Privacy Policy for HiForm.ai

Effective Date: 1 June 2025

Last Updated: 1 June 2025

1. Introduction

Welcome to HiForm.ai ("we," "us," "our"). We provide an application ("Service") available at https://hiform.ai that allows users ("you," "your") to create their own forms, assisted by artificial intelligence (AI).

This Privacy Policy outlines how HiForm.ai collects, uses, stores, shares, and protects your personal information when you use our Service. We are committed to protecting your privacy and handling your data in an open and transparent manner, in compliance with the Australian Privacy Act 1988 (Cth) ("Privacy Act") and the Australian Privacy Principles (APPs).

Our company is based in Australia and can be contacted at contact@hiform.ai.

2. Scope of this Policy

This Policy applies to all personal information collected by HiForm.ai through your use of our website, the HiForm.ai application, and any related services.

It's important to distinguish between:

• Your Personal Information: Information we collect about you as a user of HiForm.ai (e.g., your account details).
• Form Data: Information that you (or individuals responding to your forms) input into the forms you create using our Service. You are the controller of this Form Data. Our policy regarding Form Data is detailed in Section 6.

3. What Personal Information We Collect

We collect personal information that is reasonably necessary for us to provide our Service to you and to conduct our business. The types of personal information we may collect include:

a) Information You Provide Directly:

• Account Information: When you register for an account, we collect information such as your name, email address, password (stored in hashed form), and any other information you choose to provide for your profile.
• Payment Information: If you subscribe to paid features, we (or our third-party payment processors) will collect payment and billing information, such as your credit card details and billing address. We do not store your full credit card details ourselves; this is handled by our PCI-DSS compliant payment processors.
• Form Content (excluding Form Data submitted by your respondents): The questions, descriptions, and structural elements you create for your forms.
• AI Prompts: The text prompts you submit to our AI assistant to help generate form content.
• Communications: If you contact us directly (e.g., via email at contact@hiform.ai for support), we will collect your name, email address, and the content of your communications.
• Feedback and Surveys: Information you provide when you participate in surveys or provide feedback on our Service.

b) Information We Collect Automatically:

• Log Data: When you access or use our Service, our servers automatically record information, including your IP address, browser type and settings, device information, operating system, date and time stamps, and referring URLs.
• Usage Data: Information about how you interact with our Service, such as the features you use, pages you visit, links you click, and the duration and frequency of your activities.
• Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities, enhance your user experience, and analyze Service usage. Please see our Cookie Policy (or Section 10) for more details.

c) Information from Third Parties:

We may receive information about you from third-party services if you choose to integrate or link them with HiForm.ai (e.g., logging in via a third-party provider, if offered). The information we receive depends on your privacy settings with that third party.

4. How We Use Your Personal Information

We use your personal information for the following purposes, based on lawful grounds:

a) To Provide and Maintain Our Service (Contractual Necessity):

• To create and manage your account.
• To enable you to create, manage, and deploy forms.
• To provide AI-assisted form creation functionalities.
• To process your payments for subscription services.
• To provide customer support and respond to your inquiries.

b) To Improve and Develop Our Service (Legitimate Interests):

• To understand how users interact with our Service to enhance functionality and user experience.
• To develop new features, products, and services.
• To analyze trends and usage patterns.
• To troubleshoot technical issues and ensure the security of our Service.

c) To Communicate With You (Legitimate Interests / Consent):

• To send you service-related announcements, updates, security alerts, and administrative messages.
• To send you marketing communications about new products, features, promotions, and events, where you have consented or where otherwise permitted by law (you can opt-out at any time).

d) For Legal and Compliance Purposes (Legal Obligation / Legitimate Interests):

• To comply with applicable laws, regulations, legal processes, or government requests (e.g., responding to subpoenas or court orders).
• To enforce our Terms of Service and other policies.
• To protect our rights, privacy, safety, or property, and/or that of yours or others.
• To prevent, detect, and investigate fraud, security breaches, or other potentially prohibited or illegal activities.

5. How We Share Your Personal Information

We do not sell your personal information. We may share your personal information in the following circumstances:

a) Third-Party Service Providers:

We engage third-party companies and individuals to perform services on our behalf (e.g., cloud hosting providers like AWS or Google Cloud, payment processors, AI API providers, analytics providers, customer support tools, email service providers). These providers will only have access to your personal information to the extent necessary to perform these tasks on our behalf and are obligated by contract not to disclose or use it for any other purpose.

AI Providers: When you use AI-assisted features, your prompts and the form content you are working on may be sent to third-party AI service providers (e.g., OpenAI, Google) to generate suggestions. We take steps to ensure these providers have appropriate data protection measures. We recommend you review their respective privacy policies. We do not permit these providers to use your data to train their general models unless explicitly stated and agreed by you.

b) Legal Requirements:

We may disclose your personal information if required to do so by law or in the good faith belief that such action is necessary to:

• Comply with a legal obligation or a request from public authorities.
• Protect and defend the rights or property of HiForm.ai.
• Prevent or investigate possible wrongdoing in connection with the Service.
• Protect the personal safety of users of the Service or the public.
• Protect against legal liability.

c) Business Transfers:

In the event of a merger, acquisition, financing, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your personal information may be sold or transferred as part of such a transaction, as permitted by law and/or contract. We will notify you before your personal information is transferred and becomes subject to a different privacy policy.

d) With Your Consent:

We may share your personal information with third parties when we have your explicit consent to do so.

