Privacy Policy
Effective date: 20.09.2025
FormBuddy (“we”, “us”, “our”) respects your privacy. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and the choices you have. It applies to our website and any services provided by FormBuddy.
1. Data controller
Contact: contact@formbuddy.app
2. What data we collect
We collect only the information needed to provide the service:
Account & contact data
Name, email address — to create and manage your access and send invites.
Form files and form data
PDF files you upload and any extracted metadata (field names, number of pages, file name). We process uploaded files to generate explanations and, with your consent/where allowed, to improve the service (see Section 4).
Optional context
Any context you provide about your situation (e.g., “I’m applying for my child”) to personalize explanations.
Usage & analytics
Non-identifying usage information (e.g., pages visited, feature usage, device/browser type, IP address, timestamps) collected via cookies and analytics tools.
3. How we use your data
We use your data for the following purposes:
To provide the core service: generate plain-language explanations for your form fields.
To deliver access and notifications (invitations, account emails).
To personalize explanations based on provided context.
For security, fraud prevention, and to troubleshoot issues.
To analyze and improve service quality (see Section 4).
To comply with legal obligations.
We will not sell your personal information to third parties.
4. Use of uploaded forms for improvement
Uploaded PDFs are processed to produce your explanations. We may also use uploaded forms and anonymized extracts to improve FormBuddy’s models and service quality. When used for improvement, files or derived data are anonymized and aggregated where possible. If you do not want your uploaded form used for improvement, you may request exclusion or deletion (see “Your rights” below).
5. Lawful basis (for EU users / GDPR)
If you are in the EU, our lawful bases for processing are:
Performance of a contract / service: processing your uploaded form and contact data is necessary to provide FormBuddy.
Legitimate interests: improving the service, analytics, and fraud prevention. We balance these interests with your privacy.
Consent: when required (e.g., optional use of data for research/improvement), we will obtain your consent.
6. Data sharing and processors
We may share data with trusted third-party service providers (payment processors, cloud hosting, analytics providers) who process data only on our behalf and under contract. We may disclose data to comply with legal obligations or respond to lawful requests.
7. Data retention
Account information and uploaded files are retained while your account exists and for up to 6 months after account deletion or inactivity, unless you request earlier deletion.
Anonymized/aggregated data used for analytics and model improvement may be stored longer.
If you want data removed sooner, contact us (see Section 11).
8. Security
We use industry-standard technical and organizational measures to protect data (encrypted storage, TLS in transit, access controls). However, no internet service is completely secure — if you notice suspicious activity, contact us immediately.
9. Cookies & tracking
We use cookies and similar technologies for essential functionality, analytics, and product improvement. You can manage cookie preferences via your browser or our cookie control (if available). We do not use tracking for ad profiling without your consent.
10. Children
Our service is not intended for children under 16. We do not knowingly collect personal information from children under 16. If we become aware we have unintentionally collected such data, we will delete it upon verification.
11. Your rights
Depending on your jurisdiction, you may have rights including:
Access your data.
Rectify incorrect data.
Request deletion (right to be forgotten).
Restrict or object to processing.
Data portability (receive a copy of your data).
Opt-out of sale of personal data (where applicable).
To exercise your rights, contact: contact@formbuddy.app. We will respond in accordance with applicable law.
12. California Residents (CCPA/CPRA)
If you are a California resident, you have additional rights, including the right to know categories of personal information collected, the right to request deletion, and the right to opt out of the sale of personal information. To submit a request, contact contact@formbuddy.app. We do not sell personal information.
13. International transfers
Your data may be stored and processed in countries outside your own. When we transfer personal data internationally, we use lawful safeguards (e.g., standard contractual clauses) to ensure appropriate protection.
14. Changes to this policy
We may update this Privacy Policy. We’ll post the revised policy on the site with an updated “Effective date.” For material changes, we’ll try to notify you by email where possible.
15. Contact
Questions, requests, or complaints? Email us at contact@formbuddy.app.