Privacy policy

1. About this policy

Fill Out This Form (ABN 29 742 185 864) is run in Australia ("we", "us"). This policy explains how we handle personal information on filloutthisform.com, our docs site, our API and the emails we send.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

When someone builds a form, they decide what it asks and who it's shared with. The form and its answers belong to them, and we hold them on their behalf. We don't look through them, use them for our own purposes or hand them to anyone else, except as this policy says. If you're answering someone else's form, their own privacy notice covers what they do with your answers. This policy covers what we do.

2. What we collect

If you have an account (to build forms, or to answer them):

• Your email address. It's how you sign in.
• If you set them, a scrambled password (it can't be turned back into the password) and the public half of any passkeys. The private key stays on your device.
• The initials and colour you pick for your account button, and your settings.
• The forms, templates, projects, shared links and pictures you make, and the email addresses of people you invite to your projects.
• API keys you create (we only keep a scrambled copy of each), and how much they're used.
• If you pay, your plan and payment history. Stripe handles your card, so we never see or keep card details.

If you answer a form:

• Your email address, to sign you in before you send a response. This gives you an account, which doesn't build anything until you choose to.
• Your response: your answers, the questions as you saw them, and when you sent it. It isn't stored with your name, email address, account, IP address or device.
• If the form only allows so many responses each, a one-way code made from you and the link. It's kept apart from the responses, so we can count without recording who answered.
• If you ask for a copy of your response, we email it to the address you signed in with. We don't keep a record that you asked.

A form can ask anything its owner chooses, including your name or contact details. If you give them, they're part of the response, held for the form's owner. Forms shouldn't ask for sensitive information (like health details) or passwords and card numbers. Our terms don't allow collecting passwords or card details.

If someone sends you a form's new responses: a form's owner (with Pro) can ask us to email new responses to an address they enter. We email that address once to ask. Nothing more is sent unless its owner confirms, and every email can stop them. We keep the address only while those emails are on.

If you contact us: your email address and what you tell us.

Automatically: when you use the site, our hosting records technical details of each request, which can include your IP address and browser, to keep the service working and secure.

3. How we collect it

• Mostly from you: when you sign up, build a form, answer one, or contact us.
• From other people: a form's owner may invite you to a project, or ask to email you its new responses, using your email address.
• From Stripe: whether a payment went through, and your plan.
• Automatically, through our hosting, as each page is requested.

4. Why we use it

• To run Fill Out This Form: sign you in, save and show your forms, and collect responses.
• To send the emails the service needs: sign-in links, notices about your account and security, project invitations, copies of responses you ask for, new responses you've agreed to get, and alerts you've chosen.
• To take payments and keep the records tax law asks for.
• To keep the service secure and free of spam and abuse.
• To answer your questions and support requests.
• To understand how the service is used, from counts that don't identify anyone, so we can make it better.
• To meet our legal obligations.

We don't send marketing emails without your consent, and any we do send will say who they're from and let you unsubscribe, as the Spam Act 2003 requires. We don't sell or rent personal information, and we don't use it for advertising.

5. Who we share it with

• Form owners see the responses to their forms, never who sent them. People a project is shared with (editors and viewers) see its forms, and if they have Pro, the responses in the Responses dashboard. Project owners see the email addresses of the people they invite. And anyone a form's owner has chosen to email new responses to, once that person has confirmed, gets each response (still without who sent it).
• Service providers who run parts of Fill Out This Form for us, under their own privacy terms:
  • Cloudflare, Inc.: hosting, our database and file storage, sending email, the bot check on sign-in and form pages, and page-view counts.
  • Stripe: payments, subscriptions, invoices and sales tax.
• Anyone the law requires us to, such as a court or law enforcement agency with the legal authority to ask.

6. Overseas

Our main database and file storage are placed in Oceania. Cloudflare and Stripe are global companies based in the United States, and Cloudflare handles each visit from a location near the visitor. So your information may also be stored or processed in the United States and in other countries where they operate, including Australia. We choose providers that protect personal information to a high standard.

7. How we keep it safe

• Everything travels encrypted (HTTPS), and our hosting provider encrypts stored data.
• Passwords and API keys are kept scrambled, so even we can't read them.
• Responses are only shown to the people described above, and pictures on a form only while its link is open.
• Access to the systems behind the service is limited to the people who run it.

8. How long we keep it

• Your account and forms: until you delete them. Deleting your account signs you out everywhere. Signing back in within 30 days cancels it. After that, your account, forms, responses and pictures are deleted, and so is your customer record at Stripe.
• Responses: until the form's owner deletes them (deleting a shared link deletes its responses), or deletes their account.
• Your activity log (sign-ins, keys, downloads and deletions): 365 days. Alerts: 90 days. Daily API usage counts: 90 days.
• Technical request records: a few days.
• Deleted information can remain in our backups for up to 35 days before it's gone for good.
• Payment records: as long as tax law requires, kept by Stripe.

9. Anonymity

You need an email address to have an account, and to send a response, so we can stop spam and let form owners limit responses per person. Responses themselves don't say who sent them, so form owners can't tell, unless the form asks you.

10. Cookies and analytics

• One cookie keeps you signed in.
• One per password-protected link you've unlocked, so you don't have to enter it again.
• One remembers the currency you've chosen for prices, if you choose one.

We count page visits and how fast pages load with Cloudflare Web Analytics, which sets no cookies and doesn't follow you between sites. Shared forms aren't measured at all. We use no advertising or tracking cookies.

11. Children

Fill Out This Form isn't meant for children under 13, who shouldn't make an account. If you build a form for children to answer, you're responsible for having their parent's or guardian's consent where the law requires it.

12. Seeing, correcting and deleting it

You can see and change most of your information in Settings, download your forms' responses, and delete your account at any time. To ask for anything else we hold about you, or to correct it, email support@filloutthisform.com. We'll answer within 30 days, at no charge, and tell you why if we can't do what you ask.

We can't find or change responses you've sent to other people's forms, because they don't say who sent them. Ask the form's owner.

13. Data breaches

If a data breach is likely to cause someone serious harm, we'll tell the people affected, and the Office of the Australian Information Commissioner where the Notifiable Data Breaches scheme requires it, as soon as we can.

14. Complaints

1. Email us at support@filloutthisform.com, saying what happened. We'll reply within 30 days.
2. If you're not satisfied, you can complain to the Office of the Australian Information Commissioner (OAIC): oaic.gov.au, or 1300 363 992.

15. Changes to this policy

We review this policy at least once a year, and when the service changes. The date at the top says when it last changed. If we make a significant change, we'll tell account holders by email before it takes effect.

16. Contact us

Fill Out This Form (ABN 29 742 185 864) · support@filloutthisform.com. This policy is free, and we can send it in another format if you need one.