This policy explains what information Qualiform collects, why we collect it, who we share it with, how long we keep it, and the choices you have. It describes what our software actually does, in plain words.
The short version
- Qualiform replaces the contact form on a business's website with a short conversation. The conversation is carried out by an AI model, not a person. Code, not the AI, scores the answers against the business's own criteria, and the business's own rules decide what happens next.
- If you talk to a business's form, that business decides what is asked and what is done with your answers. We store and process your answers for that business, so please read its privacy policy too.
- We do not sell personal information, we do not share it for targeted advertising, and we do not use advertising or tracking cookies.
- Under its commercial terms, our AI provider, Anthropic, may not train its models on the conversations. We do not train AI models on them either.
- If someone connects a Google Calendar, we ask Google when they are busy and do not store the answer, and we add the meetings booked with them to a calendar named Qualiform in their Google account.
- To ask about your information, or to see, correct, or delete it, write to privacy@getqualiform.com.
Who we are
Qualiform is operated by Qualiform LLC, a Utah limited liability company based in Salt Lake City, Utah, United States ("Qualiform," "we," "us," or "our").
This policy applies to:
- the Qualiform app at app.getqualiform.com, including the forms and booking pages it serves on businesses' websites;
- this website, getqualiform.com; and
- the emails we send.
You can reach us about privacy at privacy@getqualiform.com, and about anything else at coleman@getqualiform.com.
Who this policy covers, and our role
Qualiform handles personal information in two different roles.
- As a controller. We decide how and why we use information about the businesses that sign up, the people who sign in to them, and visitors to this website, and we are responsible for that information. The same goes for requests to stop email, and for the records we keep for our own security.
- As a processor (a "service provider" under California law). When a visitor talks to a business's form, that business is responsible for the conversation. A business is also responsible for the names and email addresses it gives us for the people who receive its leads or host its meetings. We use that information only to provide Qualiform to that business, on the business's instructions and under our Data Processing Addendum.
| Who you are | For example | Our role |
|---|---|---|
| A business that uses Qualiform, and the people who sign in to it | An Admin who set up the organization, a User who reads leads, or a Guest who takes meetings | Controller |
| Someone a business adds | A host whose calendar takes bookings, a colleague who receives lead emails, or a person invited by link | Processor for the business, which decides who receives its leads and hosts its meetings. Controller for your own login, if you create one, and for any request to stop emails. |
| A visitor who talks to a form | Someone asking a business for a quote through the form on its website | Processor for the business. Controller only for our security records (rate limits and the bot check). |
| A person who books, moves, or cancels a meeting | A visitor who picks a time after the conversation | Processor for the business |
| A visitor to getqualiform.com, or someone who emails us | You, reading this page | Controller |
If you talked to a form, the business that runs it is responsible for your information. Its own privacy policy explains how it uses your answers, and it is the first place to take a request. We help it answer, as explained in Your rights and choices.
Businesses and their teams
What we collect
- Your account (your login). When you sign up: your first and last name, your email address, a password, and, if you give it, your business's name. The sign-up form needs your name, email address, and password, and we cannot create an account without them; your business's name is optional. An emailed sign-in link can also create an account from your email address alone. Our sign-in provider stores your password in hashed form, never as you typed it. You can change your name later in Settings. When you sign up, we also record which version of our Terms of Service you agreed to. If the link you followed to sign up carried a tag saying where it was posted, such as
reforutm_source, we record that tag with your organization, so we know which of our posts and listings bring people to Qualiform. We also record the first page of getqualiform.com you opened before signing up and, if another website linked you to it, that website's name (such as google.com), so we know which of our articles bring people to Qualiform. - Your organization. Its name, its plan, the limits set for it, and the people in it with their roles: Admin, User, or Guest.
- What you build. Your forms and everything in them: questions, answer options, scoring, routing rules, bookable hours, meeting settings, the description of your business you give the AI, wording, design, your privacy policy link, your contact email, and the services you connect.
