Privacy Policy

1. Introduction

Welcome to ToWebForm ("we," "our," or "us"), operated by Foresight Technologies LLC. ToWebForm is a B2B Software-as-a-Service (SaaS) platform that enables businesses, clinics, legal practices, property managers, and public-sector organizations ("Merchants") to convert PDF documents and contracts into mobile-responsive web forms, collect electronic signatures, translate intake workflows, and track contract renewals.

This Privacy Policy explains how we collect, use, encrypt, disclose, and safeguard information when you visit our website (www.towebform.com) and use our services.

2. Information We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked with an individual or organization ("Personal Information") in three primary contexts:

A. Account, Workspace, and Authentication Data

When you register for or administer a ToWebForm workspace, we collect:

• Account Credentials and Profile Information: Your name, work email address, password hash, organization name, role-based access control (RBAC) permissions, and saved user preferences.
• Google OAuth Data: If you authenticate using Google, we securely receive your name, email address, and profile picture. We do not access your Google Drive, Gmail, or any other Google services outside of basic profile authentication.
• Billing Information: Processed securely via Stripe. We store subscription tier identifiers, billing cycle timestamps, and seat/storage entitlements, and we never store full payment card numbers on our servers.

B. Merchant Content, Contracts, and Workspace Data

When utilizing our platform, Merchants upload and configure content that we host and process on their behalf:

• PDF Templates and External Signed Contracts: Fillable or flat PDF documents uploaded for web form conversion, as well as executed third-party PDF agreements uploaded to the Contracts Vault for renewal tracking.
• Form, Packet, and Localization Configurations: Field schemas, coordinate bounding boxes, accessibility overrides, custom branding, multi-form Smart Packet structures, sequential signer routing rules, and translated field labels.
• Internal Staff Notes and Attachments: Collaborative notes, @mentions, and supporting files attached to submissions by authorized workspace members, which are encrypted at the application layer using AES-256-GCM before storage.

C. End-User Form Submissions and Electronic Signatures (Data Processor Role)

When a Merchant publishes a form, Smart Packet, or multi-party signing link, their respondents or counterparties ("End Users") submit information through that form.

• Our Role as Data Processor: For End-User submission payloads, uploaded images/files, and signature records, ToWebForm acts strictly as a Data Processor (or Service Provider) operating on the Merchant's instructions.
• Electronic Signature and Verification Audit Trails: When an End User signs a document or completes email or SMS One-Time Passcode (OTP) identity verification, we collect and encrypt an evidentiary audit trail (including IP address, browser User-Agent string, UTC viewed and signed timestamps, signature capture method, sequential SHA-256 document hashes, and verified email address or phone number) to generate a Certificate of Authenticity and seal the PDF with a PKCS#7 / X.509 cryptographic signature.
• SMS Consent and Phone Numbers: We value your privacy. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
• Merchant Controller Responsibility: The Merchant acts as the Data Controller and is solely responsible for ensuring they have a lawful basis to collect End-User data, obtaining any required regulatory consents, and responding to End-User data subject requests.

3. How We Use Your Information

We use the information we collect to:

• Authenticate accounts, enforce role-based access controls, and maintain workspace security.
• Convert uploaded PDFs into interactive web forms, translate form schemas into enabled workspace languages, and stamp submitted answers onto the original PDF coordinates.
• Encrypt and store completed form submissions, file attachments, internal staff notes, and cryptographically sealed PDFs within the Merchant's workspace.
• Deliver single-use signing invitations, OTP verification codes, contract renewal reminders, and time-limited signed PDF download links via email and SMS.
• Generate internal submission and contract executive overviews, extract contract values/expiration dates, and record exportable workspace security audit logs.
• Enforce automated rate limits and bot-prevention checks on public endpoints to protect platform availability.

