Privacy Policy

1 – Introduction

ezFeedback, a comprehensive online form-building platform, stands as a reliable solution capable of handling data of any magnitude. At the core of our mission is a steadfast commitment to user privacy, viewing it not just as a legal obligation but as an intrinsic value integral to the services we provide. This privacy policy serves as a comprehensive guide, elucidating the nuanced ways in which ezFeedback navigates the collection, utilization, and processing of personal data. The policy applies uniformly to all our offerings, collectively referred to as the “Services.”

2 – Information Collection

2.1. Form Creators

  • Registration Information: As users embark on their journey with ezFeedback, we gather essential details during the registration process, including names, email addresses, and usernames.
  • Account Preferences: Our commitment to user customization is evident in the array of options available to form creators. From adding profile photos and team members to specifying language, timezone, and district preferences, users have the freedom to tailor their experience. We diligently track and implement these preferences within the framework of our Services.
  • Form Questions and Responses: To maintain the confidentiality of form-related interactions, we employ third-party server providers such as AWS. This not only ensures secure storage but also facilitates analysis through dedicated tools. Importantly, unless explicitly made public, forms and responses remain private, and we refrain from selling or sharing this information. Exceptions to this rule only arise when compelled by a subpoena or court order or granted explicit permission by the user.

2.2. Responders

  • Anonymous Responses: Recognizing the need for anonymity, form creators can collect responses anonymously. However, even in such cases, specific form questions might solicit personal information, emphasizing the delicate balance between privacy and data collection. We, as ezFeedback, store responses on behalf of creators, maintaining a clear distinction between our responsibilities and the content of the forms.
  • ezFeedback Sign-up Responses: Responders choosing to engage with forms via ezFeedback are required to provide registration information. This process aligns with the principles outlined in the Form Creators section of this policy. It’s noteworthy that, as ezFeedback, we are not accountable for the content of the forms, and users are encouraged to refer to the respective creator’s privacy policy for additional clarity.

2.3. Visitors

  • Usage Information: Understanding user interactions with our websites and services is crucial for continuous improvement. We collect usage information, encompassing webpage visits, clicks, language preferences, and more, to paint a comprehensive picture of user engagement.
  • Contact Information: Visitors reaching out to us through various channels, including forms, customer support interactions, or responses to creators, provide contact information. This information is meticulously stored and utilized for purposes directly related to the nature of the contact.
  • Device and Browser Data: The technology landscape is diverse, and to adapt to this diversity, we collect information from the devices and applications users employ to access our services. Device data spans IP addresses, ezFeedback user IDs (not applicable for anonymous responses), operating system details, device models, browser information, and more. Additionally, we may infer location information based on IP addresses, enhancing the contextual understanding of user interactions.
  • Information from Page Tags: Employing widely accepted tools such as cookies, web beacons, pixels, and local shared objects (collectively referred to as “cookies”), we gather information to enhance user experiences. The control over this information lies with the users, allowing them to dictate how this data is utilized. For a comprehensive understanding, users are encouraged to refer to our dedicated Cookie Policy.
  • Referral Information: Understanding the origin of user visits is crucial for assessing the effectiveness of our outreach efforts. We record referral information, providing insights into sources that directed visitors to our platform.

2.4. Information from Third Parties

Acknowledging the interconnected nature of the digital landscape, we responsibly collect personal information from third parties. This occurs either with user consent or through publicly available online sources or device/browser data. For a detailed understanding, users are encouraged to review the privacy policies of these third parties.

3 – How We Use the Information

3.1. The collection and processing of user information are guided by specific principles

  • Consent: Information is collected with the explicit consent of the user.
  • Contractual Obligations: Processing is undertaken when necessary to fulfill contractual obligations, ensuring the provision of Services and the seamless operation of our business.
  • Legitimate Business Interests: In jurisdictions where legitimate business interests serve as a valid basis for processing, we leverage this framework to operate, improve, and develop our Services. This includes communication with users, marketing our offerings, and personalizing user experiences. Additionally, this framework aids in the detection of illegal activities.
  • Legal Compliance: We diligently adhere to legal requirements, encompassing applicable laws and regulations. The alignment with legal standards is a cornerstone of our information processing practices.

3.2. These principles guide the use of information for diverse purposes, including

  • Providing Services, creating user accounts, and managing relationships.
  • Enhancing and developing products and services through data analytics to gain insights into user needs and preferences.
  • Overseeing business operations, including the resolution of billing and financial disputes.
  • Assessing eligibility for financial or marketing offers, products, and services.
  • Providing features such as reports and quotas to users.
  • Facilitating connections between users to organize teams.
  • Engaging in effective communication with users through electronic notifications regarding financial privacy.
  • Safeguarding against misuse or abuse of services and ensuring compliance with terms of service
  • Marketing services, products, and experiences through the delivery of gifts, promotional materials, and other non-transactional communications.
  • Personalizing user experiences through tailored recommendations, advertising, and offers based on insights derived from user interactions.
  • Aggregating and anonymizing information to create aggregate, anonymized statistics for research and marketing purposes.
  • Offering support and dispute resolution.
  • Conducting research, often in collaboration with academic institutions.
  • Complying with legal and regulatory requirements.
  • Managing event registrations and attendance, including related communications.
  • Protecting the rights, property, safety, or security of Services, users, employees, or others, and preventing fraudulent or illegal activity.
  • Exercising rights in judicial, administrative, or arbitration proceedings.
  • Enforcing, remedying, or applying our Terms of Use or other agreements.
  • Processing information for other purposes compatible with the disclosed purposes, where permitted by applicable law.