- Billing. If you choose a paid plan, our payment processor, Stripe, collects your card details, billing email, billing address, and any tax ID on its own pages. We never see your card number. We keep Stripe's customer and subscription IDs, your subscription's status, when your billing period ends, and whether a payment method is on file. We send Stripe your organization's name and ID, a count of your conversations for each day, the number of calendar seats you are billed for, and, if you close your organization, when you closed it. Stripe's checkout also asks you to agree to our Terms of Service and records that you did. You need a card only for a paid plan.
- Usage. How many conversations each organization has, and an estimate of what the AI processing for them cost.
- Sign-in and technical records. Our sign-in provider records sign-in events with the time, IP address, and browser details. Our hosting and error-reporting providers record requests and errors (see Companies that process data for us).
- Messages. What you send us by email, and our replies.
Where it comes from
From you; from the Admins of your organization, who may add you; from Stripe, which tells us whether a payment went through; from Google, when you connect a calendar; and automatically from your browser.
Why we use it
- To create and run your account, sign you in, and show each person what their role allows.
- To run your forms, deliver leads and meetings to the people you choose, and confirm their email addresses.
- To bill you, apply your plan's limits, and warn your Admins when your organization reaches 80 percent of a monthly limit.
- To send service messages, such as sign-in links, confirmations, and notices about changes to our Terms of Service or this policy.
- To keep Qualiform secure, prevent abuse, and find and fix faults.
- To answer your questions and requests, and to meet our legal obligations.
We do not send you marketing email. If we start, every message will carry an unsubscribe link, and we will ask first wherever the law requires it.
People a business adds
A business can add people to its Qualiform organization: hosts who take meetings, colleagues who receive leads by email, and people it invites to sign in. If that is you, the business decides how your details are used, and we handle them on its behalf. This is what happens.
- Your name and email address are typed in by an Admin of the business. We store them with your role and with whether and when you confirmed your address.
- We email you to confirm your address. Nothing else is sent to you until you confirm, and if you ignore the message, nothing arrives. The confirmation link stops working after 7 days.
- Lead emails. Once you confirm, you may receive emails about new inquiries, with what each visitor wrote. Each one has a one-click link to stop them (see Emails we send).
- Meetings you host. When a visitor books a meeting, the confirmation email and calendar invitation they receive show the organizer's name and email address, which can be yours.
- Signing in and connecting a calendar. If a business invites you by link, you create your own login and connect your own calendar yourself. The link works once and stops working after 24 hours. If your details are not yet linked to a login, then after you confirm your address you can also choose to join the business in Qualiform as a Guest, with a login of your own.
- Your choices. You can stop lead emails with the link in any of them, ask the business to remove you, and ask us to delete your login (see Your rights and choices).
This information comes from the business that added you, and from you when you confirm your address, sign in, or connect a calendar.
People who use a form
The conversation is with AI
When you use a Qualiform form on a business's website, the conversation is carried out by an AI model, not a person. It asks the business's questions, works out your answers from what you write, and passes them to the business. It can misunderstand you or make mistakes, which is why the business receives your own messages as well as the answers the AI recorded. The AI conversation explains more.
What we collect for the business
What the business receives is called a "lead," its record of your conversation.
- Everything you write, and the AI's replies, with the time of each message. The conversation is saved after each of your messages, so the business receives it even if you stop partway through.
- Your answers, as the AI understood them: each answer, the words it came from, whether you said it or the AI inferred it, and how sure the AI was. If you correct an answer in the Your answers panel, we keep your correction and the earlier value.
- Contact details you give, such as your name, email address, phone number, company, and how you prefer to be contacted.
- Anything else the business asks. Each business writes its own questions. Forms can ask about budgets, timelines, the work needed, your company, your role, and your location. Our terms do not allow a business to use a form to ask for health information, financial account numbers, government ID numbers, or information from or about children under 13 unless we have agreed in writing. If you volunteer sensitive information, it is stored like any other message, so share only what you are comfortable sharing.
- A score and a routing decision, worked out from your answers (see Automated scoring and routing). You are not shown the score.
- Technical information: your IP address, browser details, time zone setting, and the address of the page the form is on. We use them to show times in your time zone, stop abuse, check that the business allows its form on that page, and find faults. We do not store them with your conversation. For rate limits, we keep only a shortened hash of your IP address, never the address itself, for about a day. We send your IP address and browser details to Cloudflare for its bot check, and your browser details to Sentry, our error-reporting provider.
