Privacy Policy
Formfield ("we," "us," or "our") operates the Formfield platform and website (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
By accessing or using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.
1. Information We Collect
1.1 Account Information
When you create an account, we collect:
- Name and email address
- Organization name and role
- Password (stored in hashed form)
- Billing information (processed by our payment provider; we do not store full payment card numbers)
1.2 Usage Data
We automatically collect information about how you interact with the Service, including:
- Pages visited, features used, and actions taken
- Device type, browser, operating system, and screen resolution
- IP address and approximate geographic location
- Referring URLs and session duration
1.3 Form & Inspection Data
When you use the Service to create or complete inspection forms, we process:
- Photos and images you upload for AI analysis
- Voice recordings you submit for AI transcription
- Form field entries, GPS coordinates, and timestamps
- Exported reports and documents
1.4 Cookies & Tracking Technologies
We use cookies, local storage, and similar technologies to maintain your session, remember preferences, and analyze usage patterns. You can control cookie settings through your browser. We use PostHog for product analytics.
2. How We Use Your Information
We use your information to:
- Provide and operate the Service — process AI form fills, store your data, and deliver core functionality
- Improve the Service — analyze usage patterns, identify bugs, and develop new features
- Communicate with you — send account notifications, respond to support requests, and provide updates
- Process payments — manage subscriptions and billing through our payment provider
- Ensure security — detect and prevent fraud, abuse, and unauthorized access
- Comply with legal obligations — respond to lawful requests and enforce our terms
3. AI Data Processing
When you use our AI features (Photo Fill, Voice Fill), your photos and voice recordings are processed to extract information and populate form fields. We want you to know:
- Your data is processed by our AI models solely to provide the Service to you
- We do not use your inspection data to train general-purpose AI models
- Photos and voice recordings are processed in real-time and are not retained beyond what is necessary to deliver the completed form
- Completed form data is stored in your account and subject to your data retention settings
4. Data Sharing & Disclosure
We do not sell your personal information. We may share data with:
- Service providers — third-party vendors who assist in operating the Service (hosting, payment processing, analytics, email delivery), bound by confidentiality agreements
- Your organization — if you use the Service through an employer or team account, your administrator may access account and usage data
- Legal requirements — when required by law, court order, or governmental authority, or to protect our rights, safety, or property
- Business transfers — in connection with a merger, acquisition, or sale of assets, your data may be transferred to the successor entity
5. Data Security
We implement industry-standard security measures to protect your information, including:
- Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
- Access controls and authentication requirements for all systems
- Regular security assessments and monitoring
- Secure cloud infrastructure with leading providers
No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
6. Data Retention
We retain your account information for as long as your account is active. Form and inspection data is retained according to your account settings and subscription plan. When you delete your account, we will delete or anonymize your personal data within 30 days, except where retention is required by law or for legitimate business purposes (e.g., billing records).
7. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access your personal data and obtain a copy
- Correct inaccurate or incomplete information
- Delete your personal data (subject to legal exceptions)
- Export your data in a portable format
- Restrict or object to certain processing activities
- Withdraw consent where processing is based on consent
To exercise these rights, contact us at trey@formfield.ai. We will respond within 30 days.
8. International Data Transfers
Your data may be processed and stored in the United States or other countries where our service providers operate. By using the Service, you consent to the transfer of your data to these jurisdictions, which may have different data protection laws than your country of residence.
9. Children's Privacy
The Service is not intended for individuals under 16 years of age. We do not knowingly collect personal information from children. If we learn that we have collected data from a child, we will delete it promptly.
10. Third-Party Links
The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any information.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last Updated" date. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.
12. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us:
- Email: trey@formfield.ai