Privacy Policy

The privacy of your data — and it is your data, not ours! — is a big deal to us. In this policy, we lay out: what data we collect and why; how your data is handled; and your rights with respect to your data. We promise we never sell your data: never have, never will.

This policy applies to all products built and maintained by TheFastestForm.

What we collect and why

Our guiding principle is to collect only what we need. Here's what that means in practice:

Identity & access

When you sign up for TheFastestForm, we typically ask for identifying information such as your name, email address, and maybe a company name. That's just so you can personalize your new account, and we can send you invoices, updates, or other essential information. We'll never sell your personal info to third parties, and we won't use your name or company in marketing statements without your permission either.

Billing information

When you pay for TheFastestForm, we ask for your credit card and billing address. That's so we can charge you for service, calculate taxes due, and send you invoices. Your credit card is passed directly to our payment processor and doesn't ever go through our servers. We store a record of the payment transaction, including the last 4 digits of the credit card number and as-of billing address, for account history, invoicing, and billing support. We delete all stored credit card numbers when requested or if the account has been inactive for 1 year.

Geolocation data

We log all access to all accounts by full IP address so that we can always verify no unauthorized access has happened. We keep this login data for as long as your product account is active. We also log full IP addresses used to sign up a product account. We keep this record forever because they are used to mitigate spammy signups.

Website interactions

When you browse our marketing pages or applications, your browser automatically shares certain information such as which operating system and browser version you are using. We track that information, along with the pages you are visiting, page load timing, and which website referred you for statistical purposes like conversion rates and to test new designs. We sometimes track specific link clicks to help inform some design decisions. These web analytics data are tied to your IP address and user account if applicable and you are signed into our Services.

Anti-bot assessments

We use CAPTCHA services to mitigate brute force logins and as a means of spam protection. We have a legitimate interest in protecting our apps and the broader Internet community from credential stuffing attacks and spam. When you log into your accounts or create a new account, the CAPTCHA service evaluates various information (e.g., IP address, how long you have been on the site, mouse movements) to check whether the data is consistent with human behavior rather than automated activity.

Cookies and Do Not Track

We do use persistent first-party cookies to store certain preferences, make it easier for you to use our applications, and support some in-house analytics. A cookie is a piece of text stored by your browser to help it remember your login information, site preferences, and more. You can adjust cookie retention settings in your own browser. To learn more about cookies, including how to view which cookies have been set and how to manage and delete them, please visit: www.allaboutcookies.org.

At this time, our sites and applications do not respond to Do Not Track beacons sent by browser plugins.

Voluntary correspondence

When you write TheFastestForm with a question or to ask for help, we keep that correspondence, including the email address, so that we have a history of past correspondences to reference if you reach out in the future.

We also store any information you volunteer like surveys. Sometimes when we do customer interviews, we may ask for your permission to record the conversation for future reference or use. We only do so if you give your express consent.

When we access or share your information

To provide products or services you've requested. We do use some third-party services to run our applications and only to the extent necessary process some or all of your personal information via these third parties. Having subprocessors means we are using technology to provide services rather than hiring people to do the work. You can view the list of subprocessors for TheFastestForm in our legal policy documents.

To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your account to help you with a Support case, we will ask for your consent before proceeding.

To investigate, prevent, or take action regarding restricted uses. Accessing a customer's account when investigating potential abuse is a measure of last resort. We have an obligation to protect the privacy and safety of both our customers and the people reporting issues to us. We do our best to balance those responsibilities throughout the process. If we do discover you are using our products for a restricted purpose, we will report the incident to the appropriate authorities.

When required under applicable law. TheFastestForm is hosted in the EU, and we comply with applicable EU data protection regulations. If the European authorities approach us with a subpoena, properly executed, we're required to comply. Otherwise, we flat-out reject requests from local and foreign law enforcement when they seek customer data. And unless we're legally prevented from it, we'll always inform you when such requests are made. In the event a government authority outside the EU approaches us, our first response is to redirect them to seek assistance from EU authorities.

Similarly, if TheFastestForm receives a request to preserve data, we refuse unless the request comes from the EU authorities. If they compel us to comply, we automatically log those requests. And unless we're legally prevented from it, we'll always inform you when such requests are made.

If we get acquired. We don't have any intention of selling TheFastestForm. In the event that the ownership of the company changes due to a merger, acquisition, or sale to another entity, we will notify all affected users via a site-wide announcement and require the new owner to honor this Privacy Policy.

Your rights with respect to your information

At TheFastestForm, we apply the same data rights to all customers, regardless of their location. Currently some of the most privacy-forward regulations in place are the European Union's General Data Protection Regulation ("GDPR") and California Consumer Privacy Act ("CCPA") in the US. TheFastestForm recognizes all of the rights granted in these regulations, except as limited by applicable law. These rights include:

