Privacy Policy

FormzoAI is run by Ansorjon Juraev, Eschersheimer Landstraße 42, 60322 Frankfurt am Main, Germany (see the Impressum). Email [email protected] for anything about your data. For accounts, profiles, billing, the contact form and our website, FormzoAI decides how data is used and is responsible for it (the "controller").

For answers to a form, the creator who published the form is responsible for what they ask and what they do with the answers. FormzoAI processes those answers on the creator's behalf, to run the form and give the creator the results, under our Data Processing Agreement with them. Forms show a link to the creator's own privacy policy when they've added one, either their own page or one we host for them from our template under the form's address. If you answered a form and want your answers changed or deleted, contact the organisation that sent you the form. If you can't reach them, email us and we'll help.

From creators: name, email address and profile picture (from Google sign-in, if used); workspace name, logo and accent colour; the forms you build, including the request you typed to create one (text you paste or a file you attach to describe the form, such as a case study, is sent to our AI provider once to write the form and is not kept; only the form it produced is saved); team members and invitations; billing details handled by Stripe (we never see or store full card numbers); and API keys, of which we store only a one-way hash.

From respondents: the answers you give, including follow-up replies, the full conversation, files you upload to a question that asks for one, the language you write in, your email if the form asks for it, and, if you tap one after sending, how easy the form was to fill in (Easy, Okay or Hard). We also store an AI-written summary, a translation into the creator's language when needed, and, if the creator set a scoring guide, scores with short reasons.

Technical data: your IP address is used for rate limiting and abuse prevention and is stored only as a keyed one-way hash. We record AI usage (token counts and cost) per form for budgeting. We don't use advertising trackers or sell data.

Respondents are told at the start that they're chatting with an AI assistant. When you answer an open question, the assistant receives the form's purpose, the current question, the replies within that question and a short list of key facts from your earlier answers, so it can react and ask a relevant follow-up. It also sees the wording of the questions still to come, so that if you've already answered one of them in your own words it isn't asked again: that answer is filled in from what you wrote, listed next to the Send button for you to check or change, and marked for the creator as taken from an earlier answer. Your name, and structured answers such as emails, dates and choices, are handled by ordinary code, not the AI. A share link may fill in your name or email (?name=, ?email=); you see those answers and can change them.

When a response is submitted, one AI request writes the summary, translations and scores for the creator. Creators can also ask questions across the summaries of their responses. Scores are advice to the creator: FormzoAI doesn't make decisions about respondents, and creators decide what to do with the results.

Our AI provider, Nebius, a Dutch company, runs the AI models. It processes each request only to write the reply, doesn't keep prompts or replies afterwards and never uses them to train models. The models currently run in Nebius's US data centre, with a backup in Finland. We don't use your forms or answers to train AI models either.

When you create a form on our homepage without an account, we keep the draft for 30 days so you can claim it when you sign up, tied to a cookie set only when you press Create. You can answer its first question to see how the chat works: that answer goes to our AI provider once to write a reply and is not stored.

On many forms you can drop in a CV to skip questions it already answers. We read the file in memory, send its text to our AI provider once to find the answers, and delete the file straight away: it's never saved, and neither is its full text. Only the answers it filled are kept, in your conversation, where you can change them before sending. Like everything else you answer, they go to the form's creator. This is different from a question that asks you to upload a file: that file is stored with your response for the creator.

Anyone with a free account can keep a profile: name, email, phone, location, links (GitHub, LinkedIn, X, website), a short bio, skills, education, work and projects. Your profile is yours, and FormzoAI is responsible for it, not the creators of the forms you fill in. We use it only to fill in forms for you when you ask, which is the reason you created it (Art. 6(1)(b) GDPR).

