Privacy Statement

This privacy statement sets out how FormFinch VOF uses and protects any information that you give FormFinch VOF when you use our service.

FormFinch VOF is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our service, then you can be assured that it will only be used in accordance with this privacy statement.

FormFinch VOF may change this statement from time to time by updating this page. When we do we will communicate this via email or app notification. This privacy statement is effective from: 1 April 2018.

If you have any questions regarding our privacy statement, you can contact us.

Under the EU General Data Protection Regulation (GDPR you have the right to file an official complaint against FormFinch VOF when you believe that FormFinch VOF doesn't comply with privacy regulations. You can do this at the lead supervisor authority of the Netherlands the Dutch Data Protection Authority.

What we collect

The data FormFinch VOF collects about you depends on the type of service you subscribe to.

Trial and/or Free Account

If you sign up to a trial period and/or a free account we only collect your email address. This will be used only for the following purposes:

  • Identification
  • Send emails regarding your account. For example a link to reset your password.
  • Optional: send emails about incoming submissions on forms you created. This feature can be turned on/off per created form at your leisure.

Paid Subscriptions

When you upgrade from the trial or free account to a paid plan we also collect the following information:

  • Name or company name
  • Vat number (if applicable)
  • Billing address
  • Credit Card details

This information is used for payment processing and billing purposes. Although you will receive a digital invoice FormFinch VOF is required by law to include the full billing address on your invoice.

What we do with the information we gather

All information we gather has the purpose of making sure your account is secure, we can process your payments, record keeping and providing support on your request. We do not use your personal data for marketing purposes and we don’t sell it to third parties.

We may occasionally invite you to a survey or gather feedback, but all information we obtain through such methods will not contain or be linked to any of your personal data.

With whom do we share your data

FormFinch VOF shares your data with third parties if it is required for the application to work properly, if it significantly improves your data security or if we are required by law to do so.

In order to function FormFinch VOF uses the Microsoft Azure cloud platform to run the application, website and forms. We also store all account data and the data you create securely on Microsoft Azure cloud servers.

We also share your email address with Mailgun to sent you automated emails regarding your account. For example to validate your email address or to send you a link to change your password. Because Mailgun only has to know your email address when we actually send you an email, Mailgun will only have access to your email address for a period of thirty days from the moment we do.

Your payment information is processed and stored at our payment service provider (PSP) Stripe. We only share data with Stripe if you are on a paid account since there is no need to share your information otherwise. Sharing your data is on a strict need know basis.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

  • We monitor access to the database and only specific processes have that access.
  • We use data encryption
    • Anyone who gains unauthorized access won’t be able to use the information
  • Both the website and the FormFinch application are running on a secured connection
  • The communication between FormFinch VOF and our PSP also happens on a secured connection
  • Only the people who work for FormFinch and need access to specific data are able to use that data.
    • For example: If you asked a support question the person in charge of emailing you the answer can view your email address to send you an answer. Our accountant doesn't need to know this information so he won’t be able to see it.
  • Email links we sent you are only valid for a set amount of time

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you. FormFinch VOF doesn’t share your data with Google Analytics and anonymizes your IP address so the logging data can’t be traced back to you.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Be advised that because the application uses functional cookies to operate even logging in will become impossible.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

All your information can be viewed and updated by you at any time and is accessible in the “Account Details” section of the FormFinch app. Here you will also have the option to delete your entire account and all data associated with it.

If you have a trial or free subscription all your information will be instantly deleted after you choose to delete your account.

When you are on a FormFinch paid plan at the time you want to delete your account, deletion takes effect at the end of the billing cycle. Also for accounts that were subscribed to a paid plan at any time not all information can be deleted instantly. Although we will delete your FormFinch account and all data created with FormFinch, we would have to retain your billing data in our financial administration for up to ten years to comply with tax regulations.

However if an account has been blocked by FormFinch VOF because the account holder has violated our Terms & Conditions. We reserve the right to keep all data needed to prevent that person from registering a new FormFinch account. The time it takes before we delete this data depends on the severity of the violation and will be determined per individual case.

You may request details of personal information which we hold about you under the EU General Data Protection Regulation (GDPR) .You are free to submit subject access requests in any written format you prefer, for example by sending an email to support@formfinch.com or by using our support form.