FluidForms

    FluidForms Privacy Policy

    Last Updated: November 20, 2025

    Your privacy is critically important to us. At FluidForms (operated by Palette Ventures LLC dba FluidForms), we have a few fundamental principles:

    • We are thoughtful about the personal information we ask you to provide and the personal information that we collect about you through the operation of our services.
    • We store personal information for only as long as we have a reason to keep it.
    • We aim to make it as simple as possible for you to control what information about you is shared, kept private, and permanently deleted.
    • We aim for full transparency on how we gather, use, and share your personal information.

    Below is our Privacy Policy, which incorporates and clarifies these principles.

    Who We Are and What This Policy Covers

    We are the team behind FluidForms, a data collection and workflow automation platform that helps you build and deploy forms, conversational agents, and automated integrations.

    This Privacy Policy applies to information that we collect about you when you use:

    • Our website (fluidforms.ai)
    • Our platform and services (the FluidForms product)
    • Our mobile applications (if any)

    This Privacy Policy also applies to information we collect when you apply for a job at FluidForms.

    Throughout this Privacy Policy we'll refer to our websites, mobile applications, and products collectively as "Services."

    Important Note: This Privacy Policy covers how we handle information about you as a customer. If you use FluidForms to collect information from your own users (through forms, conversational agents, or workflows you create), your use of that collected data is governed by your privacy policy. We process that customer-collected data on your behalf as a data processor.

    Information We Collect

    We only collect information about you if we have a reason to do so — for example, to provide our Services, to communicate with you, or to make our Services better.

    Information You Provide to Us

    • Account information: We ask for basic information to set up your account, such as email address, password, name, and company name. You may optionally provide additional information like billing address, phone number, or company details.
    • Payment and billing information: If you subscribe to a paid plan, we collect information needed to process payments, such as your name, billing address, and payment method details. Payment information is processed securely by our payment processor (currently Stripe).
    • Communications with us: When you contact support, respond to surveys, or communicate with us in any way, we keep a record of that communication.
    • Job applicant information: If you apply for a job with us, you may provide your name, contact information, resume, and professional references.

    Information We Collect Automatically

    • Log information: We collect standard web server information such as browser type, IP address, operating system, language preference, referring site, date and time of access, and mobile network information.
    • Usage information: We collect information about how you use FluidForms — for example, features you use, pages you visit, forms you create, and actions you take within the service. This helps us understand how to improve the product.
    • Device and analytics information: We use analytics tools to understand feature adoption, identify issues, and improve performance. We also collect information about your device to optimize the user experience.
    • Location information: We may determine approximate location from your IP address.
    • Visitor Identification: When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email or home address. We (or service providers on our behalf) may then send communications and marketing to these email or home addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.
    • Cookies and similar technologies: We use cookies to maintain your session, remember preferences, and understand how you use our Services.

    Information We Collect from Other Sources

    • Third-party login: If you create or log in through Google or another service, we receive the login information you authorize us to access.
    • Third-party integrations: If you integrate third-party services into your workflows, we may receive associated information from those services.

    How and Why We Use Information

    We use information about you for these purposes:

    • To provide our Services: Set up and maintain your account, host and secure your data, provide customer service, process payments, verify information, and support your use of the platform.
    • To ensure quality and improve our Services: Monitor how users interact with FluidForms to identify bugs, improve features, optimize performance, and create new capabilities. This includes using anonymized data from conversations and interactions to improve our service, including training and evaluation of automated features.
    • To communicate with you: Send transactional emails (password resets, billing confirmations), customer support responses, and occasional product updates or announcements. You can opt out of non-essential communications.
    • To market our Services: Understand which features resonate, measure marketing effectiveness, and share relevant information about FluidForms with prospects and customers.
    • To protect our Services and users: Detect and prevent fraud, security incidents, and abuse. Comply with legal obligations. Protect rights and property.
    • To fix problems: Monitor, debug, and repair issues with our platform.
    • To recruit: Evaluate job applicants and communicate with candidates.

    Legal Basis for Processing (GDPR)

    If you are located in the European Union or other jurisdictions with similar data protection laws, our use of your information is based on:

    • Performance of our contract with you (providing FluidForms)
    • Compliance with legal obligations
    • Protection of vital interests
    • Legitimate interests in providing and improving our Services, communicating with you, and ensuring security
    • Your consent (for marketing communications and certain tracking)

    Sharing Information

    How We Share Information

    We share information about you only when necessary and with appropriate safeguards:

    • Service providers: We share information with vendors who help us provide our Services. This includes payment processors (like Stripe), cloud infrastructure providers, analytics tools, email delivery services, and customer support tools. We require these vendors to agree to privacy commitments.
    • Legal requirements: We may disclose information in response to legal requests, subpoenas, or court orders.
    • Protection of rights: We may disclose information when we believe in good faith that it's necessary to protect FluidForms's rights, your rights, or the public.
    • Business transfers: If FluidForms is acquired, merged, or sold, your information may be transferred as part of that transaction.
    • With your consent: We share information when you authorize us to do so.
    • Aggregated or anonymized data: We may share data that has been aggregated or de-identified so it cannot identify you personally.

