Privacy Policy

Who This Applies To

This policy applies to people who create or use a FormPilot workspace and to homeowners or customers who submit a FormPilot-powered public form. If you submit a form to a business, that business decides what information it asks for and how it follows up with you. FormPilot processes that information to provide the service to the business.

Information We Collect

• Account and workspace information, such as name, email address, organization name, workspace membership, role, and authentication details handled through Clerk.
• Form and submission information, such as form titles, fields, homeowner contact details, job details, uploaded media metadata, response status, notes, and submitted answers.
• Uploaded media, such as job photos or short videos, stored privately through Vercel Blob and shown only to authorized workspace members.
• AI summary inputs and outputs when a workspace uses FormPilot OpenAI-powered summaries, including submitted quote details needed to generate a practical follow-up summary.
• Billing information handled by Stripe, such as plan, billing status, customer portal access, invoices, and payment status. FormPilot does not store full card numbers.
• Integration settings and delivery metadata for webhooks, Slack, Google Sheets, Zapier-compatible webhook workflows, and read-only API keys. Secrets and tokens are stored encrypted or hashed according to the feature.
• Custom domain settings and verification status when a workspace connects a branded domain for public form links.
• Product, security, and usage information needed to operate FormPilot, prevent abuse, measure aggregate product usage, and troubleshoot errors.
• Support messages you send us, including screenshots or details you choose to include.

How We Use Information

We use information to provide and secure FormPilot, including to:

• Create and manage accounts, workspaces, roles, and permissions.
• Publish public quote request forms and store submitted responses.
• Show responses, attachments, notes, exports, analytics, and AI summaries to authorized workspace members.
• Send transactional emails, such as new-response notifications.
• Process billing, trials, subscriptions, invoices, and plan limits through Stripe.
• Deliver configured integrations, including webhooks, Slack notifications, Google Sheets rows, Zapier-compatible workflows, and API-key reads.
• Verify and route workspace custom domains for branded public form links.
• Detect abuse, rate-limit public forms and API requests, troubleshoot issues, and keep the service reliable.
• Improve FormPilot using privacy-safe product analytics and aggregate usage patterns.

AI Summaries

When AI summaries are enabled or requested, FormPilot may send relevant submission text and safe attachment metadata to an AI provider so a summary can be generated for the workspace. OpenAI-powered summaries are meant to help business owners respond faster. They may be incomplete or inaccurate, so users should review the original submission before making decisions.

Integrations

When a workspace connects an integration, FormPilot sends the information needed for that integration to work. For example, a webhook receives the documented submission payload, Slack receives a short notification, and Google Sheets receives one row per delivered submission. Workspace admins are responsible for where they connect FormPilot and who can access those third-party destinations.

Sharing With Service Providers

We use trusted providers to operate FormPilot, including authentication, database, hosting, storage, email, billing, analytics, abuse protection, AI, and integration providers. We share information with these providers only as needed to run FormPilot, support customers, secure the service, or comply with the law.

Security And Access

FormPilot uses workspace-scoped access controls so only authorized workspace members can view private dashboard data. Uploaded media is private by default. We do not expose raw user agents, IP addresses, private upload URLs, cookies, or raw request headers in customer analytics, integration history, or API responses.

Retention

We keep account, workspace, form, submission, billing, integration, and support records for as long as needed to provide FormPilot, comply with legal obligations, prevent abuse, resolve disputes, and maintain business records. Workspace owners can request deletion or export help through support.

Your Choices

You can update workspace settings, billing settings, notification settings, and integration settings from the dashboard where available. If you submitted a public form to a business, contact that business directly for questions about how it uses your quote request. You can also contact FormPilot support for help routing privacy or account questions.

Children

FormPilot is built for businesses and is not intended for children under 13.

Contact

Questions about privacy can be sent to support@formpilot.ai.