- Your Google Analytics IDs, only when the business puts our Google Analytics script on its website and also has us send conversations to Google Analytics: the IDs Google Analytics gave your browser and your visit on that page. We keep them with the conversation so that Google Analytics counts it once, as part of your visit.
Who sees it
- The business. Its Admins and Users can read the whole conversation, your answers, the score, and how each answer was captured. A Guest at the business, such as a contractor who takes meetings, sees your contact details, answers, and conversation if they are on that form as a host or an email recipient, but never the score. The business can export conversations to a spreadsheet.
- The people the business chose. When a conversation is completed, each person the business picked, once they have confirmed their email address, receives an email with your answers and the whole conversation. If you gave an email address, their replies go to you.
- Tools the business connects. A business can send each finished conversation to other tools, such as Slack, Microsoft Teams, HubSpot, Notion, an email marketing tool (Mailchimp, Kit, Klaviyo, ActiveCampaign, Brevo, MailerLite, or Kajabi), a webhook (for example, to Zapier or Make), or Google Analytics. A webhook receives the whole record. Slack and Microsoft Teams receive your contact details, up to 10 answers, and the score. HubSpot and Notion receive your contact details, your answers, and the score, and keep them as a contact or a row. An email marketing tool receives your email address, your name, your phone number when the form asked for it, the form's name, and a tag, list, or form for the priority the business gave your inquiry, and only if you said yes when the form asked whether the business may email you. When a meeting is booked or moved, Slack and Microsoft Teams also receive its time and any phone number given for it, HubSpot and Notion receive that phone number, and a webhook receives both. Google Analytics receives the score, the band, the routing decision, which form the conversation came through, and an ID, never your answers or contact details. The ID is your Google Analytics IDs described above when we have them, and otherwise one we make for the conversation. If a business also puts our Google Analytics script on its own website, that script loads Google Analytics on the business's page, where Google may set its own cookies under the business's settings, and tells Google Analytics which form a finished conversation came through.
- Our service providers, listed in Companies that process data for us, to run Qualiform.
- Our operator, who can reach stored data with administrative tools, and does so only to run, support, secure, and fix Qualiform, or when the law requires it.
We do not sell your information, use it to advertise to you, or use it for anything other than providing Qualiform to the business, keeping Qualiform secure, and meeting our legal obligations.
Cookies and storage on a form
A form sets no cookies. It stores three settings in your browser that hold the value "false" and nothing about you (see Cookies and similar technologies).
People who book a meeting
If a business offers you a time and you book it:
- We collect the time, the format (video, phone, or in person), your name, your email address, your phone number (for a phone meeting), your time zone, and a one-way code made from your IP address with a secret key. We use that code only to limit how many meetings one connection can book. The booking page fills in your name, email address, and phone number from the conversation, so you do not have to type them twice.
- If the booking is paid, you pay on Stripe's own checkout page, into the business's own Stripe account. Stripe collects your card or other payment details, and we never see them. We give Stripe your email address so you do not have to type it again. We keep Stripe's references to the payment, the amount, the currency, whether it was paid or refunded, and when you agreed to the business's terms. Stripe's privacy policy explains how Stripe handles your payment, and the business's explains how it does.
- We email you a confirmation with a calendar file and a private link to move or cancel the meeting (your meeting link). Replies to it go to the business.
- Keep your links private. Anyone who has your booking link (the link that opens the booking page) or your meeting link can see your name, email address, and phone number on that page, and the meeting link lets them move or cancel the meeting. Neither one is the video link you use to join.
- The business is told your name, the time, your email address, and your phone number or the video link.
- If you click "Add to Google Calendar," your browser opens Google Calendar with the meeting's title, time, and the video link or phone details.
- If the business cancels the meeting, or closes its Qualiform organization, we email you.
- Booking links stop working after 14 days.
Visitors to getqualiform.com
This website sets no cookies, stores nothing in your browser, and uses no advertising tools. If the link that brought you here carried such a tag, the open page holds it, never your browser's storage, and adds it to the sign-up link if you press one. The open page also holds the address of the first page you opened here and the name of the website that linked you to it, if one did, and adds both to the sign-up link in the same way. Two of its pages hold a Qualiform form of our own: Try it yourself on the home page, and the contact page. That form is the Qualiform app inside the page, so a conversation there works as People who use a form describes, and we are the business you are talking to. Both forms ask whether we may email you about Qualiform. If you say yes, we may send you occasional emails about the product, each with a link to stop them. If you say no, or skip it, we use your email only to reply to you.