• Right to know. You have the right to know what personal information is collected, used, shared or sold. We outline both the categories and specific bits of data we collect, as well as how they are used, in this privacy policy.
• Right of access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.
• Right to correction. You have the right to request correction of your personal information.
• Right to erasure / "To be forgotten". This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, all of our service providers. Fulfillment of some data deletion requests may prevent you from using TheFastestForm services because our applications may then no longer work. In such cases, a data deletion request may result in closing your account.
• Right to complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority. To identify your specific authority or find out more about this right, EU individuals should go to https://edpb.europa.eu/about-edpb/board/members_en.
• Right to restrict processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of personal information. (Again: we never have and never will sell your personal data.)
• Right to object. You have the right, in certain situations, to object to how or why your personal information is processed.
• Right to portability. You have the right to receive the personal information we have about you and the right to transmit it to another party.
• Right to not be subject to automated decision-making. You have the right to object and prevent any decision that could have a legal, or similarly significant, effect on you from being made solely based on automated processes. This right is limited, however, if the decision is necessary for performance of any contract between you and us, is allowed by applicable law, or is based on your explicit consent.
• Right to non-discrimination. This right stems from the CCPA. We do not and will not charge you a different amount to use our products, offer you different discounts, or give you a lower level of customer service because you have exercised your data privacy rights. However, the exercise of certain rights (such as the right "to be forgotten") may, by virtue of the functionality of our products, prevent you from using our Services.

Many of these rights can be exercised by signing in and directly updating your account information. If you have questions about exercising these rights or need assistance, please contact us at privacy@thefastestform.com or at TheFastestForm.

4.3 International Transfers

Your data is primarily stored in secure data centers within the European Union. If we need to transfer data outside the EU, we ensure adequate protection through:

• Standard Contractual Clauses (SCCs)
• Adequacy decisions by the European Commission
• Other appropriate safeguards as required by GDPR

5. Data Security

5.1 Security Measures

We implement comprehensive security measures including:

• Encryption: 256-bit SSL/TLS for data transmission, AES-256 for data at rest
• Access Controls: Role-based access, multi-factor authentication, principle of least privilege
• Infrastructure: Secure cloud hosting, regular security audits, penetration testing
• Monitoring: 24/7 security monitoring, intrusion detection, automated threat response

5.2 Data Breach Response

In the event of a data breach, we will:

• Notify affected users within 72 hours when required by law
• Report to relevant authorities as required by GDPR
• Take immediate steps to secure the data and prevent further breaches
• Provide regular updates on our investigation and remediation efforts

6. Your Rights and Choices

6.1 Data Subject Rights (GDPR)

If you are in the EU, you have the right to:

• Access: Request a copy of your personal data we hold
• Rectification: Correct inaccurate or incomplete personal data
• Erasure: Request deletion of your personal data ("right to be forgotten")
• Portability: Receive your data in a structured, commonly used format
• Restriction: Limit how we process your personal data
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for data processing at any time

6.2 Account Controls

• Update your account information in your user dashboard
• Export your form data and responses at any time
• Delete individual forms and responses
• Close your account and request data deletion

6.3 Communication Preferences

• Opt out of marketing emails via unsubscribe links
• Manage notification settings in your account preferences
• Contact support to update communication preferences

7. Data Retention

7.1 Retention Periods

Data Type	Retention Period	Reason
Account Information	Until account deletion + 30 days	Account recovery, legal compliance
Form Content & Responses	Until deleted by user or account closure	Service provision
Usage Analytics	25 months	Service improvement, legal compliance
Support Communications	3 years	Customer support, dispute resolution

How we secure your data

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted.

For TheFastestForm, the data is encrypted at rest. Our application databases are encrypted at rest — the information you add to the products is stored on servers with encryption at rest.

Most data are not encrypted while they live in our application databases (since it needs to be ready to send to you when you need it), but we go to great lengths to secure your data at rest.

What happens when you delete data in your product accounts

In many of our applications, we give you the option to trash data. Anything you trash is purged from our active servers and caches within 30 days and from our backups within 60 days. We also delete your data after an account is cancelled. In some products, we give you the option to delete your account entirely and purge all data from our servers immediately.

Retrieving data for a single account from a backup is cost-prohibitive and unduly burdensome so if you accidentally delete something, we'll try to help you recover it from a live backup, or you can restore an accidentally deleted item from trash before the 30-day deadline.

If you want to export any data before deleting your account, you can do so directly from the application.

Location of site and data

Our products and other web properties are operated in the European Union. If you are located in the European Union or elsewhere outside of the European Union, your information will be processed and stored in the European Union. The European Union has strict privacy and information protection rules. TheFastestForm complies with EU privacy and information protection.

If you are located outside the European Union, you are choosing to transfer your information to the European Union for processing and storage. TheFastestForm complies with the EU-US and Swiss-US Privacy Shield Frameworks and the General Data Protection Regulation (GDPR) to provide adequate protection for the transfer of personal information from the EU and Switzerland to the US.

When transferring personal data from the EU

The EU has stronger privacy laws than most other countries. The European Commission has said EU personal data can only be transferred out of the EU through companies that meet adequacy or other EU requirements for protection of personal data.

TheFastestForm meets these requirements. We are self-certified to the EU-US Privacy Shield Framework. You can access our certification details on the Privacy Shield List. Additionally, TheFastestForm is a party to Data Processing Agreements that include the European Commission's Standard Contractual Clauses (also known as Model Clauses) to extend GDPR privacy principles, rights, and obligations everywhere personal data is processed.

Changes & questions

We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will also announce them on this page which can be found from time to time at main website.

Have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at privacy@thefastestform.com and we'll be happy to answer them!

Attribution to great people: These terms are adapted from the Basecamp open-source policies which are licensed under Creative Commons Attribution 4.0.