6. Form Data (Data Collected Through Forms You Create)

a) Your Responsibility:

When you create forms using HiForm.ai, you are the "data controller" for any personal information submitted by individuals ("Respondents") who fill out your forms ("Form Data"). This means you are responsible for ensuring that your collection and use of Form Data comply with applicable privacy laws, including obtaining any necessary consents from Respondents and providing them with appropriate privacy notices.

b) Our Role as a Processor:

HiForm.ai acts as a "data processor" for the Form Data you collect. We will only process Form Data on your behalf, in accordance with your instructions (as communicated through your use of the Service) and our Terms of Service.

c) Our Use of Form Data:

We will not use Form Data for any purpose other than to provide the Service to you, to improve the Service (e.g., for performance analysis, in an aggregated and anonymized manner), or as required by law. We will not use Form Data to independently contact Respondents or for our own marketing purposes.

d) Security of Form Data:

We implement appropriate technical and organizational measures to protect the security of Form Data stored on our platform.

7. Data Storage, Security, and International Transfers

a) Data Storage and Security:

We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorized access, modification, or disclosure. This includes implementing technical, physical, and administrative security measures such as data encryption, access controls, and secure software development practices. However, no internet or email transmission is ever fully secure or error-free, so we cannot guarantee absolute security.

b) Notifiable Data Breaches:

In compliance with the Australian Notifiable Data Breaches (NDB) scheme, if we become aware of a data breach that is likely to result in serious harm to individuals whose personal information is involved, we will assess the breach and, if required, notify the Office of the Australian Information Commissioner (OAIC) and affected individuals.

c) International Data Transfers:

Your personal information may be processed and stored in servers located outside of Australia, where our service providers (including AI API providers and cloud hosting services) may operate. When we transfer your personal information overseas, we will take reasonable steps to ensure that the recipient is subject to laws or binding schemes that provide a comparable level of protection as the APPs, or we will obtain your consent, or ensure the transfer is otherwise in accordance with the Privacy Act.

8. Data Retention

We will retain your personal information for as long as your account is active or as needed to provide you with the Service. We will also retain and use your personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Form Data will be retained according to your instructions within the Service or until you delete your account or the specific form/data, subject to any legal retention requirements we may have.

Upon request for account deletion, we will take reasonable steps to delete or de-identify your personal information, unless we are required by law to retain it.

9. Your Rights and Choices (Under Australian Privacy Law)

You have certain rights regarding your personal information under the Australian Privacy Act:

• a) Access: You have the right to request access to the personal information we hold about you. We will provide access within a reasonable timeframe, subject to certain exceptions permitted by law.
• b) Correction: You have the right to request the correction of any personal information we hold about you that is inaccurate, out-of-date, incomplete, irrelevant, or misleading. You can often update your account information directly through your account settings.
• c) Anonymity and Pseudonymity: Where practicable, you have the right to deal with us on an anonymous basis or by using a pseudonym. However, for most of our Services (e.g., account creation), we require your personal information.
• d) Opt-out of Marketing Communications: You can opt-out of receiving promotional emails from us by following the unsubscribe instructions provided in those emails or by contacting us directly. We may still send you non-promotional communications, such as those about your account or our ongoing business relations.
• e) Cookies: You can typically remove or reject cookies via your browser settings. If you do so, it might affect how our website and Service function for you.
• f) Complaints: If you believe we have breached the Australian Privacy Principles or mishandled your personal information, you have the right to make a complaint. Please contact us first at contact@hiform.ai with details of your complaint. We will investigate and respond to you within a reasonable period. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

  OAIC Contact Details:

  • Online: www.oaic.gov.au/privacy/privacy-complaints
  • Phone: 1300 363 992
  • Mail: GPO Box 5218, Sydney NSW 2001

To exercise any of these rights (other than lodging a complaint with the OAIC), please contact us at contact@hiform.ai.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (like web beacons and pixels) to collect and use personal information about you, including to serve interest-based advertising.

What are Cookies? Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

How We Use Cookies:

• Essential Cookies: Necessary for the operation of our Service (e.g., to enable you to log in).
• Performance and Analytics Cookies: To understand how visitors use our Service, so we can measure and improve performance (e.g., Google Analytics).
• Functionality Cookies: To remember choices you make and provide enhanced, more personal features.
• Advertising/Targeting Cookies: To deliver advertisements more relevant to you and your interests (we will seek consent for this where required).

Your Choices: Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org. You can usually find these settings in the "options" or "preferences" menu of your browser.

11. Children's Privacy

Our Service is not directed to individuals under the age of 16 (or a higher age if stipulated by local law for data processing consent). We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us at contact@hiform.ai.

12. Links to Other Websites

Our Service may contain links to other websites not operated or controlled by HiForm.ai. This Privacy Policy does not apply to third-party websites. We encourage you to review the privacy policies of any third-party websites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. If we make material changes, we will notify you by email (sent to the e-mail address specified in your account) or by means of a prominent notice on our Service prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices. Your continued use of the Service after any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy.

14. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our data handling practices, or if you wish to exercise your privacy rights, please contact us at:

HiForm.ai
Email: contact@hiform.ai
Jurisdiction: Australia

We will endeavor to respond to your inquiry as soon as possible.