Our hosting provider, Vercel, receives your IP address and browser details when it delivers a page, as every website host does, and keeps them in short-lived logs.
We use Vercel Web Analytics to count visits to this website and see which pages people read. When a page loads, Vercel's script on the page sends Vercel the page's address, the time, and, if another website linked you here, that page's address. From the same request, Vercel works out roughly where you are (your country, region, and city), your browser and operating system, and whether you are on a phone, tablet, or computer. It records these with the visit, but not your IP address. To count each visitor once a day, Vercel makes a code from the request that resets every day, and Vercel says this means visitors cannot be tracked between different days or different websites. We see only totals, such as how many people visited each page. If your browser sends a Do Not Track or Global Privacy Control signal, this website does not count your visit. We do not use Vercel Web Analytics, or any other analytics tool of our own, in the Qualiform app or the forms it serves.
The site serves its own fonts, so your browser does not contact Google Fonts. If you email us, we receive your email address and whatever you write.
Why we use information, and our legal bases
If you are in the European Union (EU), the European Economic Area (EEA), Switzerland, or the United Kingdom (UK), data protection law requires a legal basis for each use of your information. For the information we control:
| What we do | Whose information | Legal basis |
|---|---|---|
| Provide Qualiform: accounts, sign-in, forms, leads, meetings, and service emails | Account holders | Performance of our contract with you |
| Billing, plan limits, and tax and accounting records | Account holders | Our contract with you, and our legal obligations |
| Security: rate limits, the bot check, and preventing abuse | Everyone, including visitors to forms | Legitimate interests in keeping Qualiform and the people who use it safe |
| Finding and fixing faults, including error reports | Account holders | Legitimate interests in keeping Qualiform working |
| Honoring requests to stop email | People who receive lead emails | Legal obligations, and legitimate interests |
| Answering questions and privacy requests | Anyone who contacts us | Legitimate interests, and legal obligations |
| Running getqualiform.com | Website visitors | Legitimate interests in delivering and securing the site |
| Counting visits to getqualiform.com with Vercel Web Analytics | Website visitors | Legitimate interests in understanding how the site is used |
| Emailing people who said yes on our own forms about Qualiform | Visitors to our own forms who said yes | Consent, which you can withdraw at any time with the link in each email |
| Telling you about changes to our terms or this policy | Account holders | Our contract with you, and legitimate interests |
For conversations on a form, and for the details of people a business adds, the business decides why and how they are used, and it is responsible for its own legal basis. We process them only on its instructions.
Where we rely on legitimate interests, you can object, as explained in Your rights and choices.
The AI conversation
- Who provides the AI. Conversations run on AI models from Anthropic, through Anthropic's commercial service for businesses. Anthropic processes this data for us under Anthropic's own data processing addendum.
- What we send. With each message, we send Anthropic the business's instructions for the conversation (its description of itself, its questions, its answer options, and its wording), the conversation so far, the answers recorded so far, and, when a time is being offered, the time or link on offer. We do not send your IP address, browser details, cookies, or any ID for you.
- What comes back. The AI's reply and the answers it took from your message. We store both with the conversation.
- Training. Anthropic's commercial terms say: "Anthropic may not train models on Customer Content from Services." We do not train AI models on conversations either.
- How long Anthropic keeps it. Anthropic deletes the content we send and its replies within 30 days. If its automated safety systems flag a conversation as breaking its Usage Policy, Anthropic may keep that content for up to 2 years and its safety scores for up to 7 years. It may also keep data longer where the law requires.
- Where. Anthropic is a United States company. We have not limited where Anthropic runs its models, so a conversation may be processed in other countries.
- The AI can be wrong. What the AI says is not a promise by the business or by us. Confirm anything that matters, such as prices or availability, with the business.
Automated scoring and routing
Qualiform makes some decisions about a conversation automatically. This is how they work.
