Privacy Policy

Effective Date: January 1, 2025

This Privacy Policy describes how Popform, Inc. ("Popform," "we," "us," or "our") collects, uses, shares, and protects your personal information when you use our website at popform.ai and our form-building, document, and electronic signature services (collectively, the "Services").

By accessing or using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not use our Services.

1. Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide when you use our Services, including:

• Account Information: Name, email address, password, company name, and billing information when you create an account.
• Form and Document Content: Data you enter into forms, documents, and templates you create, send, or sign through our Services.
• Signature Data: Electronic signatures, initials, and related signing information you provide when executing documents.
• Payment Information: Credit card numbers, billing addresses, and other payment details processed through our third-party payment providers.
• Communications: Information you provide when you contact our support team, respond to surveys, or communicate with us.
• Profile Information: Any additional information you choose to add to your account profile.

1.2 Information Collected Automatically

When you use our Services, we automatically collect certain information, including:

• Usage Data: Pages viewed, features used, forms created, documents signed, clicks, and other interactions with our Services.
• Device Information: Device type, operating system, browser type and version, screen resolution, and device identifiers.
• Log Data: IP address, access times, referring URLs, and other standard server log information.
• Cookies and Tracking Technologies: We use cookies, web beacons, pixels, and similar technologies to collect information about your browsing behavior and preferences. See Section 7 for more details.

1.3 Information from Third Parties

We may receive information about you from third parties, including:

• Integration Partners: If you connect third-party services (such as Google Workspace, Slack, or CRM platforms) to your Popform account.
• Analytics Providers: Aggregated or de-identified data from analytics services.
• Business Partners: Information from partners with whom we offer co-branded or joint services.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provide and Maintain Services: To operate, deliver, and improve our form-building, document management, and electronic signature platform.
• Process Transactions: To process payments, send transaction confirmations, and manage your subscription.
• Communicate with You: To send service-related notices, respond to your inquiries, and provide customer support.
• Personalization: To customize your experience, recommend features, and deliver relevant content.
• Analytics and Improvement: To understand how our Services are used, identify trends, and improve functionality and performance.
• Security: To detect, prevent, and address fraud, abuse, and security issues.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, and enforceable governmental requests.
• Marketing: To send promotional communications about new features, products, or services (with your consent where required by law).

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

3.1 Service Providers

We share information with third-party vendors and service providers who perform services on our behalf, such as hosting, payment processing, analytics, email delivery, and customer support.

3.2 Form and Document Recipients

When you send a form or document for signature, we share relevant information with the designated recipients as necessary to facilitate the transaction.

3.3 Business Transfers

If Popform is involved in a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

3.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal requests by public authorities, including to meet national security or law enforcement requirements.

3.5 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our Services. We also retain and use your information as necessary to comply with our legal obligations, resolve disputes, enforce our agreements, and as permitted by applicable law.

Signed documents and associated audit trails are retained in accordance with applicable legal requirements for electronic signatures and records.

When you delete your account, we will delete or anonymize your personal information within 90 days, except where we are required to retain certain information by law.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256).
• Regular security assessments and penetration testing.
• Access controls and authentication requirements for our personnel.
• Secure development practices and code review processes.

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information, subject to certain exceptions.
• Portability: Request a copy of your data in a structured, machine-readable format.
• Opt-Out: Opt out of receiving marketing communications at any time by clicking the "unsubscribe" link in our emails or contacting us.
• Restrict Processing: Request that we limit the processing of your personal information under certain circumstances.

To exercise any of these rights, please contact us at privacy@popform.ai. We will respond to your request within 30 days.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze usage, and assist with marketing. The types of cookies we use include:

• Essential Cookies: Required for the operation of our Services. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our Services by collecting and reporting information anonymously.
• Functional Cookies: Enable enhanced functionality and personalization, such as remembering your preferences.
• Marketing Cookies: Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our Services.

8. International Data Transfers

If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other countries where our servers or service providers are located.

We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy when transferred internationally.

9. Children's Privacy

Our Services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete that information promptly.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:

• The right to know what personal information we collect, use, and disclose.
• The right to request deletion of your personal information.
• The right to opt out of the sale or sharing of your personal information.
• The right to non-discrimination for exercising your privacy rights.
• The right to correct inaccurate personal information.

To exercise these rights, contact us at privacy@popform.ai or call us at the number listed in the Contact section below.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy on our website with a new effective date, and where required by law, we will provide additional notice (such as via email).

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@popform.ai
• Address: Popform, Inc., San Francisco, CA
• Website: https://www.popform.ai

For data protection inquiries, you may also contact our Data Protection Officer at dpo@popform.ai.