Privacy Policy

1. Who we are

FormFillPDF is a trading name of John Gleave, a sole trader in the United Kingdom.

For data protection purposes, the data controller is John Gleave trading as FormFillPDF.

Business address: Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA, United Kingdom.

Email: info@formfillpdf.com.

2. What this policy covers

This policy covers personal data processed when you use the FormFillPDF website, PDF form filler, AI checks, dictation, member sign-in, payment flow, local save feature, support contact and content pages.

It should be read alongside our Terms and Conditions and Refund and Cancellation Policy.

3. Ordinary PDF form filling

FormFillPDF is designed so that ordinary PDF form filling happens in your browser. When you choose a PDF, the file is rendered and edited in the browser. Your text boxes, symbols, images, signatures and local .ffp save files are handled locally as part of the editing workflow.

Completed form answers do not need to be stored on our server as part of ordinary filling or local saving.

You should still treat your device, browser, downloaded PDFs and .ffp save files as sensitive. A .ffp save file may contain your PDF and the entries you added to it.

4. When data may be sent to a server

Some optional or technical features may send data to our server or third-party providers. These include:

• payment and payment verification;
• member sign-in with Google;
• AI checks for grammar or consistency on typed text;
• dictation audio snippets if browser dictation is unavailable and server transcription is used;
• document conversion, OCR/selectable text processing, or PDF password protection if you choose those server-side features;
• AI credit usage limits;
• website analytics;
• technical logs, security checks and error handling;
• support emails or other messages you choose to send us.

5. AI checks

AI checks are optional. Grammar checks look at grammar and spelling only. Consistency checks look for visible typed-answer issues such as possible typos or malformed-looking contact details. They are not legal advice and do not decide whether an answer is correct.

If you use an AI check, the relevant typed text is sent to our server and may be sent to OpenAI or another AI service provider so the check can be generated.

We limit AI checks by daily AI credits and character limits. For free use, we may use a hashed identifier based on IP address and browser information to apply usage limits. For members, AI credit usage may be linked to the member account.

Do not use AI checks for text you are not comfortable sending for this purpose. This is especially important for sensitive, legal, court, medical, financial, immigration, employment or family information.

5A. Dictation

Dictation is optional. Where the browser can transcribe speech itself, dictation may be handled by the browser's own speech recognition features.

If browser speech recognition is unavailable or fails, FormFillPDF may record short audio snippets and send them to our server and an AI transcription provider so spoken words can be converted into textbox text.

Do not use dictation for audio you are not comfortable sending for transcription. This is especially important for sensitive, legal, court, medical, financial, immigration, employment or family information.

5B. Server-side document processing

Some optional features need temporary server processing. For example, DOC or DOCX conversion, OCR/selectable text processing, and password protecting a PDF may require the relevant file or completed PDF to be sent to our server so the requested output can be created.

These files are used to provide the requested feature and should not be uploaded for these optional features unless you are comfortable with temporary server processing for that purpose.

6. Member and subscriber sign-in

If you sign in as a member, we may process information provided by the sign-in provider, such as your provider name, provider account identifier, email address, email verification status, display name, profile picture URL and last login time.

At present, FormFillPDF uses Google sign-in for member AI credits and subscriber access. Google may process personal data according to its own privacy terms when you use Google sign-in.

If you choose subscriber access, payment and subscription details are handled by Stripe. FormFillPDF may store Stripe customer and subscription identifiers so your account can recognise subscriber perks and cancellation status.

7. Payments

Payments are handled by Stripe or another payment provider. We do not receive or store your full card details.

We may receive or process payment-related information such as checkout session identifiers, subscription identifiers, payment status, amount, currency, payment email address, approximate payment time, cancellation status, and technical information needed to verify that payment has succeeded before allowing a download or subscriber perk.

We do not need your completed form answers in order to process payment.

8. Website analytics and cookies

We use essential cookies, local storage or similar browser storage where needed to provide requested features such as sign-in, payment verification, local editor state, download day passes, AI credit limits, security and cookie preferences.

We only load Google Analytics if you agree to analytics cookies or similar technologies. Analytics may collect information such as pages visited, device type, browser type, approximate location, referring pages and interaction events.

We also use cookies or browser storage that are necessary for the service to work, such as session cookies, member sign-in state, admin access, local editor state and local save or draft features.

You can use the cookie settings button on the site to accept or decline analytics. You can also control cookies and browser storage through your browser settings.

9. Local storage and browser storage

FormFillPDF may use browser storage on your device for practical features such as local save workflows, member status, temporary editor state, copied boxes, admin draft protection or other interface state.

Browser storage stays on your device unless a feature specifically sends data to a server. You can clear browser storage through your browser settings, but doing so may remove saved local state.

10. Support messages

If you email us or contact us for support, we will process the information you provide, such as your email address, name if provided, payment details you choose to share, technical details, and the content of your message.

Please do not send complete sensitive forms unless we specifically ask for limited information needed to investigate a problem.

11. Legal basis for processing

Depending on the situation, we may process personal data because:

• it is necessary to provide the service or a paid download you request;
• it is necessary for member sign-in and grammar usage limits;
• it is necessary for security, fraud prevention, abuse prevention, technical operation and service improvement;
• we need to comply with legal, tax, accounting, consumer or regulatory obligations;
• you have consented, such as where consent is required for non-essential cookies or analytics.

12. Who we share data with

We may share limited personal data with service providers who help operate FormFillPDF. These may include hosting providers, payment providers such as Stripe, sign-in providers such as Google, analytics providers such as Google Analytics, email or support providers, AI service providers used for checks or dictation transcription, and document-processing tools used for optional conversion, OCR or password protection features.

We may also share information where required by law, regulation, court order, payment dispute, fraud prevention, security investigation or to protect legal rights.

13. International transfers

Some providers may process data outside the United Kingdom or the European Economic Area. Where required, appropriate safeguards should be used, such as standard contractual clauses or other lawful transfer mechanisms.

14. How long we keep data

We keep personal data only for as long as needed for the purpose for which it was collected, unless a longer period is required for legal, accounting, tax, dispute, fraud prevention or security reasons.

Examples include:

• payment records may be kept for accounting, tax and dispute purposes;
• member account details may be kept while the account remains active or until deletion is requested where deletion is legally possible;
• AI usage records may be kept for usage limiting, abuse prevention and service operation;
• temporary server-processed files should be deleted after processing unless needed briefly for security, troubleshooting, abuse prevention or legal reasons;
• support emails may be kept while dealing with the request and for a reasonable period afterwards;
• server logs may be kept for security and technical troubleshooting.

15. Security

We use reasonable technical and organisational measures to protect personal data. However, no online service, browser storage, email system or internet transmission can be guaranteed to be completely secure.

You are responsible for keeping your device, browser, downloaded PDFs, .ffp save files, email account and sign-in provider account secure.

16. Your rights

Depending on where you live and the circumstances, you may have rights to request access to your personal data, correction, deletion, restriction, objection, portability, or withdrawal of consent where processing is based on consent.

To make a privacy request, contact info@formfillpdf.com or write to John Gleave trading as FormFillPDF, Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA, United Kingdom. We may need to verify your identity before acting on a request.

17. Complaints

If you are in the UK, you can complain to the Information Commissioner's Office if you are unhappy with how your personal data is handled. You can find the ICO at ico.org.uk.

We would appreciate the chance to deal with your concern first, so please contact us at info@formfillpdf.com.

18. Changes to this policy

We may update this privacy policy from time to time. The version shown on this page applies when you use the service. If changes are significant, we may take reasonable steps to bring them to users' attention.