QuickForm Privacy Policy by LMP-Systems Ltd

Welcome to QuickForm, a product from LMP-Systems Ltd. This Privacy Policy sets forth our commitment to your privacy, detailing the handling of personal information and data across all QuickForm services, including our website, online form builder, and associated services (collectively referred to as "Services").

Introduction

QuickForm, a service by LMP-Systems Ltd, is dedicated to maintaining the confidentiality, integrity, and security of personal information entrusted to us by our customers and their form responders. This policy applies universally to all LMP-Systems Ltd Services unless stated otherwise.

Please read this privacy policy carefully.

Definitions and interpretation

In this privacy policy, the following definitions are used:

In this privacy policy, unless the context requires a different interpretation:

• the singular includes the plural and vice versa.
• references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy.
• a reference to a person includes firms, companies, government entities, trusts and partnerships.
• "including" is understood to mean "including without limitation".
• reference to any statutory provision includes any modification or amendment of it.
• the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

This privacy policy applies only to the actions of LMP-Systems Ltd and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

For purposes of the applicable Data Protection Laws, LMP-Systems Ltd is the "data processor". This means that LMP-Systems Ltd processes personal data on behalf of the controller.

Information We Collect

From Customers:

Registration Details: Includes usernames, passwords, and email addresses for account creation and management.

Billing Information: For transactions, QuickForm utilises Stripe, a third-party payment processing service. We do not capture, store, or have access to your financial details such as credit card numbers. All billing information is handled securely by Stripe, adhering to PCI DSS standards to ensure secure transactions. QuickForm only retains non-sensitive information related to transactions, such as payment status and billing summaries, necessary for account management and customer support.

Account Preferences: Customers can customise their QuickForm experience, including language, time zone, and communication settings.

From Form Creators and Responders:

Form Data: Consists of form content and responses, securely stored on AWS. QuickForm acts as a custodian of this data, respecting the privacy and ownership rights of Form Creators. The form creator (Customer) is responsible for this data, and they manage it. A form may ask you to provide personal information or data. If you have any questions about a form which a Customer has sent to you or given you access to fill in, or about the data to be provided in the form, please contact the form creator directly, since LMP-Systems Ltd is not responsible for the content of that form. The form creator may have their own privacy policy.

Are your form responses anonymous?: You will need to ask the form creator as it depends on how the individual, company or organisation has chosen to configure the form(s). We provide the form creators the ability to collect responses anonymously. However, even if a form creator has followed those steps, specific questions in the form may still ask you for your personal information or data that could be used to identify you.

Technical Data: This includes IP addresses, browser types, and device information, collected to enhance service functionality and ensure security.

Usage and Device Data: Collects data on how Services are accessed and used, aiding in service optimisation and user experience enhancement. Device-specific information helps in troubleshooting and improving service compatibility.

How We Use Your Information

The collected data supports service provision, improvement, customer support, and account management. It underpins service optimisation, security enhancements, and personalisation of the QuickForm experience.

How long we retain your information

We generally retain your information for as long as you have an account with us, as necessary to otherwise to provide services to you, to comply with our legal obligations, to enforce our agreements and terms of use, and for as long as one or more of your forms remain publicly accessible on our website.

If you close your account and make your forms publicly unavailable through your account dashboard, your personal info will be deleted after one month. If your account has not been closed but is inactive for one year, we will hold your personal data in encrypted form for one additional year, at which time we will delete it.

We will delete personal info in response to valid data subject requests made under applicable privacy law such as under the GDPR. This paragraph constitutes our data retention policy as to your personal information.

Data Sharing and Disclosure

Information may be shared with third-party service providers for necessary service functions, such as payment processing (Stripe) and data storage (AWS), under strict data protection terms. Information is not sold or disclosed to unauthorised third parties, with disclosures made only as required by law or with explicit consent.

In our commitment to providing innovative and efficient services, QuickForm integrates certain third-party technologies, including OpenAI to assist in automating the form-building process. This technology aids in interpreting user prompts to generate text-based responses that guide the real-time creation of form.

Please be advised that while QuickForm uses OpenAI's API for enhancing our services, we do not transmit any form data, response data or personal details of our users to OpenAI. Our utilisation is confined to generating form structures based on non-personal, descriptive prompts provided by our users.

