1.2 Information Collected Automatically
- Usage Data: Information about how you use the Service, including access times, pages viewed, and features used
- Device Information: IP address, browser type, operating system, and device identifiers
- Cookies and Similar Technologies: We use cookies and similar tracking technologies to enhance your experience
- Log Data: Server logs that record technical information about your interactions with the Service
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process your transactions and manage your subscription
- Send you technical notices, updates, security alerts, and support messages
- Respond to your comments, questions, and customer service requests
- Communicate with you about products, services, offers, and events
- Monitor and analyze trends, usage, and activities
- Detect, prevent, and address technical issues and security threats
- Comply with legal obligations and enforce our Terms of Service
3. How We Share Your Information
We may share your information in the following circumstances:
3.1 With Your Consent: We may share your information when you explicitly authorize us to do so.
3.2 Within Your Organization: Content you create may be visible to other users in your organization according to your organization's settings.
3.3 Service Providers: We share information with third-party vendors who perform services on our behalf, such as hosting, analytics, payment processing, and customer support.
3.4 Legal Requirements: We may disclose information if required by law or in response to valid legal requests (such as court orders or subpoenas).
3.5 Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
3.6 Protection of Rights: We may share information to protect the rights, property, or safety of SmartFormTools, our users, or the public.
We Never Sell Your Data
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
4. Data Security
We implement appropriate technical and organizational measures to protect your information:
- Encryption of data in transit using SSL/TLS protocols
- Encryption of sensitive data at rest
- Regular security audits and vulnerability assessments
- Access controls and authentication measures
- Employee training on data protection practices
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
5. Data Retention
We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy. When you delete your account, we will delete or anonymize your information within 30 days, except where we are required to retain it for legal, regulatory, or legitimate business purposes.
6. Your Rights and Choices
6.1 Access and Update: You can access and update your account information through your account settings.
6.2 Data Portability: You can request a copy of your data in a machine-readable format.
6.3 Deletion: You can request deletion of your account and personal information, subject to certain legal exceptions.
6.4 Opt-Out: You can opt out of marketing communications by following the unsubscribe instructions in emails or updating your preferences.
6.5 Cookies: Most web browsers allow you to control cookies through their settings.
6.6 Do Not Track: We currently do not respond to "Do Not Track" signals.
7. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We take appropriate safeguards to ensure that your information remains protected in accordance with this Privacy Policy.
8. Children's Privacy
The Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
9. Third-Party Services
The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
Third-party services we use include:
- Supabase (database and authentication)
- Vercel (hosting)
- Amazon SES (email delivery)
- Stripe (payment processing - when configured)
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
SmartFormTools Privacy Team
Email: privacy@buildsmartforms.com
Support: support@buildsmartforms.com
12. Additional Rights (GDPR, CCPA)
If you are located in the European Economic Area (EEA), United Kingdom, or California, you may have additional rights under applicable data protection laws:
- Right to access your personal information
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent
- Right to lodge a complaint with a supervisory authority
To exercise these rights, please contact us using the information provided above.