- The AI records your answers. As you write, the AI records your answer to each of the business's questions, notes whether you said it outright or it inferred it, and notes how sure it is.
- Code scores them. Fixed rules in our code, not the AI, score your answers against the criteria and weights the business chose. It is the same arithmetic every time, so a score can be checked and explained. The result is a score out of 100 and a band, a label for the score's range such as Hot, Warm, or Cold.
- The business's rules choose the next step. They look at the score, how many of the questions you answered, and whether the business has free times. You may be offered a time to meet, given the business's scheduling link, or told the business will be in touch. If the business turned it on, you may instead be told the business is not the right fit. You are not told the score or the reason.
- Some conversations end early. The AI ends a conversation if it judges it to be recruiting, a sales pitch to the business, link-building outreach, or a request for work plainly outside what the business does. A conversation also ends if three messages pass without any answer being recorded. Either way, what you wrote is kept for the business.
The business sees every conversation, including ones that ended early, with the score and the reason for the decision, and it can contact you whatever the outcome. If you think a decision about you was wrong, or you want a person to look at your conversation, contact the business. Our terms do not allow businesses to rely on Qualiform alone for decisions with legal or similarly significant effects on a person, such as decisions about credit, housing, employment, education, insurance, or access to healthcare.
Calendar connections
Google Calendar
If you connect a Google account, Qualiform asks Google for three permissions: to see when you are busy (calendar.freebusy), to see the list of your calendars so you can choose which ones count (calendar.calendarlist.readonly), and to keep one calendar of its own in your account (calendar.app.created). None of them lets us read your events. We never see the title of a meeting, who is in it, where it is, or any other content of your calendar.
We read start and end times only: never a subject, a guest, or a location. We check the calendars you choose, and only the primary calendar of the Google account you connect until you choose. We show you your calendars' names while you choose, and we do not store them.
We do not store your calendar data. We ask Google at the moment a visitor is choosing a time, use the answer to hide times you are not free, and discard it. It is never written to our database, never used to train anything, never sold, and never shared with anyone other than the Google service the request goes to.
The times we offer visitors are worked out from the hours the business set and these busy times. A visitor sees only the times on offer, and our AI provider receives at most the one time being offered, never your busy times.
What we do store is the connection itself: the access and refresh tokens Google issues, encrypted before they are stored, together with the permissions granted, when the access token expires, whose calendar it is in your organization, and who connected it. We also store which calendars you chose and where booked meetings go, by Google's ID for each calendar (for a calendar someone shared with you, that ID can be their email address), and the IDs of the events we add, so we can change or delete them. We do not store which Google account it is.
When a visitor books a meeting with you, we add it as an event to the calendar named Qualiform in your Google account, or to another of your own calendars if you choose one. The event has the meeting's time, the visitor's name, email address, and phone number if they gave one, a link to the lead, and a Google Meet link if the form makes one. The visitor is not added to it as a guest, and Google sends no email about it; our own emails do. If the meeting is moved or canceled, we change or delete that event. We never add, change, or delete anything else in your calendar.
You can disconnect at any time in Qualiform, and we stop asking Google immediately. Disconnecting deletes the stored tokens. It does not remove Qualiform from the list of apps that have access to your Google account; you can remove it there at any time, in your Google account's security settings.
Qualiform's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Microsoft calendars
If you connect a Microsoft account (Outlook.com or Microsoft 365), Qualiform asks Microsoft for two permissions: to stay connected (offline_access) and to read and write your calendars (Calendars.ReadWrite). Microsoft has no narrower permission that lets an app add a meeting to your calendar, so this one could read your events. We never ask Microsoft for the title of a meeting, who is in it, where it is, or what it says.
We read start and end times and whether you are busy: never a subject, a guest, or a location. We check the calendars you choose, and only the main calendar of the Microsoft account you connect until you choose. We show you your calendars' names while you choose, and we do not store them.
We do not store your calendar data. We ask Microsoft at the moment a visitor is choosing a time, use the answer to hide times you are not free, and discard it. It is never written to our database, never used to train anything, never sold, and never shared with anyone other than the Microsoft service the request goes to.
