Privacy policy

1. Who we are and what this covers

Formlet is a form and survey builder. For the data attached to your account — your name, your email, your billing details — Formlet is the data controller. For the submissions your forms collect, Formlet is the processor, acting on the instructions of the workspace that owns the form.

This policy covers the Formlet website, the app, and every form hosted by the service, wherever you reached it from — including the footer link on a form someone else sent you.

2. What we collect

Four groups, each with a different reason to exist:

Account data

Your name, email address, password hash (never the password itself), and your workspace and billing details. This is what it takes to run your account and invoice you.

Form content

The questions, logic, settings and uploaded assets you put into your forms. This is your content, stored so the service can serve it.

Respondent submissions

Whatever the form’s owner asked for, plus the time of submission, and — where the owner enabled it — partial answers from people who started but did not finish. What is in a submission is the owner’s choice, not ours.

Technical data

IP address, user agent, coarse location derived from IP, pages viewed and error traces. This keeps the service secure and tells us what is broken.

3. Why we process it and our legal bases

Everything we process sits on one of four legal bases:

• Contract — running your account, serving your forms, storing your submissions. The service cannot work without this.
• Legitimate interests — security, abuse prevention and aggregate product analytics that tell us which features earn their keep.
• Legal obligation — tax and accounting records we are required to keep.
• Consent — marketing email, and only marketing email. Every message carries a one-click unsubscribe that works immediately.

4. What we never do

Some things are easier to state as a flat list of nevers:

• We do not sell personal data. Not yours, not your respondents’, not anyone’s.
• We do not use respondent submissions to train models.
• We do not read the contents of your forms, except when you ask us to for support.
• We do not build advertising profiles, and we do not let anyone else build them on our service.

5. Cookies and analytics

The app sets strictly necessary session cookies — the ones that keep you signed in and keep your workspace secure. There are no third-party advertising cookies anywhere on the service.

Product analytics are aggregate and IP-truncated: we look at which features get used, not at who used them.

Hosted forms — the pages your respondents actually fill in — set no analytics cookie at all.

6. If you filled in someone’s form — respondent rights

This section is for you if you arrived here from a form, not from an account. You did not sign up for Formlet, you have no login to delete, and you still have rights.

The organisation that made the form is the data controller: it decided why your answers were collected and how long they are kept. Formlet stores your answers on that organisation’s behalf, as its processor.

Two more things worth saying plainly: submitting a form is not signing up for Formlet, and we never email respondents for marketing.

7. How long we keep things

Account data lives for the life of the account, plus 30 days after deletion so a mistaken delete can be undone.

Submissions are kept for as long as the workspace owner keeps them — the owner can delete any submission at any time, and deletion takes effect immediately in the live system.

Backups are purged within 35 days, so deleted data disappears from every copy within that window. Billing records are retained for as long as tax law requires.

8. Subprocessors

These are the companies that process data on our behalf. We update this list before adding anyone new.

9. Data processing agreement

A data processing agreement is available to every customer on request and is incorporated by reference into the terms. It covers subprocessor notification, audit rights, breach notification timelines and the standard contractual clauses.

Request it at support@formlet.com. A signed DPA is not gated behind a plan tier — Free workspaces can have one too.

10. International transfers

Your data may be processed outside your country, because our subprocessors operate infrastructure in several regions.

Where data crosses a border, the transfer relies on standard contractual clauses and equivalent safeguards. The region a workspace’s data lives in is stated in its DPA.

11. Security

Data is encrypted in transit and at rest. Access inside Formlet follows least privilege — the people who keep the service running can reach only what their job requires.

Workspaces are isolated from each other at the row level, and multi-factor authentication is available on every account, on every plan.

If we suffer a breach that affects your data, we notify you without undue delay, and within 72 hours where the law requires it.

12. Your rights

You have the right to access, rectify and erase your personal data, to restrict or object to its processing, and to portability — a one-click CSV export of everything your workspace holds is built into the product. Where we rely on consent, you can withdraw it at any time.

To exercise any of these, email support@formlet.com. We do not charge for a first request.

You also have the right to complain to your supervisory authority. We would rather hear from you first, but the right is yours regardless.

13. Children

The service is not directed at children under 16, and we do not knowingly create accounts for them.

A form owner who collects data from children is responsible for the consent the applicable law requires — as controller, that obligation sits with them.

14. Changes and contact

When we make a material change to this policy, we notify customers by email at least 30 days before it takes effect, and we keep a version history of previous policies.

Privacy questions, access requests and complaints go to support@formlet.com. Our data protection contact is reachable at the same address.