Last updated: [date]
Who we are
Formwise is operated by [Company legal name], [legal form], registered at [registered address] under number [company registration number] ("Formwise", "we", "us"). For any question about this policy or your personal data, contact us at [privacy email].
Our two roles
When you visit our website or create a Formwise account, we decide how your personal data is used: we are the data controller.
When an association uses Formwise to manage its members, the association decides what member data is stored and why. The association is the data controller and Formwise processes that data on its behalf as a data processor, under a data processing agreement. Members who want to exercise their rights over that data should contact their association first.
The data we collect
- Account data: name, email address, association name, role and password (stored encrypted).
- Billing data: billing address, VAT number and payment history. Card details are handled by our payment provider and never stored by us.
- Usage data: pages visited, features used, device and browser type, and IP address, used to keep the service secure and working.
- Communications: messages you send us through the contact form, email or support.
Why we use it and on what legal basis
- To provide the service and manage your account (performance of a contract).
- To bill you and meet our accounting obligations (legal obligation).
- To secure the service, prevent fraud and improve Formwise (legitimate interests).
- To send product news, only if you agreed to receive it (consent, which you can withdraw at any time).
Who we share it with
We never sell personal data. We share it only with service providers who help us run Formwise, such as hosting, email delivery and payment processing, and only to the extent they need. Each of them is bound by a data processing agreement. The current list of sub-processors is available on request at [privacy email].
Where your data is stored
Formwise data is hosted in the European Union. If a provider processes data outside the European Economic Area, we make sure the transfer is protected by an adequacy decision or the European Commission’s standard contractual clauses.
How long we keep it
We keep account data for as long as your account is active and for [retention period] afterwards, unless the law requires us to keep it longer (for example, invoices are kept for [accounting retention period]). Associations can delete member data at any time, and all customer data is deleted within [deletion period] after an account is closed.
Your rights
Under the General Data Protection Regulation (GDPR), you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased;
- restrict or object to certain processing;
- receive your data in a portable format;
- withdraw your consent at any time, where we rely on consent.
To exercise these rights, contact [privacy email]. We answer within one month. You also have the right to lodge a complaint with your national data protection authority.
Security
We protect personal data with encryption in transit and at rest, access controls, regular backups and monitoring. Access to customer data within Formwise is limited to staff who need it to provide support.
Cookies
Our use of cookies is explained in our cookie policy.
Changes to this policy
We may update this policy from time to time. When we make significant changes, we will let account holders know by email before they take effect.