However, it is important for Customers to be mindful of the information included in their prompts. Although QuickForm does not control the content Customers may choose to input, we strongly advise against submitting any personal, sensitive, or identifiable information within these prompts to prevent any inadvertent data processing by third-party services.

QuickForm is dedicated to upholding the highest standards of data privacy and security. Our integration of third-party technologies is conducted in strict adherence to data protection laws and regulations, ensuring that our users' privacy and data integrity are safeguarded.

International Data Handling

Data is primarily stored within the UK, with adherence to stringent data protection laws and regulations, ensuring data safety and privacy across borders.

User Rights and Privacy Controls

QuickForm empowers users with rights over their data, including access, correction, erasure, restriction, portability, and objection, in accordance with legal standards. However, it's the data controller—not the data processor—who is primarily responsible for responding to SARs (Subject Access Requests). The data controller is the organisation or person who determines the purposes and means of processing personal data (Customer). In contrast, the data processor processes personal data on behalf of the controller. For more information, you can contact us on privacy@quickform.app.

• Right to access - the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is "manifestly unfounded or excessive." Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
• Right to correct - the right to have your Data rectified if it is inaccurate or incomplete.
• Right to erase - the right to request that we delete or remove your Data from our systems.
• Right to restrict our use of your Data - the right to "block" us from using your Data or limit the way in which we can use it.
• Right to data portability - the right to request that we move, copy or transfer your Data.
• Right to object - the right to object to our use of your Data including where we use it for our legitimate interests.

Children's Data

Use of our websites is intended for adults at least eighteen (18) years of age. We do not knowingly collect personally-identifying information from children under the age of thirteen (13)

Security Commitment

QuickForm's security infrastructure is designed to protect user data against unauthorised access and breaches, incorporating industry-standard practices and technologies such as encryption, secure server environments, and regular security assessments.

We use technical and organisational measures to safeguard your Data, for example (but not limited to):

• Access to your account is controlled by a password and a username that is unique to you.
• We store your Data on secure servers.
• Two-Factor authentication.

Changes of business ownership and control

We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of LMP-Systems Ltd.

Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

We may also disclose Data to a prospective purchaser of our business or any part of it.

In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Cookies

This Website may place the following Cookies:

You can find a list of Cookies that we use in the Cookies Schedule.

You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser.

You can choose to delete Cookies at any time; however, you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

Cookie Schedule

Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.

We use the following strictly necessary cookies:

Legal Basis for Processing

Personal information that we collect is processed under the following legal basis:

Our legitimate interests. This includes:

• to enable us to provide our products and services and website use and access to you for analytics, to gather metrics to better understand how users use the our websites, and to evaluate and improve our websites
• to prevent fraud and other illegal activity
• the legitimate interests of others (for example, to ensure the security of our website)
• to comply with legal obligations, as part of our general business operations, and for other internal business administration purposes
• if we collect demographic information from you (such as gender and ethnic origin) in order to carry out diversity monitoring and such information is not collected in an anonymous format, then we rely on our legitimate interest to do so.

Contractual obligations. For the performance of contractual obligations between you and Us, including the QuickForm terms of Use and/or in our separate written contract with you.

Consent. Where required by law, we may process your personal information in some cases for marketing purposes on the basis of your consent (which you may withdraw at any time after giving it).

Complaints and Dispute Resolution

Users can raise concerns or complaints regarding data handling to privacy@quickform.app. QuickForm is committed to addressing all enquiries promptly and effectively.

You also have the right to lodge a complaint before a supervisory data protection authority regarding our data processing. If you are in the UK, the data protection authority is the UK Information Commissioner’s Office available at https://ico.org.uk/. If you are in Europe, an up to date list of data protection authorities is available at https://edpb.europa.eu/about-edpb/board/members_en.

General

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

Unless otherwise agreed, no delay, act, or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Policy Updates and Notification

This Privacy Policy may be updated to reflect changes in legal requirements, operational practices, or service offerings. Users will be notified of significant changes through our Services or direct communication – usually upon login.

Contact and enquiries

For further information, questions, or to exercise your privacy rights, please contact us at privacy@quickform.app.

Last reviewed in December 2023