Privacy Policy

This Privacy Policy explains how Flexform ("Flexform," "we," "us," or "our") collects, uses, stores, shares, and deletes personal information when you use the Flexform website, application, forms, integrations, and related services (the "Services"). It also explains your privacy choices.

If you use Flexform for an organization, that organization controls the forms, contacts, submissions, and communications in its workspace. Flexform processes that information on the organization’s behalf. For information we collect for our own purposes, Flexform is the data controller.

Questions or privacy requests can be sent to support@flexform.app.

1. Information we collect

Account and workspace information

We collect information you provide when you create or manage an account or workspace, such as your name, email address, workspace name, role, authentication information, preferences, billing status, and communications with our support team. Authentication credentials are handled by our authentication provider.

Content you and your respondents provide

We process the content placed in the Services, including forms, form settings, submissions, contact details, imported contact lists, tags, notes, bookings, messages, email drafts, broadcasts, attachments, uploaded branding, and other workspace content. Form owners decide what their forms ask for and are responsible for providing their respondents with any privacy notice and obtaining any consent required by law.

Usage and device information

We collect technical and usage information needed to operate, secure, and improve the Services, such as IP address, browser and device type, operating system, pages and features used, timestamps, referring pages, diagnostic events, and approximate location derived from an IP address. We do not collect precise GPS location unless a feature clearly asks you to provide it.

Payment information

Payments are processed by Stripe. Flexform receives billing records such as customer and subscription identifiers, plan, payment status, and limited transaction information. We do not store complete payment card numbers or card security codes.

Information from connected services

If you choose to connect an integration, we receive the information and permissions needed to provide that integration. The exact information depends on the provider and is shown during the authorization flow. You do not have to connect an integration to create a Flexform account.

2. Google Workspace and Gmail data

This section specifically describes Flexform’s use of information obtained from Google APIs ("Google user data"). Our use and transfer of Google user data complies with the Google API Services User Data Policy, including its Limited Use requirements.

Data Flexform accesses

When you connect Gmail or Google Workspace, Flexform accesses:

• the email address of the Google account you connect;
• the Google account display name, if Google makes it available through the identity information already authorized for the connection;
• OAuth authorization and connection identifiers needed to maintain the connection;
• the email content, recipients, subject, headers, and attachments that you choose to send from Flexform through Gmail; and
• message and thread identifiers returned by Gmail after an email is sent, so Flexform can record delivery and keep later messages associated with the correct Flexform conversation.

Flexform does not use the Gmail API to read, list, search, download, or import your inbox, existing messages, contacts, or email history. Replies shown in Flexform arrive through the dedicated Flexform reply address or forwarding flow; they are not retrieved from your Gmail inbox.

How Google user data is used

We use Google user data only to identify the connected account and its sending address, show the account name and address in the interface and sender details when available, maintain the connection, send emails that you or an authorized workspace member compose, approve, or configure Flexform to send, associate sent emails with the correct Flexform conversation, provide connection status, troubleshoot the integration, prevent abuse, and comply with law. Flexform does not take actions in your Google account outside these disclosed features.

How Google user data is stored

Flexform stores the connected Google email address, the integration provider and connection reference, connection metadata, and Gmail message or thread identifiers needed for the features described above. If Google returns an account display name, Flexform uses it in the outgoing sender details and does not store it in the workspace database. Copies of emails composed or sent in Flexform are stored as part of the workspace’s message history.

Flexform uses an integration service provider, currently Nango or Composio depending on the deployment, to conduct the OAuth connection and relay authorized API requests. That provider holds the OAuth access and refresh credentials on Flexform’s behalf. Flexform’s application database stores a connection reference rather than the Google OAuth access or refresh token.