4 – Information Sharing

The sharing of user information is undertaken judiciously, with transparency and user consent at the forefront. Circumstances under which information is shared include:

  • Service Providers: We engage with service providers who assist us in delivering our Services. While some personnel of these providers may have access to user information, it is limited to what is necessary for the provision of their services to us. Our contracts with service providers mandate the maintenance of technical protections to safeguard the confidentiality of user information.
  • Billing Contact: In cases where the account holder details differ from the billing contact listed for an account, we may disclose user identity and account details to the billing contact upon their request. Attempts are made to notify users of such requests. By using our services and agreeing to this Privacy Policy, users implicitly consent to such disclosure.
  • Organizational Email Addresses: If the email address under which a user registers their account belongs to or is controlled by an organization, we may disclose that email address to the organization. This assists organizations in understanding which individuals associated with them use our services, supporting the management of enterprise accounts.
  • Aggregated or Anonymized Information: For the continuous improvement and promotion of our Services, we may share aggregated or anonymized information with third parties. This ensures that no individuals can reasonably be identified or linked to any part of the information shared. The purpose is to enhance and promote our services without compromising user privacy.
  • Advertising Networks and Exchanges: To reach a broader audience, we may collaborate with advertising networks and exchanges to display ads promoting our services on other websites. While we may use cookies to facilitate this process, no other personal information is shared with advertisers. Advertising network partners may also use cookies and page tags or web beacons to collect non-personal information about user activities on various websites, facilitating targeted advertising based on user interests.
  • Legal Obligations: Information may be disclosed as required or permitted by law. This includes situations where disclosure is necessary to protect our rights, ensure user safety, comply with judicial proceedings, respond to court orders, subpoenas, or other legal processes served on us.
  • Business Changes: In the event of a significant change in ownership or corporate reorganization, such as a merger, acquisition, consolidation, or any other action or transfer between ezFeedback entities, user information may be transferred to the new owner or successor entity. This ensures the continuity of service provision.
  • User Consent for Contact Details: In certain instances, we may expressly request user consent to provide their contact details to third parties. This facilitates communication for various purposes, including marketing. Users retain the right to revoke their permission. However, discontinuing communications from a third party requires direct contact with that party.

5 – Security

Safeguarding user information is a paramount priority. To achieve this, we employ a multi-faceted approach comprising physical, technical, and organizational safeguards. These measures are meticulously designed to protect user information from unauthorized access, disclosure, alteration, and destruction. For users seeking detailed insights into our security measures, comprehensive information is available on our platform.

6 – Your Rights

Empowering users with control over their personal information is fundamental to our approach. Whether users are creators, visitors, professionals, or third parties, they possess specific rights, including

  • Consent Withdrawal: Users have the right to withdraw consent at any time, aligning with our commitment to respecting user choices.
  • Access and Rectification: The right to request access to, and rectification of, personal information ensures transparency and accuracy.
  • Erasure and Restriction: Users can request the erasure of their personal information or the restriction of processing. This empowers users to control the extent to which their information is utilized.
  • Object to Processing: The right to object to processing allows users to voice valid objections to the utilization of their personal information. This is particularly relevant when processing is based on legitimate business interests.
  • Data Portability: Applicable in scenarios where personal information is processed based on consent or contractual performance, users have the right to data portability. This facilitates the seamless transfer of information when using automated means.
  • Users can communicate their requests through a dedicated form, ensuring a streamlined and user-friendly process. Our commitment is to consider all such requests and provide a timely response, typically within one calendar month. In certain cases, where permissible under applicable law, a longer period may be communicated to the user. Verification of user identity may be required to process requests, ensuring the security of user information. Some personal information may be exempt from certain requests, as outlined in this Privacy Policy.
  • Data Retention Policy: Recognizing the importance of data retention, we have implemented a policy wherein user data remains active for 12 months after a user becomes inactive. After this period, all data is automatically deleted unless the user reactivates their account.
  • Data Removal Policy: Users retain control over their data and can request its deletion at any time. Initiating the deletion process involves filling out a dedicated form. It’s crucial to note that account deletion and data removal occur 30 days after the user’s request. This ensures a grace period for users to reconsider their decision. Once the deletion process is complete, all data associated with the user’s account is permanently removed from our systems.
  • Services and Minors: Our Services are designed for use by individuals of legal age. Minors, defined as individuals under the age of 13 (or under a higher age if permitted by local laws), are not intended users of our platform. Forms App OÜ does not knowingly collect personal data from minors or allow them to register. In cases where unintentional collection is identified, immediate steps are taken to delete such information without prior notice. If there are reasons to believe that inadvertent data collection has occurred, users are encouraged to contact our customer support for prompt resolution.

7 – Contact Us

Open communication is encouraged, and users are invited to reach out to us with any questions or concerns related to our Privacy Policy. Two primary channels for contacting us are through a dedicated form and via email at info@ezfeedback.io. These avenues serve as direct connections for users to seek clarification, express concerns, or engage in a constructive dialogue about our privacy practices. We value user feedback and are committed to fostering a transparent and user-centric approach to privacy.