Privacy Policy

Orbiform is a trading name of Orbix Tech LTD, a company registered in England and Wales under company number 16897449. Registered office: Suite 10270, 5 Brayford Square, London, United Kingdom, E1 0SG. Orbix Tech LTD is the data controller for the personal data described in this policy, except for form response data, where our customers (workspace owners) are the data controller and we act as data processor.

Account information. When you register with email and password, we collect your name, email address, a hashed password, and (optionally) how you heard about Orbiform. If you sign in with Google instead, we request only your name, email address, and profile photo from your Google account, via Google's standard OAuth sign-in — solely to create and authenticate your Orbiform account. We do not request or receive access to your Gmail, Google Drive, or any other Google service, and we never post or take action on your behalf. Data obtained through Google Auth is never shared with any third party and is used solely to operate Orbiform's own features, in accordance with Google's API Services User Data Policy, including its Limited Use requirements.

Workspace content. Forms you build, their fields and logic, uploaded media (logos, images, video), brand settings, and the AI chat messages you exchange with the form builder are stored so we can render, edit, and analyze your forms.

Response data. When someone submits one of your forms, we store their answers and associate them with your form so you can view, export, or forward them via webhook. You are the data controller for this response data; Orbiform processes it on your behalf.

Billing information. Subscription plan, billing interval, and payment status are stored in our database. Card details are collected and processed directly by Stripe, our payment processor — we never see or store full card numbers.

Usage & device data. We log basic usage events (e.g. AI Builder generations, Ask AI queries, response counts) to enforce plan limits, and standard technical data such as IP address, browser type, and timestamps for security and debugging.

Cookies. We use a single essential session cookie to keep you signed in. We do not use third-party advertising or tracking cookies.

• To provide, operate, and maintain the Service, including the AI form builder and Ask AI features.
• To process payments, manage subscriptions, and apply plan limits.
• To send transactional emails (e.g. account, billing, and team invite notifications).
• To detect, investigate, and prevent fraud, abuse, and security incidents.
• To improve the Service, including understanding aggregate usage patterns.
• To comply with legal obligations.

The AI form builder and Ask AI features run on a self-hosted, open-weight Llama model that we operate ourselves. We do not use any third-party AI service, and your prompts, form structure, and response data are not sent to OpenAI, Anthropic, Google, or any other outside AI provider. Do not enter sensitive personal data (e.g. health records, government IDs, payment card numbers) into AI chat prompts.

We do not sell your personal information. We share data with:

• Service providers who process data on our behalf, including Stripe (payments) and our cloud database and object storage providers (form and media storage). AI Builder and Ask AI run on a self-hosted Llama model we operate ourselves, so no third-party AI provider is involved.
• Your integrations. If you configure a webhook, response data is sent to the destination you specify (e.g. Zapier, Make, or n8n). You control and are responsible for these integrations.
• Google Sheets (optional). If you choose to connect Google Sheets for a form, we request a narrow Google OAuth scope limited to creating and writing to spreadsheets — never broader Drive or Gmail access. We use it only to create one spreadsheet for that form (owned by your Google account) and append new responses to it; the resulting access and refresh tokens are encrypted at rest and are used solely for this purpose. We do not share this Google Sheets data, or the tokens used to access it, with any third party, and we do not use it for advertising. You can disconnect at any time from the form's Integrations tab, which stops further writes without affecting the spreadsheet itself.
• Notion (optional). If you choose to connect Notion for a form, you authorize Orbiform, via Notion's own OAuth consent screen, to access only the specific page(s) you select — never your whole workspace. We use that access solely to create one database under the page you chose (owned by your Notion workspace) and add a new page to it for every response that form receives; the resulting access token is encrypted at rest and used solely for this purpose. We do not read, modify, or share any other content in your Notion workspace, we do not share this data or the token with any third party, and we do not use it for advertising. You can disconnect at any time from the form's Integrations tab, which stops further writes without affecting the database itself, or revoke access entirely from your Notion workspace's connection settings.
• Your team. Data within a workspace is visible to other members of that workspace according to their role.
• Legal & safety. When required by law, or to protect the rights, property, or safety of Orbiform, our users, or the public.

We retain account and workspace data for as long as your account is active. If you delete a form, its responses are deleted with it. If you close your account, we delete or anonymize your personal data within a reasonable period, except where we must retain it to comply with legal, tax, or accounting obligations, or to resolve disputes.

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing. Workspace owners can export or delete their forms and responses directly from the dashboard at any time. To request deletion of your account or personal data, email [email protected] from the email address associated with your account; we will confirm your identity and process the request within a reasonable time as required by applicable law. For any other question about your rights, contact us at [email protected].

Passwords are stored using one-way hashing, connections to the Service are encrypted in transit, and access to production data is restricted to authorized personnel. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

Orbix Tech LTD is registered in the United Kingdom, and we process personal data in accordance with the UK GDPR and the Data Protection Act 2018. Orbiform and its service providers may process and store data in countries other than your own, including outside the UK or European Economic Area. Where required, we rely on appropriate safeguards (such as the UK International Data Transfer Addendum or standard contractual clauses) for these transfers. If you are located in the UK or EEA and have concerns about how we handle your personal data that we haven't resolved, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk, or with your local data protection authority.

The Service is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal data, contact us and we will delete it.

We may update this Privacy Policy from time to time. If we make material changes, we will notify workspace owners by email or via an in-app notice before the changes take effect.

Questions about this Privacy Policy? Email us at [email protected].