Privacy Policy

1. In short

• We sign you in with Google and keep only your name, email address and profile picture. We never see your Google password.
• Forms and responses are stored in our database. Responses belong to the form creator, who decides what to do with them.
• We do not sell your information, we do not show ads and we do not use your content to train advertising or profiling systems.
• Some small things are kept in your own browser (drafts, preferences, a sign-in token) so ezForms is fast and your answers are not lost.
• You can ask to see, correct, export or delete your information at any time.

2. Who is responsible for your information

eSpiritz, the maker of ezForms, is responsible for the information needed to run your account and the service (for example your name and email, security records and your forms). We are called the "controller" of that information.

For the answers collected by a form, the form creator decides why and how the answers are used, and is the controller. ezForms stores and processes those answers only for the creator, as a "processor". If you want to see, change or delete answers you gave in someone's form, the first person to contact is that form's creator. We will help them to do it.

3. What we collect

Information about form creators

• Account details from Google: your name, email address, profile picture and the account identifier Google gives us.
• Your forms: titles, descriptions, questions, answer keys, images and links, themes, settings (timers, dates, passwords, redirect links, sharing) and who you added as editors.
• Your activity in the product: when forms are created, changed, published, trashed or deleted, and your preferences (such as default settings, starred forms and folders).
• In this version of ezForms, the answers you give in the short welcome questions (your role, whether you used form tools before and how you heard of us) are kept in your own browser only.

Information about respondents

• The answers you give, the time you submitted, and for quizzes your score and the per-question results.
• Your email address, if the form is set to collect it. When a form collects verified emails, this is the email of the Google account you signed in with. When it collects emails by input, it is what you tick or type.
• A technical identifier for your visit. If you are not signed in, ezForms creates a random identifier for your browser so that your draft, your timer and your "edit your response" access stay with you. If you sign in with Google, your Google account is used as the identifier on forms that need it.
• For timed forms, a record of when your attempt started, so the time limit cannot be reset by refreshing. These records are short-lived and are deleted automatically.
• Answers to file-upload questions, if a form uses them: the files and their names, kept with the response. If the Google account is shown to the creator for such a form, we tell you at the top of the form.

Technical information

• Our hosting providers receive technical information needed to deliver pages and keep a connection, such as IP address, device and browser type and request times. ezForms itself does not store your IP address with your answers and does not build advertising profiles.
• A hidden spam-protection field, which real people never see or fill in, helps us reject automated bot submissions. It does not identify you.

4. How we use it

• To provide ezForms: to sign you in, to show, save, grade and share forms, to collect and display responses, and to run timers, drafts and notifications.
• To keep the service safe: to prevent spam, abuse and fraud, to enforce our Terms and to protect people.
• To improve and support the product: to fix problems, to understand which features matter and to answer you when you ask for help. We use only what we need.
• To meet legal duties, such as answering valid legal requests.

We do not sell personal information, do not rent it, do not use it for third-party advertising, and do not read the content of forms or responses except when it is needed to give you support you asked for, to investigate a report of abuse, or to meet a legal duty.

5. Our reasons (legal bases)

Where the law requires a reason for using personal information (for example in the European Economic Area and the United Kingdom), we rely on:

• Contract: to give you the service you signed up for.
• Legitimate interests: to keep ezForms secure, to prevent abuse, and to improve it, always balanced against your rights.
• Consent: for example when you tick a box that records your email with a response, and when you accept these documents. You can withdraw consent at any time, which does not affect what was done before.
• Legal obligation: where the law requires us to keep or share information.

For answers collected by a form, the form creator is responsible for having a valid reason.

6. Who can see what

• Form creators and the editors they add can see the form and all of its responses, including respondents' email addresses if collected.
• If the creator turns on the public summary, anyone with that link can see summarised results (such as chart totals) but not individual responses.
• Respondents can see their own answers and, depending on the creator's settings, their score, which questions they missed, correct answers and feedback after they submit. They can also see their own response again if the creator allows editing.
• A form that needs sign-in shows the signed-in email to the respondent on the form page. Other respondents never see it.
• ezForms staff do not browse your forms or responses. Access happens only in the narrow cases listed in section 4.

7. Who we share information with

We share information only with companies that help us run ezForms, and only as much as they need:

• Google, to sign you in and to deliver the fonts used to display forms. Google's own privacy policy applies to what Google does.
• SpacetimeDB Maincloud, which hosts our database and back-end, so your forms and responses are stored and processed there.
• Video and image services whose content a creator adds to a form (for example YouTube). Your browser connects to them directly when you view that part of a form, and their policies apply.

We may also share information if the law requires it, to respond to a valid legal request, to protect people from harm, or as part of a merger or sale of the product (we would tell you first and the same protections would continue to apply). We do not sell personal information.

8. Cookies and information kept in your browser

ezForms does not use advertising or tracking cookies. To work well it keeps a few things in your browser's local storage, on your device:

• A sign-in token, so you stay connected and your drafts and timer remain yours.
• The Google account you signed in with, until you sign out or the sign-in expires (about an hour), and whether you have finished the welcome steps.
• Draft answers on forms you are filling in (autosave), so you do not lose them. They stay on your device until you submit or clear them.
• Preferences (such as defaults for new forms) and a short-term copy of your forms list so the dashboard opens fast.

You can clear this storage in your browser settings. Doing so signs you out and removes drafts and preferences from that device.

9. How long we keep it

• Forms and their responses are kept until you delete them. Forms moved to the trash are deleted permanently after 30 days.
• Account details are kept while you have an account, and until we have processed your request to delete it.
• Timer attempt records are deleted automatically after they are no longer needed.
• We may keep limited records longer where the law requires it, or for security and to resolve disputes.

When information is deleted, it is removed from our live database. Copies held by our providers for technical continuity are removed on their normal schedule.

10. Keeping information safe

We protect information with access controls on our servers (only a form's owner and editors can read its responses), connections encrypted in transit, passwords on forms checked on the server rather than in your browser, server-enforced limits and spam protection. No system is perfectly secure, so please also protect your Google account, share links carefully and do not collect passwords or card numbers in forms.

If we learn of a breach that affects your information, we will tell you and the authorities as the law requires.

11. Where information is processed

ezForms uses providers that may run servers in several countries, so information may be processed outside the country where you live. Where the law requires, we rely on appropriate safeguards for these transfers, such as standard contractual clauses.

12. Your choices and rights

Depending on where you live, you can ask us to:

• tell you what information we hold about you and give you a copy (you can already export a form's responses yourself);
• correct information that is wrong;
• delete your information and your account, or restrict or stop certain uses;
• move your information to another service;
• object to uses based on legitimate interests, and withdraw consent you gave.

To use these rights, contact us using the details at the end of this policy. We will reply within the time the law gives us, and we may need to check that you are who you say you are. For answers in someone else's form, we may pass your request to the form creator. You may also complain to your local data-protection authority.

You can also manage a lot yourself: delete responses and forms, switch off editing or sharing, sign out, and clear browser storage.

13. Children

ezForms is not meant for children under 13 to sign up on their own (or older where the law of their country requires). We do not knowingly collect their account information. Teachers and parents who share forms with children are responsible for doing so lawfully, including getting any permissions required, and for choosing questions that do not ask for more than needed. If you think a child has given us personal information without permission, contact us and we will delete it.

14. Changes to this policy

We may update this policy when ezForms changes, for example if we start storing the welcome answers on our servers, send emails or enable file uploads. The "Last updated" date shows the current version. We will tell you inside the product about important changes.

15. Contact

For privacy questions or requests, contact eSpiritz, the maker of ezForms, using the contact details published with the product, or through the Help button inside ezForms. Please say what you need and which form or account it is about.