What we do store is the connection itself: the access and refresh tokens Microsoft issues, encrypted before they are stored, together with the permissions granted, when the access token expires, whose calendar it is in your organization, who connected it, and whether your account can make Microsoft Teams meetings. We also store which calendars you chose and where booked meetings go, by Microsoft's ID for each calendar, and the IDs of the events we add, so we can change or delete them. We do not store which Microsoft account it is.
When a visitor books a meeting with you, we add it as an event to the calendar named Qualiform in your Microsoft account, or to another of your own calendars if you choose one. The event has the meeting's time, the visitor's name, email address, and phone number if they gave one, a link to the lead, and a Microsoft Teams link if the form makes video calls and your account can make Teams meetings. Nobody is invited to it, so Microsoft sends no email about it; our own emails do. If the meeting is moved or canceled, we change or delete that event. We never add, change, or delete anything else in your calendar.
Emails we send
| Who receives it | |
|---|---|
| Sign-up confirmations, sign-in links, and password resets | Account holders |
| A request to confirm an email address | People a business adds |
| New lead notifications, with the visitor's answers and conversation | The people a business chose, once they have confirmed their address |
| Warnings when an organization reaches 80 percent of a monthly limit | The organization's Admins |
| A welcome when you sign up, from our founder | The person who made the organization |
| A note when a Free organization has used 12 of its 25 conversations in a month | The organization's Admins, unless they turn it off in Settings > Email |
| Meeting confirmations, changes, and cancellations, with a calendar file unless the meeting is already on the hosts' Google Calendars | The visitor who booked, and the business's hosts and chosen recipients |
| A notice that booking is paused for up to an hour because an unusual number of meetings were booked | The people a business chose for the form |
| Notice that a meeting is canceled because the business closed its Qualiform organization | The visitor who booked |
| Notices about changes to this policy | Account holders |
| Notices about changes to our terms or prices, about new companies that process data for us, and about security incidents | The organization's Admins |
| Payment receipts and notices, if any | Billing contacts (sent by Stripe) |
Our emails are delivered by Resend from addresses at getqualiform.com.
One-click unsubscribe. Every lead notification ends with a link to stop these emails, and it supports one-click unsubscribe in email apps that offer it, such as Gmail. You can stop emails about a business's leads and meetings, from one business or from every business that uses Qualiform, and it takes effect at once. We keep a hash of your address, never the address itself, so that we keep honoring your request. The business sees that you stopped, so it can add someone in your place. If you stop every business, each business that has your address on one of its forms sees that you stopped. A business cannot turn your emails back on, but it can send you a new request to confirm your address, and nothing more reaches you unless you confirm it. If you want the emails again, ask the business to send you a new confirmation email, and confirm it.
The other emails are sent because of something you or the business did, such as signing up, booking, or closing an organization, so they do not carry an unsubscribe link. The only marketing email we send goes to people who said yes on one of our own forms, and each one has a link to stop them.
Cookies and similar technologies
We do not use advertising or tracking cookies. Our one analytics tool is Vercel Web Analytics, which we use on getqualiform.com and nowhere else, and it sets no cookies (see On getqualiform.com).
On a form
A form sets no cookies. It writes these three items to your browser's local storage under app.getqualiform.com:
| Name | What it holds | Why |
|---|---|---|
intake.panel.dev |
"false" | A switch for the business's own testing tools. It holds nothing about you. |
intake.panel.setup |
"false" | The same |
intake.mock |
"false" | The same |
Your conversation is held in the page's memory while you write, never in your browser's storage, so it is gone from your browser when you close or reload the page. (It has already been saved for the business.)
Each page of the Qualiform app, including a form, also sends Sentry, our error-reporting provider, a short notice when it loads: a random session ID, the time, the app's version, and your browser details. This uses no cookies.
Cloudflare's bot check (Turnstile) runs inside each form. It collects signals such as your IP address, browser details, and technical details of your connection to tell people from bots, under Cloudflare's Turnstile Privacy Addendum.