    Information Shared Publicly

    Any information you choose to make public — such as your public profile, published content, or public comments — is publicly available and may be accessed by others, indexed by search engines, or used by third parties.

    Your Privacy Rights and Choices

    Controlling Your Information

    • Limit what you share: You can choose not to provide optional information, though some features may require certain data.
    • Opt out of marketing: You can unsubscribe from promotional emails at any time. We'll still send transactional and important account-related emails.
    • Manage your data: You can access, correct, or delete your account information through your account settings.
    • Delete your account: You can close your account anytime. Your data will be deleted within 30 days, though we may retain it longer if required by law or for backup purposes.
    • Browser settings: You can set your browser to reject cookies, though some features may not work properly without them.

    European Users (GDPR Rights)

    If you are located in the EU or UK, you have the right to:

    • Request access to your personal data
    • Request correction or deletion
    • Object to processing
    • Request we limit processing
    • Receive your data in a portable format
    • Lodge a complaint with your data protection authority

    US State Privacy Rights

    Some US states grant residents additional privacy rights. You may have the right to:

    • Know what personal information we collect and how we use it
    • Delete your personal information
    • Correct inaccurate information
    • Opt out of certain data sharing or "sales"
    • Non-discrimination for exercising these rights

    You can exercise these rights by contacting us at legal-anti-bot-@-anti-bot-fluidforms.ai.

    How Long We Keep Your Information

    We retain information for as long as necessary to provide our Services and comply with legal obligations.

    • Account data: Kept while your account is active, then deleted according to our data retention schedule (generally within 90 days)
    • Payment information: Retained for 7 years (tax requirements)
    • Support communications: Retained for 3 years
    • Server logs: Retained for approximately 30 days
    • Analytics data: Retained for up to 2 years
    • Customer form data: You control retention; you can export or delete anytime

    Security

    While no online service is 100% secure, we work hard to protect your information. We use encryption, secure data centers, regular security monitoring, and industry-standard safeguards. We encourage you to enable two-factor authentication for additional security.

    Analytics

    We use analytics tools to understand how you use FluidForms across both our website and product. This helps us improve features, identify issues, and understand the customer journey.

    Product Analytics: We track how you use FluidForms product features, pages you visit, and actions you take. This is covered by our Terms of Service.

    Website Analytics: We track website visits, referring sources, and general traffic patterns. Your browser's cookie settings control these trackers.

    Important Information About Data Collected Through Your Forms

    When you use FluidForms to collect data from your users (through forms, conversational agents, or workflows you create), you become the data controller for that information. Here's what this means:

    • You own the data: All responses, submissions, and interaction data belongs to you.
    • You control the privacy policy: You must have your own privacy policy explaining what data you collect and how you use it.
    • You are responsible for consent: You must obtain necessary permissions from your form respondents.
    • FluidForms is the processor: We only process this data to run your forms and execute your workflows. We do not:
      • Use it for marketing
      • Share it with third parties (except as needed to run integrations you configure)
      • Sell it
      • Use it to identify or profile other users
    • You can export anytime: You have full access to download all data in standard formats.

    Important: If someone fills out a form you created, privacy questions should be directed to you (the form creator), not to FluidForms.

    We process customer-collected data on your behalf under a Data Processing Agreement (DPA). For enterprise customers, a standard DPA is available upon request.

    Third-Party Services

    Our Services integrate with third-party tools to provide specific functionality, such as Stripe for payment processing. These services have their own privacy policies. We don't control how they use data in accordance with their agreements with us, but we require them to protect your information.

    International Data Transfers

    FluidForms operates globally. If you are located in the EU or similar jurisdictions, your information may be transferred to, stored in, and processed in countries outside your location. We ensure appropriate safeguards are in place, including standard contractual clauses and data protection commitments.

    Children’s Privacy

    Our Services are intended for use by businesses and are not directed to children under 13 years of age (or a higher age where required by applicable law). We do not knowingly collect personal information from children, and if we learn that a child has provided us with personal information, we will take reasonable steps to delete it. If you believe a child has provided us with personal information, please contact us at legal-anti-bot-@-anti-bot-fluidforms.ai.

    Changes to This Policy

    We may update this Privacy Policy from time to time. We'll notify you of material changes by posting the new policy and updating the "Last Updated" date. Your continued use of FluidForms after changes constitutes acceptance of the updated policy.

    Contact Us

    If you have questions about this Privacy Policy or want to exercise your privacy rights, please contact us:

    Email: legal-anti-bot-@-anti-bot-fluidforms.ai

    Mailing Address: Palette Ventures LLC, dba FluidForms 732 S 6th St, Ste N Las Vegas, NV 89101

    We'll respond to requests within 30 days. For rights requests, we may need to verify your identity.

    Creative Commons License

    This Privacy Policy is based on the Automattic Legalmattic Privacy Policy, available under a Creative Commons Sharealike license. We've adapted it for FluidForms while maintaining its clarity and legal rigor.