How Google user data is shared

Google user data is disclosed only as necessary to provide and secure the Gmail integration:

• to Google, when Flexform submits an email for delivery or makes another authorized Gmail request;
• to Nango or Composio, acting as Flexform’s integration processor, to maintain the OAuth connection and relay the authorized request;
• to cloud hosting, database, logging, and security providers acting under our instructions, only to the extent necessary to operate and protect the Services; and
• when required by law, or when necessary to investigate security incidents or abuse.

We do not sell Google user data, use it for advertising, share it with advertising platforms or data brokers, use it to determine creditworthiness or for lending, or use it to create an unrelated database. We do not allow humans to read Google user data except with your affirmative permission for support, when necessary for security or abuse investigation, when required by law, or when the data has been aggregated and de-identified for permitted internal operations.

Google user data and artificial intelligence

Flexform does not use information obtained from Google Workspace APIs to develop, improve, or train generalized or non-personalized artificial intelligence or machine-learning models. We do not transfer Google user data to AI model providers for those purposes.

If you separately ask Flexform’s in-app AI to draft or rewrite a reply, Flexform sends the conversation content, contact context, workspace writing instructions, and your drafting instructions to the AI providers described below. The conversation content used for this feature comes from information already present in Flexform; Flexform does not retrieve it from your Gmail inbox. Connected Google credentials, Google account connection metadata, and Gmail API identifiers are not included in AI prompts.

Disconnecting Google and deleting Google user data

You can disconnect Gmail from Settings > Integrations at any time. When you disconnect it, Flexform removes its local integration connection and instructs the integration provider to delete or revoke the associated OAuth connection. Flexform can no longer send through that Google account. You can also revoke Flexform’s access from your Google Account security settings.

Disconnecting Gmail does not automatically delete emails already sent or the copies and conversation history already stored in your Flexform workspace. You may delete the relevant workspace content, delete the workspace, or contact support@flexform.app to request deletion. Gmail messages already delivered to recipients remain in the recipients’ and sender’s mail systems according to their own controls and retention rules.

Microsoft Outlook and Microsoft 365 data

This section describes Flexform’s use of information accessed through Microsoft Graph when you connect Outlook or Microsoft 365.

Data Flexform accesses

When you connect Outlook or Microsoft 365, Flexform accesses:

• the connected account’s email address, which Microsoft Graph returns as the account mail address or user principal name;
• the connected account’s display name, when returned by Microsoft Graph, to show the connected sender identity;
• OAuth authorization and connection identifiers needed to maintain the connection; and
• the message content, recipients, subject, reply-to address, and attachments that you choose to send from Flexform through Microsoft Graph.

Flexform does not use Microsoft Graph to read, list, search, download, or import your Outlook inbox, existing messages, contacts, or email history. Replies shown in Flexform arrive through the dedicated Flexform reply address or forwarding flow; they are not retrieved from your Outlook inbox.

How Microsoft data is used and stored

We use Microsoft data only to identify the connected account and its sending address, show the account name and address in the interface and sender details, maintain the connection, send emails that you or an authorized workspace member compose, approve, or configure Flexform to send, show connection status, troubleshoot the integration, prevent abuse, and comply with law. Microsoft Graph saves messages sent through this integration in the connected account’s Sent Items folder. Flexform also stores copies of emails composed or sent in Flexform as part of the workspace’s message history.

Flexform stores the connected Microsoft email address, integration provider and connection reference, and connection metadata. If Microsoft Graph returns an account display name, Flexform uses it in the outgoing sender details and does not store it in the workspace database. Flexform uses an integration service provider, currently Nango or Composio depending on the deployment, to conduct OAuth and relay authorized Microsoft Graph requests. That provider holds the OAuth credentials on Flexform’s behalf; Flexform’s application database stores a connection reference rather than the OAuth access or refresh token.

How Microsoft data is shared

Microsoft data is disclosed only as needed to provide and secure the Outlook integration: to Microsoft when Flexform identifies the connected account or sends the message; to Nango or Composio to maintain the OAuth connection and relay the authorized request; to hosting, database, logging, and security providers acting under our instructions as needed to operate and protect the Services; and when required by law or necessary to investigate security incidents or abuse. We do not sell Microsoft data, use it for advertising, or provide it to AI model providers to train generalized or non-personalized models.