• Filling a form: when you're signed in and press "Fill from your profile", we fill the questions your profile answers. Contact details and links are copied by code; for questions about your work, studies or projects, our AI writes the answer from your profile's own facts. You see every filled answer and can change it. What you fill and send goes to that form's creator, like any other answer.
• Starting from your CV: you can upload a CV on your profile page. We read it the same way as above, put the details into the fields for you to check, and delete the file immediately. Nothing is saved until you press Save.
• Keeping it up to date: if "Keep my profile up to date" is on (you can turn it off), new details you type into a form while signed in, such as a new link, phone number or city, are added to your profile when you send the form. If you don't have a profile yet, we only create one when you tick "Save my details to my profile"; it then takes the details from that form, including any filled from your CV.
• How long: until you delete it (Settings → Your profile → Delete profile) or your account. Deleting takes effect immediately; forms you already sent stay with their creators.
• Where: with your account, in the EU (Frankfurt).

• To run the service: build forms, hold the conversation, save progress, deliver answers to the creator, and send the emails you ask for (sign-in links, continue-later links, response alerts). For applications, and other forms where the creator turns it on, respondents get one confirmation email after sending, to the address they gave: it says they applied and, if the creator set one, when they'll hear back. It never contains your answers.
• To bill creators and enforce plan limits.
• To keep FormzoAI secure and affordable: bot checks, rate limits and AI spending caps.
• To provide support and tell creators about important changes to their account or the service.

When you write to us through the contact form or by email, we use your name, email address and message to reply (Art. 6(1)(b) GDPR when it's about your account or a contract, otherwise our legitimate interest in answering, Art. 6(1)(f)). Messages from the form are emailed to us and not stored in FormzoAI; we keep the conversation in our mailbox as long as it needs, and delete it within two years unless the law requires us to keep it longer (for example for billing questions).

• Running your account, workspace, profile and plan, including the emails you ask for: performance of our contract with you (Art. 6(1)(b) GDPR).
• Respondent answers: we process them for the creator under Art. 28 GDPR; the creator needs their own legal basis.
• Bot checks, rate limits, spending caps, security and abuse prevention: our legitimate interest in keeping FormzoAI safe and affordable (Art. 6(1)(f)).
• Usage statistics that tell us how people move through FormzoAI (for example how many sign-ups publish a form, or how many forms get a first response): our legitimate interest in improving the product (Art. 6(1)(f)). See "Usage statistics" below.
• A few emails about your forms (a welcome after sign-up, a note when a form gets its first response, a reminder before an Event Pass ends): part of the service you signed up for (Art. 6(1)(b)). Every one says why it came, and you can stop the last two with one click.
• Billing records: legal obligations under tax and commercial law (Art. 6(1)(c)).

Your right to object (Art. 21 GDPR): where we rely on legitimate interests, you can object at any time for reasons arising from your particular situation. Email [email protected] and we'll stop unless we have compelling grounds or need the data to defend legal claims.

To learn whether FormzoAI works for people, we count a handful of steps on our servers when they happen: a form created, an account created, a form published, a form's first response, a plan or pass bought. Each record holds the step, the time and the workspace, form or account it belongs to. No IP address, no browser details, no cookie, and nothing is read from your device. We look at these counts in total, never to watch one person, and delete them after 24 months.

Improving how FormzoAI writes questions. When you publish a form we wrote for you, we record how many questions you deleted, added or reworded, and the kind of each one (for example "dietary needs"), never your wording. From the responses forms already store, we work out totals per kind of question: how many people finish, where they stop, how long a question takes, how many words an answer has and the "How was this to fill in?" taps. Answers are only counted, never read by a person or copied for this, and the results are totals across many forms, never about one respondent. Legal basis: our legitimate interest in writing better forms (Art. 6(1)(f)).

On our website (not on forms people answer, and not inside the app), Vercel Web Analytics counts page views without cookies. It sees the page address without its query string and derives a rough location and device type from the request; visitors are recognised only within one day through a hash that can't be traced back to them. Legal basis: our legitimate interest in knowing which pages help people (Art. 6(1)(f)); you can object (see above).

We share data only with the companies that help us run FormzoAI, under contracts that limit them to doing that work for us:

The full list with the data each one sees and how transfers are protected is on our sub-processor page.

