FormGenyus

Legal

Privacy Policy

Effective date: · Last updated:

FormGenyus ("FormGenyus", "we", "our", or "us") is committed to protecting the privacy and security of our users. This Privacy Policy explains how we collect, use, store, and protect personal data when you access or use the FormGenyus platform (the "Service").

By accessing or using FormGenyus, you acknowledge that you have read and understood this Privacy Policy.

Quick summary

This is a short overview. The sections below are the full Privacy Policy.

  • - FormGenyus hosts forms, stores submissions based on your workspace settings, and uses service providers (including payment, hosting, email, analytics when enabled, and AI for optional features) to run the platform.
  • - If you collect personal data from respondents, you are responsible for lawful collection—legal bases, notices, and what you ask for. Respondents with questions should usually contact the person or organization that published the form.
  • - We do not sell personal data. Depending on where you live, you may have rights such as access, correction, or deletion; contact us to exercise them.

Key definitions

  • Personal data: information relating to an identified or identifiable individual.
  • Respondent: a person who submits a form hosted on FormGenyus (their answers may contain personal data you choose to collect).
  • Workspace owner: the account that creates forms and controls submission data.
  • Controller / processor: FormGenyus primarily acts as a controller for account and platform data; for respondent data you collect, you may be a controller and FormGenyus processes that data on your instructions to provide the Service.

Questions: support@formgenyus.com. Related: Terms of Service · Acceptable Use.

Jump to section

Quick summaryWho We AreInformation We CollectHow We Use Your InformationLegal Basis for ProcessingData SharingData Storage and SecurityData RetentionUser RightsCookies and Similar TechnologiesSign in with GoogleAI Processing TransparencyInternational Data TransfersChanges to This Privacy PolicyContact

1. Who We Are

FormGenyus is a platform that enables users to create forms, collect responses, and generate AI-powered summaries and insights from submitted information.

FormGenyus is operated from Japan. For the purposes of applicable data protection laws, FormGenyus acts as the data controller for personal data processed in connection with the operation of the Service.

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13 in violation of applicable law.

If you have any questions about this Privacy Policy, you can contact us at support@formgenyus.com.

2. Information We Collect

We collect different types of information depending on how you interact with our platform.

2.1 Account Information

  • - Name
  • - Email address
  • - Password (securely hashed)
  • - Account preferences
  • - Workspace information

This information is necessary to create and manage your user account.

2.2 Form Data and Submission Data

  • - Form structure and configuration
  • - Questions and fields created by users
  • - Responses submitted by respondents
  • - Files uploaded through forms (if enabled)

This data is stored in order to allow users to view, manage, and analyze form submissions.

2.3 AI Processing Data

  • - Form responses may be processed by AI systems
  • - Data is analyzed to generate structured summaries and insights

AI processing is performed only to provide functionality of the Service.

2.4 Payment Information

If you subscribe to a paid plan, payment processing is handled by third-party payment providers such as Stripe.

  • - Billing email
  • - Billing address
  • - Subscription plan
  • - Payment status

FormGenyus does not store full credit card numbers.

2.5 When you collect information from respondents

  • - If you use FormGenyus to collect personal data, you are responsible for having a lawful basis (and consent where required), providing any required privacy notices, and collecting only what you need for your purposes.
  • - You are responsible for the content of your forms and for any files or data submitted through them.
  • - Respondents who want to know how their answers are used should contact the workspace owner or the organization operating the form; FormGenyus provides the platform as described in this policy.

3. How We Use Your Information

  • - Provide and operate the FormGenyus platform
  • - Create and manage user accounts
  • - Authenticate sign-in including optional Sign in with Google
  • - Process form submissions
  • - Generate AI-powered summaries and insights
  • - Process subscriptions and billing
  • - Provide customer support
  • - Improve platform performance and functionality
  • - Ensure platform security and prevent abuse

5. Data Sharing

FormGenyus does not sell personal data.