If you separately ask Flexform’s in-app AI to draft or rewrite a reply, Flexform may send the relevant conversation content, contact context, workspace writing instructions, and your instructions to Mistral AI as described below. The conversation is already present in Flexform; Flexform does not retrieve it from your Outlook mailbox. Microsoft account connection information and OAuth credentials are not included in AI prompts.

Disconnecting Outlook and deleting Microsoft data

You can disconnect Outlook from Settings > Integrations at any time. Flexform removes its local integration connection and instructs the integration provider to delete or revoke the associated OAuth connection. You can also revoke Flexform’s access through your Microsoft account or organization’s connected-app controls. Disconnecting Outlook does not automatically delete messages in Microsoft Sent Items or message copies and conversation history stored in your Flexform workspace. You may delete the relevant workspace content, delete the workspace, or contact support@flexform.app to request deletion. Microsoft and email recipients retain their own copies under their own controls and retention rules.

3. How we use information

We use personal information to:

• provide, maintain, personalize, and improve the Services;
• create and secure accounts and workspaces;
• publish forms, receive submissions, manage contacts, support bookings, and deliver messages and broadcasts;
• provide integrations and perform actions you request through them;
• generate AI-assisted drafts when that feature is enabled and requested;
• process payments and administer subscriptions;
• send transactional, security, support, and service-related communications;
• measure performance, diagnose errors, understand feature usage, and improve the Services;
• detect, prevent, and investigate fraud, spam, abuse, and security incidents; and
• comply with legal obligations and enforce our agreements.

To protect workspaces from spam and abuse, emails sent to addresses provided by the Services and submissions to forms are checked by automated filters, run by us and by our service providers, including Cloudflare. These filters read message details such as the sender, recipient, headers, and content, and may delay, reject, or discard a message without a person reviewing it. Filtered messages may not reach the workspace. See our Terms of Service for more detail.

Where applicable, our legal bases include performing our contract with you, our legitimate interests in operating and securing the Services, compliance with legal obligations, and consent. You may withdraw consent where consent is the applicable basis.

4. AI-assisted features

Flexform provides optional AI-assisted form creation and email drafting and rewriting. When a user invokes form creation, the form description and generated form structure and copy are processed by Mistral AI. When a user invokes email drafting or rewriting, relevant conversation messages, the contact’s name and email address, the conversation subject, workspace business context, the user’s instructions, and the generated output are processed by Mistral AI. Flexform may also process AI prompts, outputs, model information, token usage, latency, and errors through PostHog for AI feature observability and improvement.

AI-generated forms and text are suggestions. A user can review and edit them before publishing or sending. Flexform does not authorize Mistral AI, PostHog, or any other processor to use this information to train generalized models on Flexform’s behalf. Workspace owners can disable automatic AI draft suggestions in workspace settings.

5. How we share information

We do not sell personal information. We disclose information only as described in this Policy:

• Workspace members. Content is available to authorized members of the workspace according to their role.
• Service providers. We use providers for cloud hosting, databases, authentication, email delivery, integrations, analytics, error monitoring, AI processing, customer support, and payments. These providers process information to perform services for Flexform.
• Connected services. When you direct Flexform to use an integration, we send the information needed to perform the requested action to that service.
• Recipients and form owners. Information is disclosed to email recipients and to the organization that owns a form or workspace, as the feature requires.
• Legal and safety reasons. We may disclose information when reasonably necessary to comply with law, respond to valid legal process, protect rights and safety, or investigate fraud, abuse, or security incidents.
• Business transfers. Information may be transferred as part of a merger, financing, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality and notice requirements.