4. Legal Bases for Processing (EEA, UK, and Switzerland)

Where the EU or UK General Data Protection Regulation (GDPR) applies, we rely on these legal bases:

• Contract: creating and running your account, workspaces, and subscription, and delivering the features you use.
• Legitimate interests: keeping the Service secure (rate limiting, fraud and abuse prevention, audit logs), fixing problems, and improving the product, balanced against your rights.
• Consent: analytics, session analytics, and advertising cookies, and first-touch signup attribution. You can withdraw consent at any time from Cookie settings in the site footer.
• Legal obligation: tax, accounting, and responding to lawful requests.
• On the Merchant's instructions: for End-User submissions and signatures, we act as a processor; the Merchant, as controller, chooses its own legal basis.

5. Google API Services User Data Policy (Limited Use)

ToWebForm allows you to sign in using your Google account. We strictly adhere to Google's data privacy requirements:

• Limited Use: ToWebForm's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
• Data Access: We only request the minimum required scopes (openid, email, profile) to authenticate your identity.
• No Reselling: We do not sell, rent, or trade your Google user data to any third party.

6. Artificial Intelligence, Address Autocomplete, and Sub-processors

To provide automated document intelligence and intake convenience, ToWebForm integrates with vetted enterprise cloud providers. For full technical details on our AI workflows, please review our AI Policy.

• AI Workflows and Zero Training Policy: We use paid enterprise AI APIs for four task-specific workflows: (1) PDF field detection and structural mapping, (2) multilingual form label and bidirectional open-text answer translation, (3) submission and contract executive overviews, and (4) contract value, expiration date, and deliverable extraction (including OCR on uploaded external contracts). Under our commercial enterprise API agreements, your PDFs, form schemas, and submission payloads are never used to train, fine-tune, or improve any AI models.
• Server-Proxied Smart Address Autocomplete: On eligible plans and our interactive demo, when an End User types into an Address Block field with Smart Address Autocomplete enabled, partial street address strings are proxied through ToWebForm's server to the Google Maps Platform (Places API) to return formatted address suggestions. Requests are proxied server-side so the End User's IP address, browser cookies, and broader form submission data are not exposed to Google.
• Sub-processors: We use the providers below strictly to operate the Service, under written confidentiality and data protection terms. Merchants are told about changes to this list as described in our Data Processing Addendum.

7. Cookies, Analytics, and Tracking Technologies

We use essential cookies to keep workspace users signed in and secure and to remember your cookie choice (twf_consent, 12 months, and twf_cr, a session cookie that records whether your region needs consent). With your permission we also use analytics (Google Analytics and, on public marketing pages only, Microsoft Clarity) and advertising measurement (Google Ads and Microsoft Advertising). Vercel Analytics is cookieless.

Your choice. Visitors in the European Economic Area, the United Kingdom, and Switzerland see a cookie banner, and no analytics or advertising cookies or tags are loaded until they choose to allow them. Everyone can change or withdraw their choice at any time from Cookie settings in the site footer.

Session replay restricted strictly to public marketing pages. We use Microsoft Clarity exclusively on allowlisted public marketing and educational content routes (/, /pricing, /templates and /templates/*, /compare and /compare/*, /privacy, /terms, /security, and /contact) to identify layout and usability issues. On the homepage interactive demo (/), if you upload your own custom PDF rather than testing a built-in sample document, the demo preview container automatically enables DOM masking (data-clarity-mask="true") so your custom PDF text and inputs are masked in the browser. Microsoft Clarity is never loaded on authentication screens (/login, /signup, /forgot-password, /reset-password), authenticated merchant dashboard workspaces (/dashboard/*), internal administrative routes (/superadmin/*), or public respondent form, Smart Packet, and signing routes (/f/*, /p/*, /s/*, /sign/*, and /print/*). When navigating away from a public marketing page to any non-marketing route, any active Clarity session is immediately stopped and its script tags are removed from the page.

Advertising measurement. On our public marketing pages and in the account dashboard (never on the forms your respondents fill out), we use Google Ads and Microsoft Advertising tags to measure whether our ads lead to account signups and paid subscriptions. When you create an account or start a subscription, these tags may receive a hashed (SHA-256) version of your account email address so the ad platforms can match the conversion without receiving the address in readable form. In the European Economic Area, the United Kingdom, and Switzerland these tags only run after you allow advertising cookies.

Signup attribution. When you first visit our website, we store a first-party cookie (twf_ft) for up to 90 days recording how you arrived (for example, the referring website, campaign parameters, or ad click identifier) and the page you landed on. If you create an account, this information is saved with your organization so we can understand which channels bring us customers. It does not contain your name, email address, or form submission data. In the European Economic Area, the United Kingdom, and Switzerland it is only set after you allow advertising cookies.

8. Data Security, AES-256-GCM Encryption, and Retention

We implement defense-in-depth security controls designed to protect sensitive B2B and respondent records:

• Application-Layer AES-256-GCM Encryption: All sensitive End-User submission payloads, IP addresses, signature audit trails, verified phone numbers and email addresses, internal staff notes, and uploaded file attachments are encrypted at the application layer using AES-256-GCM before being written to our database or storage buckets. Temporary images uploaded for PDF stamping are decrypted in server memory during PDF generation and then deleted.
• Tenant Isolation and Access Control: Database access is governed by PostgreSQL Row-Level Security (RLS) scoped to your organization and enforced by role-based access control (Owner, Admin, and Member roles). Completed PDFs are stored in private buckets and shared only via time-limited signed URLs rather than unencrypted email attachments.
• Data Retention and Deletion: Account and workspace records are retained for as long as your organization account remains active. Merchants have full self-serve control to view, export, or permanently delete individual submissions, attachments, forms, or their entire workspace from their dashboard.

How long we keep data:

• Accounts and organizations: kept until you delete them, including when your account is inactive or your paid plan has ended, so you can come back to old contracts and signed records. When you ask to delete your account or organization in Settings, the data is permanently deleted 30 days after the request; the subscription stops renewing right away, you can cancel until then, and the owner gets a reminder 5 days before.
• End-User submissions, signatures, and files: until the Merchant deletes them or closes its organization. The Merchant, as controller, decides how long to keep them.
• Partly signed PDFs: deleted when the signing request is completed, declined, or voided.
• Temporary uploads and demo files: deleted within 24 hours.
• Product telemetry: deleted after 30 days.
• Billing records: kept as long as tax and accounting law requires.
• Backups: encrypted database backups held by our hosting provider expire on its standard rotation.

9. International Data Transfers

ToWebForm is based in the United States, and our sub-processors listed above process data in the United States. When personal data from the European Economic Area, the United Kingdom, or Switzerland is transferred to the United States, we rely on the European Commission's Standard Contractual Clauses (with the UK Addendum and Swiss amendments where applicable) and, where a provider is certified, the EU-U.S. Data Privacy Framework and its UK and Swiss extensions. You can request a copy of the relevant safeguards using the contact details below.

10. Children's Privacy

Our Service is intended for businesses, agencies, and professionals. It is not directed to individuals under the age of 16, and we do not knowingly collect personal information from children under 16 through ToWebForm accounts.

11. Your Privacy Rights

Depending on your jurisdiction (including the GDPR in the European Economic Area, the United Kingdom, and Switzerland, and U.S. state privacy laws such as California and Nevada), you may have the right to:

• Access the Personal Information we hold about you and receive a portable copy. Organization owners can download their account data from Settings at any time.
• Correct inaccurate information.
• Delete your account and associated workspace data (self-serve in Settings).
• Restrict or object to processing based on legitimate interests.
• Withdraw consent at any time (for cookies, from Cookie settings in the site footer), without affecting processing before the withdrawal.
• Opt out of non-essential marketing communications.
• Lodge a complaint with your local data protection supervisory authority.

We respond to verified requests within one month, which may be extended where the law allows.

If you are an End User who submitted a form or signed a contract hosted by a Merchant using ToWebForm, please direct your privacy request directly to that Merchant (the Data Controller), as ToWebForm processes End-User records on the Merchant's behalf. To exercise rights regarding your own ToWebForm account, contact us at the email below.

12. Data Processing Addendum

Merchants that collect End-User data through ToWebForm can review our Data Processing Addendum, which sets out our obligations as a processor, including security measures, sub-processors, breach notification, and help with data subject requests.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data protection practices, please contact us at:

Foresight Technologies LLC
Email: Legal@ToWebForm.com or Support@ToWebForm.com