Creators can also send their responses elsewhere themselves, for example to Google Sheets, through webhooks to their own systems, or with our API. Once data leaves FormzoAI that way, the creator's own arrangements apply. We may disclose data if the law requires it, and we'll tell affected creators where we're allowed to.

Accounts (sign-in details, workspaces and billing) are stored in the EU, in Frankfurt, Germany.

Forms, responses and uploaded files are stored in one region per workspace: the EU (Frankfurt) or the US (Ohio). We pick it automatically when the workspace is created, from the country you sign up from (the Americas, East Asia and Oceania get the US; everyone else, and anyone we can't place, gets the EU). We only use the country your connection comes from for this and don't store it. The region is shown in your workspace settings; to move a workspace, write to us before you collect responses. Everything for one form stays in one region. In the US, the database is in Ohio and files are stored near Washington, D.C.

Uploaded files are private. There are no public links to them. A file a respondent uploads can only be opened by people signed in to the form's workspace, or through that workspace's own API keys. The one exception is a workspace's logo, which anyone can see because it appears on the workspace's forms.

Some providers in the list above work from the United States, for example the AI models, email delivery and payments. Where personal data leaves the EU, it's protected by the EU–US Data Privacy Framework or the EU's standard contractual clauses.

We only use cookies needed for the service to work:

• Sign-in session for creators.
• Draft cookie (fz_anon) so a form you create before signing up can be attached to your new account. It lasts 30 days.
• Resume cookie (fz_r_…) so respondents can come back to a half-finished form on the same device.
• Cloudflare Turnstile may set cookies to tell people from bots.

We don't use advertising, analytics or cross-site tracking cookies. Because every cookie we set is strictly necessary for something you asked for, the law doesn't require your consent for them (§ 25(2) TDDDG), so we don't show a cookie banner.

• Responses are kept until the creator deletes them, or for the period the creator sets in their workspace's data retention setting.
• Creators can delete a single respondent's data (answers, conversation and files) at any time. Deleted forms are removed permanently after 24 hours.
• Unfinished conversations are deleted after 30 days, and forms made before sign-up that were never claimed after 30 days.
• When a subscription ends, the creator keeps read and export access for 90 days. We email a warning a week before, then delete the workspace's forms and responses.
• Your profile is kept until you delete it or your account. CV files read for the profile or to fill a form, and text or files given to describe a new form, are deleted as soon as they've been read.
• Usage statistics are deleted after 24 months.
• We keep billing records as long as tax and accounting law requires.

Depending on where you live, you may have the right to access, correct, delete or export your data, and to object to or restrict some processing. You can do most of this in the app: edit or delete your profile, change workspace settings, export responses to CSV, delete forms and respondents. Creators can find everything one respondent sent across their workspace, download it or delete it under Settings → Data requests. For anything else, email [email protected]. We'll answer within 30 days.

Respondents should contact the form's creator first, as they control their form's answers. Answers are saved as you go so you can pick up where you left off, which means the creator can see a conversation before it's submitted. Unfinished conversations are deleted after 30 days. You may also complain to a data protection authority, for example where you live or the one responsible for us, the Hessian Commissioner for Data Protection and Freedom of Information (HBDI) in Wiesbaden.

Data is encrypted in transit and at rest by our providers. Access is limited to people who need it to run the service. Respondent text is passed to the AI as data, never as instructions, and webhook deliveries are signed. No system is perfectly secure; if a breach affects your data, we'll tell you as the law requires.

Our admin access. A small, named list of FormzoAI staff can see accounts and workspaces (names, email addresses, members, plan, usage, region, sign-up date) to give support and run billing. They can grant a plan or pass, extend a trial, suspend a workspace that breaks our terms, or delete one when asked or required. Every such action is recorded with who did it and when. This admin view doesn't show form answers, and nobody can sign in as you.

FormzoAI isn't meant for children under 16, and creators may not use it to collect data from children without the consent the law requires.

If we change this policy in a way that matters, we'll email creators before it takes effect and update the date above. The Terms of Service explain the rules for using FormzoAI.