Important providers currently used by the Services may include Google, Microsoft, X, OpenAI, Nango, Composio, Neon, PostHog, Mistral AI, Stripe, Resend, SendGrid, Cloudflare, and our hosting and infrastructure providers. Which providers process your information depends on the features and integrations you use.

6. Cookies and analytics

Flexform uses necessary cookies and local storage to authenticate users, remember preferences, maintain security, and operate the Services. We also use PostHog to understand product and website usage and diagnose problems, and may use Google Ads, X Ads, and OpenAI Ads measurement tools to understand whether advertisements lead to account registrations and product activation. Where consent is required, analytics and advertising measurement are disabled until you accept them. You can change your choice through the cookie controls presented on the website or through your browser settings. Rejecting analytics cookies does not prevent you from using core product features.

Google user data obtained through Google APIs is not provided to PostHog for advertising or cross-site profiling.

7. Data security

We use administrative, technical, and organizational safeguards designed to protect personal information. These safeguards include encryption in transit using HTTPS/TLS, encryption at rest through our cloud and integration providers, access controls, separation of production credentials, hashed Flexform API keys, logging and monitoring, and procedures for responding to suspected security incidents.

Google OAuth credentials are held by the integration provider and are not stored in Flexform’s application database. Access to production systems is limited to people and processors who need it to operate, secure, or support the Services. No system is completely secure, and we cannot guarantee that unauthorized access will never occur.

8. Retention and deletion

We keep personal information only for as long as reasonably necessary to provide the Services, maintain the account or workspace, satisfy the purposes described in this Policy, resolve disputes, enforce agreements, and meet legal, tax, accounting, security, and fraud-prevention obligations.

• Workspace content is generally retained while the workspace exists, unless a user deletes it earlier.
• Deleting a workspace removes its active forms, submissions, contacts, conversations, messages, integration references, and related workspace records from the active database.
• Disconnecting an integration removes the active local connection as described in the Google section above.
• Billing and transaction records may be kept for the period required by financial and tax laws.
• Security logs and anti-abuse records may be retained for a limited period necessary to protect the Services.
• Residual copies may remain temporarily in encrypted backups until those backups are rotated. Backup copies are isolated from ordinary use and retained only for recovery, security, and legal purposes.

To request access to or deletion of personal information, email support@flexform.app. We may need to verify your identity and authority over the relevant account or workspace. If Flexform processes your information on behalf of a form or workspace owner, you should normally direct your request to that owner; we will assist the owner as required.

9. International transfers

Flexform and its service providers may process information in countries other than the country where you live. Where required, we use recognized safeguards for international transfers, such as adequacy decisions, standard contractual clauses, or equivalent contractual protections.

10. Your rights and choices

Depending on where you live, you may have the right to request access to, correction of, deletion of, or a portable copy of your personal information; object to or restrict certain processing; withdraw consent; and appeal a decision regarding a privacy request. You may also have the right to complain to your local data protection authority.

You can update certain account and workspace information in the Services, disconnect integrations in Settings > Integrations, delete a workspace in Settings, revoke Google access through your Google Account, opt out of analytics where controls are provided, and unsubscribe from marketing emails using the link in those emails. Transactional and security messages may still be sent while your account remains active.

Flexform does not sell personal information or share it for cross-context behavioral advertising. We do not discriminate against users for exercising privacy rights.

11. Children

The Services are not directed to children under 18, and we do not knowingly create accounts for children under 18. If you believe a child has provided personal information to Flexform inappropriately, contact support@flexform.app.

12. Changes to this Policy

We may update this Policy to reflect changes to the Services, our data practices, or applicable law. The “Last updated” date identifies the current version. We will notify users of material changes through the Services, by email, or through another prominent notice.

If we change how Flexform accesses or uses Google user data, we will notify affected users and ask them to consent to the updated disclosure before using Google user data for the new or different purpose.

13. Contact

For questions, complaints, or requests concerning privacy or Google user data, contact:

Flexform Privacy
support@flexform.app
https://flexform.app/privacy