Privacy Policy

We collect the following types of information when you use Say2Form:

• Account Information: Name, email address, organization name, and industry/niche when you sign up for a free trial or paid plan.
• Form Data: The forms you create, their structure, field configurations, and any responses collected through your forms.
• Usage Data: How you interact with our platform, including pages visited, features used, form creation methods (text, voice, document), and session duration.
• Device & Technical Data: IP address, browser type, operating system, device type, and referring URLs for analytics and security purposes.
• Payment Information: When you subscribe to a paid plan, payment processing is handled securely by PayFast. We do not store your full credit card details on our servers.
• Voice Data: If you use voice-to-form features, audio recordings are processed for transcription only and are not permanently stored.

Your information is used to:

• Provide, maintain, and improve our form building and AI generation services.
• Process your transactions and manage your subscription.
• Send you important account notifications, security alerts, and service updates.
• Analyze usage patterns to improve our AI models and form generation quality.
• Provide customer support and respond to your inquiries.
• Detect, prevent, and address technical issues, fraud, or security threats.
• Comply with legal obligations and enforce our terms of service.

We take data security seriously:

• All data is encrypted in transit (TLS/SSL) and at rest (AES-256 encryption).
• Each tenant's data is stored in an isolated database, ensuring complete data separation between organizations.
• We implement industry-standard security practices including regular security audits, access controls, and monitoring.
• Passwords are hashed using bcrypt with salt and are never stored in plaintext.
• API keys are encrypted before storage and can be regenerated at any time.
• We maintain regular encrypted backups with strict access controls.

We do not sell your personal data. We may share information with:

• Payment Processors: PayFast processes your payment information securely under their own privacy policy.
• AI Service Providers: We use third-party AI APIs (e.g., DeepSeek) to power form generation. Only the form prompt/description is sent, never your personal data or form responses.
• Analytics Tools: We use anonymized analytics to improve our services.
• Legal Requirements: We may disclose information if required by law, court order, or to protect our rights and safety.

You have the right to:

• Access: Request a copy of all personal data we hold about you.
• Correction: Update or correct inaccurate personal information.
• Deletion: Request deletion of your account and associated data. We will process this within 30 days.
• Export: Download your forms and responses in standard formats (JSON, CSV).
• Opt-out: Unsubscribe from marketing communications at any time.
• Restrict Processing: Request that we limit how we use your data.

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication, session management, and security.
• Functional Cookies: Remember your preferences and settings.
• Analytics Cookies: Help us understand how visitors interact with our platform.

You can control cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.

• Active account data is retained for the duration of your subscription.
• After account cancellation, data is retained for 30 days before permanent deletion.
• Trial account data is automatically deleted 14 days after the trial expires if not converted to a paid plan.
• Backup copies may be retained for up to 90 days for disaster recovery purposes.
• Anonymized analytics data may be retained indefinitely for service improvement.

Say2Form is not intended for children under 13 years of age. We do not knowingly collect personal information from children. If we discover that a child under 13 has provided us with personal information, we will promptly delete it.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and sending an email notification to registered users. Your continued use of Say2Form after changes constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or our data practices, contact us at: