Privacy Policy

Who this policy is for

• Account holders: people who build forms on Fillio.
• Respondents: people who open or fill in a form made with Fillio.
• Visitors: people who browse fillio.so.

If you filled in a form, the person or organisation that made it decides what it asks and what happens with your answers. Contact them first about your answers. We don't change or delete a response without the form's owner, unless the law requires it or the content breaks our terms.

Respondents who want their data changed or removed can contact the form's owner, or write to us at support@fillio.so.

What we collect

• Account details: your email address, and your name and photo if you add them or sign in with Google. You sign in with Google or with a one-time code sent to your email.
• Forms you make: their questions, settings and design, the images you upload, and the description you give the AI form builder.
• Responses: the answers and files people send through forms, when they were sent, the page they came from and any campaign tags in the link. If a form asks respondents to confirm their email, the confirmed address. To accept a file upload, our hosting provider gives the respondent's browser an anonymous sign-in that doesn't identify them.
• Answers in progress: while someone fills in a form, we save which pages they reached, so its owner can see where people stop. What they have typed is saved only while the form's owner has a plan with partial responses. These records are deleted after 91 days. The respondent's own browser also keeps unsent answers for 24 hours so they aren't lost.
• Usage and device data: pages viewed, clicks, scrolling, device type, browser and approximate country, collected by our analytics tools. On form pages, the form's content and what respondents type are hidden from our session recording tool. We look up a visitor's country from their IP address. We don't store IP addresses with forms or responses. To limit abuse, we keep only a scrambled (hashed) form of an IP address, for a short time.
• Error reports: when something goes wrong on fillio.so or in a form, technical details of the error, the browser and device type, the page address and, if you are signed in, your account ID. Error reports don't include your name, email, IP address, form answers or uploaded files.
• Billing data: if you buy a plan, Paddle tells us your plan, your subscription status and a customer reference. Paddle keeps your payment details, and we never see your full card number.
• Your language and country, so we can show the right language and prices.
• Messages you send us through the support page, the report page or by email, including reports about forms.

How we use it

• To provide the Service: create your account, sign you in, host your forms, collect and show responses, and send the emails the Service needs, such as sign-in codes, response notifications and invites. Legal basis: our contract with you.
• To process responses for form owners, only on their instructions. Legal basis: the owner's own basis, as their processor.
• To keep Fillio safe: prevent spam, fraud and abuse, review reports and enforce our terms. Legal basis: our legitimate interest in a safe service, and our legal obligations.
• To understand and improve Fillio: see which pages and features are used and find problems. Our analytics run for every visitor, in every country. Legal basis: our legitimate interest in a working, useful product.
• To find and fix errors, using the error reports above. Legal basis: our legitimate interest in a working, reliable service.
• To bill you, through Paddle. Legal basis: our contract with you, and legal obligations such as keeping tax records.
• To answer your messages. Legal basis: our legitimate interest, or our contract with you.

We don't sell personal data, we don't use it for advertising, and we don't use forms or responses to train AI models. We don't make decisions about anyone based only on automated processing that have legal or similarly significant effects on them.

Who receives it

We share personal data only with the providers that help us run Fillio, each for its own task:

• A cloud hosting and database provider: hosting, database, file storage and sign-in. Our support inbox also runs on it.
• An email delivery provider: sending our emails, including sign-in codes and response notifications, which contain the answers of a response.
• Paddle: checkout, payments, invoices and taxes, as the merchant of record.
• AI model providers: only when you use the AI form builder. We send what you write and, when you edit a form, its questions and options. We never send responses. We use only providers that don't store or train on this data.
• An analytics provider: understanding how fillio.so and forms are used. It doesn't receive your name, email or what you type.
• A session recording tool: recording interactions such as clicks, scrolling and pointer movement, so we can see where pages are hard to use. On form pages, it doesn't see the form's content or what respondents type.
• An error monitoring provider: finding and fixing problems. Error reports don't include your name, email or what you type.
• A location lookup service: finding a visitor's country from their IP address.
• A stock photo service: when you search photos in the editor, your search words go to it.
• Font and image delivery services: some form fonts and the country flags in phone number fields load from them, so they receive your IP address.
• Sites whose content a form's owner shows inside a form, such as videos or documents: that content loads from those sites, which receive your IP address and may set their own cookies.

Some of these providers are in the United States. Our Data Processing Agreement lists the kinds of providers that process responses for form owners. You can ask us for the current list of providers at support@fillio.so.

A form's owner can connect a webhook, their own Google Analytics or a tracking pixel such as Meta Pixel to their form. Then answers or usage data also go to those services, under the owner's control and the owner's privacy policy.

We may also disclose data when the law requires it, to protect people's safety or our rights, or to a buyer if our business is sold or merged.

Where data is stored and international transfers

Fillio's servers, database and files run on our cloud hosting provider in the United States. Our other providers may also process data in the United States and in other countries outside the one you live in, including outside the European Economic Area, the United Kingdom and Türkiye. Where the law requires it, these transfers rely on safeguards such as the European Commission's standard contractual clauses, or on an adequacy decision such as the EU-US Data Privacy Framework for providers certified under it.

How long we keep it

• Account data: until you delete your account.
• Forms, responses and files: until the owner deletes them, the form or their account. On the Business plan, an owner can also have responses delete themselves after a set time.
• Answers in progress and visit statistics: 91 days.
• A form's version history: 90 days.
• Sign-in and verification codes: 10 minutes.
• Error reports: 30 days.
• Billing records: as long as tax and accounting laws require.
• Support messages and reports: as long as needed to handle them and keep a record.

After we delete data, our providers may keep it in their systems for a limited time before it is fully erased.

Security

Fillio is served only over HTTPS, and our hosting provider encrypts stored data. Sign-in and verification codes are stored only as hashes and expire after 10 minutes. In Fillio, a form's responses can be seen only by its owner and the teammates they invite. A published form can be opened by anyone with its link, and an uploaded file by anyone with that file's link.

No system is completely secure, and we can't guarantee that data will never be accessed without permission. If a breach affects your personal data, we will tell you and the authorities as the law requires.

Your rights

Depending on where you live, for example under the GDPR in the European Economic Area, the UK GDPR, Türkiye's Personal Data Protection Law No. 6698 (KVKK) or US state privacy laws, you can ask us to:

• Tell you what personal data we hold about you and give you a copy.
• Correct it.
• Delete it. You can delete your account yourself in Settings.
• Restrict how we use it, or object to a use based on our legitimate interest.
• Give it to you in a portable format. You can export a form's responses as a CSV file yourself.

On request by email, we send you a copy of your personal data free of charge, whatever your plan.

Write to support@fillio.so from the email address of your account. We answer within the time the law sets, usually one month. You can also complain to the data protection authority where you live. If your request is about a response you sent through a form, contact the form's owner first, and we will help them handle it.

Cookies

We use a few cookies to keep you signed in and to remember your language and country, and our analytics and session recording tools set their own. Our Cookie Policy explains each kind.

Emails

We send the emails you need to use Fillio: sign-in codes, notifications about new responses (you can turn these off for each form), workspace invites and notices about your account or billing. We don't send marketing emails.

Children

Fillio accounts are for people aged 16 and over, and we don't knowingly create accounts for children. A form owner who collects answers from children is responsible for getting the consent the law requires. If you believe a child has given us personal data, contact us and we will delete it.

Changes to this policy

When we change this policy, we update the date at the top. If a change is significant, we will tell account holders by email or in the app.

Contact

WaspThemes, Türkiye. Email: support@fillio.so.