Privacy Policy

1. Information We Collect

1.1 Account and Profile Information

When you sign in (via Google OAuth) or join an account, we collect:

• Email address (from your Google account)
• Full name (from your Google account)
• Profile photo / avatar URL (from your Google account)
• Google account identifier (used to link your FormLoop account to Google sign-in)

If you create or manage an organization ("account") on FormLoop, we also store the account name, slug, and settings (such as timezone and notification preferences).

1.2 Form and Checklist Data

We store the forms, checklists, and questions that you or your organization create, including:

• Form titles, descriptions, and type (checklist or standard form)
• Checklist items, categories, and recurrence rules
• Standard form questions, question types, and validation rules
• Form instances (e.g., per-person copies of a checklist) and who they are assigned to
• Completion state of checklist items (e.g., which items are checked off and when)

1.3 Submissions and Responses

When you or other users submit a form or checklist, we collect and store:

• Who submitted (user identity)
• When the submission was made
• What was submitted: checklist items marked complete, or answers to form questions (text, selections, numbers, dates, ratings, file uploads, etc.)
• Optional metadata that may be attached to a submission (e.g., device or technical information, if enabled by your organization)

File uploads attached to form responses are stored in our secure cloud storage.

1.4 Integration and Notification Data

If your organization connects FormLoop to third-party services, we store the information needed to operate those integrations:

• Slack: Connection and configuration (e.g., workspace and channel identifiers) so we can send notifications you configure.
• Google Sheets: Authorization and spreadsheet configuration so we can append or export submission data as configured.
• Email: Recipient addresses and configuration for notification emails (e.g., via Resend or Gmail).

Notification rules may send summary or full submission content (including submitter name and answers) to these channels, based on settings chosen by your account administrators.

1.5 Technical and Usage Data

We automatically collect certain technical information when you use FormLoop, such as:

• Log and usage data: Requests to our servers, errors, and performance data (typically including IP address, browser type, and timestamps).
• Device information: May be included in submission metadata if your organization enables it.
• Cookies and local storage: We use session and authentication tokens, and may use local storage or cookies for app state (e.g., PWA offline caching, preferences). We do not use third-party advertising cookies.

2. How We Use Your Information

We use the information we collect to:

• Provide the service: Create and manage accounts, forms, instances, and submissions; run recurrence and scheduling (e.g., resetting checklist items); and deliver the app experience (including offline support where applicable).
• Authenticate you: Verify your identity via Google sign-in and manage your session.
• Send notifications: Deliver the notifications your organization has configured (e.g., submission alerts, remaining-task summaries, overdue reminders) via email, Slack, or other configured channels.
• Operate integrations: Send data to Slack, Google Sheets, or email according to the notification and export rules set by your account admins.
• Improve and secure the service: Monitor reliability, debug issues, enforce our terms and security policies, and improve our product (e.g., usage patterns in aggregate).
• Comply with law: Meet legal, regulatory, or lawful requests from authorities.

We do not sell your personal information. We do not use your data for advertising or cross-site tracking.

3. Legal Basis for Processing (EEA/UK)

If you are in the European Economic Area or the United Kingdom:

• Contract: Processing necessary to provide FormLoop and honor our terms (e.g., account and form management, submissions, notifications).
• Legitimate interests: Operating and securing the service, improving it, and supporting integrations and notifications you or your organization have configured.
• Consent: Where we rely on consent (e.g., optional features or marketing, if we introduce them), we will ask and you may withdraw consent at any time.

You have the right to object to processing based on legitimate interests and to lodge a complaint with your supervisory authority.

4. Data Sharing and Third-Party Services

4.1 Within Your Organization

Form and submission data are visible to other members of your account according to their role (e.g., owners and admins can see forms, instances, and submissions; members may see forms assigned to them and their own submissions). Account administrators control who is invited and what integrations and notification rules are used.

4.2 Integrations You Configure

When your organization enables integrations (Slack, Google Sheets, email), we send the data specified in the notification or export rules (e.g., submitter name, completion status, answers) to those services. Their use of that data is governed by their own privacy policies and your agreements with them.

4.3 Service Providers (Subprocessors)

We use the following types of providers to run FormLoop. They process data on our instructions and under agreements that protect your data:

We may add or change subprocessors; we will update this policy and, where required by law, provide notice or obtain consent.

4.4 Legal and Safety

We may disclose your information if required by law, court order, or government request, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others, or to investigate fraud or violations of our terms.

5. Data Retention

• Account and profile data: Retained while your account is active and for a reasonable period after deletion to support legal and operational needs.
• Forms, instances, and submissions: Retained as long as the account and the form/instance exist. If you or an admin deletes a form or account, we delete or anonymize associated data in line with our retention schedule, except where we must retain it for legal or dispute resolution.
• Integration credentials and logs: Retained as needed to operate integrations and for security and debugging; typically deleted or anonymized when an integration is disconnected or after a defined retention period.
• Logs and technical data: Retained for a limited period (e.g., 30–90 days) unless longer retention is required for security or law.

6. Security

We take reasonable steps to protect your data:

• Authentication: Sign-in is handled via Google OAuth; we do not store your Google password.
• Access control: Database access is restricted by role and account (Row Level Security). Only authorized users can access data for their account.
• Encryption: Data in transit is encrypted (TLS). Sensitive data (e.g., integration tokens) is encrypted at rest where applicable.
• Integrations: Third-party tokens (e.g., Slack, Google) are used only on the server and are not exposed to the browser.

No method of transmission or storage is 100% secure. We encourage you to use a strong Google account and to protect your login credentials.

7. Your Rights and Choices

Depending on where you live, you may have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal and operational requirements.
• Portability: Request a copy of your data in a structured, machine-readable format.
• Restriction / objection: Request restriction of processing or object to certain processing (e.g., legitimate interest).
• Withdraw consent: Where we rely on consent, withdraw it at any time.
• Complaint: Lodge a complaint with a supervisory authority (e.g., in the EEA/UK).

To exercise these rights, contact us at the email below. We will respond within the time required by applicable law. Account-level data (e.g., forms and submissions) may need to be managed or deleted by an account owner or admin; we can guide you.

You can also:

• Stop using the service: You may stop using FormLoop at any time. Your organization's admin can remove you from the account.
• Disconnect integrations: Account admins can disconnect Slack, Google Sheets, or email integrations from the FormLoop settings, which will stop new data from being sent to those services.

8. International Transfers

FormLoop is operated from the United States. If you are outside the U.S., your information may be transferred to and processed in the U.S. or other countries where our service providers operate. We ensure appropriate safeguards (e.g., standard contractual clauses or adequacy decisions) where required by applicable law.

9. Children's Privacy

FormLoop is not directed at children under 16. We do not knowingly collect personal data from children under 16. If you believe we have collected such data, please contact us and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and change the "Last updated" date. For material changes, we may notify you by email or through the app. Your continued use of FormLoop after the effective date of changes constitutes acceptance of the updated policy.

11. Contact Us

For privacy-related questions, to exercise your rights, or to report a concern:

• Email: privacy@formloopapp.com