We may share information with trusted third-party service providers necessary to operate the platform, including:

  • - Cloud infrastructure providers
  • - Payment processors
  • - Email delivery providers
  • - Analytics services if enabled
  • - AI processing providers (to generate summaries and insights from submissions you authorize us to process)

These providers process data only for the purpose of delivering services to FormGenyus and are required to maintain confidentiality and security. We may also disclose information if required by law or to protect the security and integrity of the platform.

6. Data Storage and Security

FormGenyus implements appropriate technical and organizational safeguards to protect user data, including:

  • - Encryption in transit (HTTPS)
  • - Encryption at rest where supported by our infrastructure providers
  • - Access controls and authentication
  • - Infrastructure monitoring

Despite these protections, no system can guarantee absolute security. We may process limited technical information as needed to maintain security, prevent abuse, and keep the Service reliable.

7. Data Retention

We retain personal data only as long as necessary to provide the Service and comply with legal obligations.

Typical retention periods may include:

  • - Account data: retained while your account remains active
  • - Submission data: retained until deleted by the workspace owner or removed according to your settings and product behavior
  • - Billing records: retained as required by financial and tax regulations
  • - Server or infrastructure records from our hosting providers may be retained according to those providers’ policies and applicable law

When you delete your account or content through the platform, we delete or anonymize associated personal data where practicable, except where we must retain information for billing, dispute resolution, fraud prevention, or as required by law. Users may delete forms, submissions, or accounts through the platform where those features are available, subject to lawful retention obligations.

8. User Rights

Depending on your jurisdiction, you may have rights regarding your personal data, including:

  • - Access to your personal data
  • - Correction of inaccurate data
  • - Deletion of personal data
  • - Restriction of processing
  • - Data portability
  • - Objection to certain processing activities

Requests can be submitted by contacting support@formgenyus.com.

9. Cookies and Similar Technologies

FormGenyus uses cookies or local storage sparingly—for example for authentication.

Aggregate site analytics (such as Google Analytics) load only when a measurement ID is configured in our deployment; otherwise no analytics scripts run.

  • - Maintain login sessions where needed
  • - Remember interface preferences where applicable

You may control cookies through your browser settings. Functional cookies tied to signing in may be required to use authenticated parts of the Service.

10. Sign in with Google

If you choose to sign in with Google, we receive limited profile information from Google (such as your email address and name) subject to the permissions you grant during OAuth.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements: we use Google account data only to provide account creation and sign-in, account security, and support. We do not use it for advertising or unrelated profiling.

You may revoke FormGenyus access to your Google account at any time from your Google Account permissions page.

11. AI Processing Transparency

FormGenyus uses artificial intelligence systems to generate summaries and insights from form responses.

FormGenyus does not use your form content or responses to train FormGenyus-owned machine learning models.

When you use AI features, inputs (and related context needed to run the feature) may be processed by third-party model providers solely to deliver that functionality, in accordance with our agreements with them and their applicable terms and policies. How those providers treat data is governed by their documentation and contracts with us.

These summaries are generated automatically and should be considered informational outputs intended to assist users in reviewing submitted information; they may be incomplete or inaccurate.

Users remain responsible for reviewing and interpreting AI-generated insights.

12. International Data Transfers

FormGenyus may process and store data using infrastructure located in multiple regions depending on the service providers used.

Where applicable, we implement safeguards designed to protect personal data in accordance with applicable data protection laws.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When changes are made, the updated version will be published on this page with a revised effective date.

We encourage users to periodically review this page.

14. Contact

For questions regarding this Privacy Policy or our data practices, please contact us using the details below.

  • - Email: support@formgenyus.com
  • - Support phone: +81 80 6295 3604
  • - Business address: 3-8 Miyamacho Arifukashiya
  • - Miyamacho, Shunan, Yamaguchi 745-0863
  • - Japan
  • - 〒745-0863 山口県周南市御山町3-8 ミヤマチョウアリフカシヤ