In the Qualiform app, for people who sign in
| Name | What it does | How long it lasts |
|---|---|---|
sb-fnpmxtekdhvmmavolpud-auth-token (sometimes split into parts ending .0 and .1) |
Keeps you signed in | Up to 400 days |
sb-fnpmxtekdhvmmavolpud-auth-token-code-verifier, sb-fnpmxtekdhvmmavolpud-auth-token-flows-code-verifier, and sb-fnpmxtekdhvmmavolpud-auth-token-flow-<id>-code-verifier |
Make an emailed sign-in or reset link work only in the browser that asked for it | Removed when that sign-in is finished; if it never is, up to 400 days |
intake_account |
Remembers which organization you are working in | 1 year |
qf_theme |
Remembers whether you chose a light, dark, or automatic appearance | 1 year |
qf_rail |
Remembers whether the sidebar is folded | 1 year |
qf_tz |
Your browser's time zone name, so times and greetings fit your day | 1 year |
qf_invite |
Carries an invitation through sign-in | 10 minutes |
__cf_bm, set on supabase.co by Cloudflare for our sign-in provider |
Helps our sign-in provider tell people from bots | 30 minutes |
The app also keeps these in your browser's local storage:
| Name | What it holds | How long it lasts |
|---|---|---|
intake.search.recent |
Your last 6 search picks, which can include a lead's name or email address, company, form, and band. It stays in that browser after you sign out. | Until you clear it |
intake.forms.view, intake.forms.collapsed, and intake.questions.collapsed |
How you like your lists and sections laid out | Until you clear it |
All of these are needed for the app to work or to remember your choices. You can clear them in your browser's settings. If you block the sign-in cookie, you cannot sign in.
On getqualiform.com
No cookies, and no browser storage, including for Vercel Web Analytics, which counts visits for us (see Visitors to getqualiform.com). The form on the home page and the contact page is the app's, and keeps only what On a form lists.
Companies that process data for us
These companies process personal information for us to run Qualiform:
| Company | What it does for us | What it receives | Where |
|---|---|---|---|
| Vercel | Hosts the app and this website, and counts visits to this website (Vercel Web Analytics) | Every request to them (including IP address, browser details, and the page asked for), our server logs, and the visits to this website described in Visitors to getqualiform.com | United States (the app runs in Oregon), and other countries |
| Supabase | Database and sign-in | Logins, organizations, forms, leads with their conversations, meetings, settings, and sign-in records | United States (Oregon) |
| Anthropic | The AI models that carry out conversations | The conversation and the form's instructions (see The AI conversation) | United States company; processing may take place in other countries |
| Resend | Delivers our emails | Recipients' addresses and the content of each email | United States |
| Sentry | Error reporting | Error reports (with request contents, cookies, and headers removed, and email addresses and phone numbers redacted from error messages), and the page-load notices described above | United States |
| Cloudflare | The bot check on forms (Turnstile) | A visitor's IP address, browser details, and other signals, and the result of the check | Worldwide network |
| Stripe | Payments | Billing contacts, card details (entered on Stripe's own pages), organization names and IDs, daily conversation counts, calendar seat counts, and when an organization closed | United States and other countries |
| Calendar availability and booked meetings, only when someone connects a Google Calendar; our company email; and fonts, only when a business picks one for its form | Free/busy requests, connection tokens, the list of calendars shown to the person who connected them, and the booked meetings described above; email sent to us; and a visitor's IP address and browser details when a form or its booking page loads a Google font | United States and other countries |
Tools a business connects. When a business connects Slack, Microsoft Teams, HubSpot, Notion, an email marketing tool, a webhook (such as Zapier or Make), Google Analytics, or its own Stripe account for payments, those companies receive data because the business told us to send it, and they handle it under their own terms with the business. If a business gives a video meeting link, the video service receives what you share when you join. These companies are not our providers, and we cannot delete what they hold.
Other times we share information. We may disclose information when the law requires it, such as in response to a valid court order; to protect the rights, property, or safety of Qualiform, our customers, or others; to the business that runs a form, as described above; or with your permission. If Qualiform is sold, merged, or reorganized, information may pass to the new owner, who must keep honoring this policy for the information it receives. We do not share personal information with other companies for their own marketing.
International transfers
We are based in the United States, and we store data in the United States: our database and the app both run in Oregon Some of our providers may also process data in other countries, including Anthropic, Cloudflare, Stripe, Google, and Vercel.
If you are outside the United States, your information is transferred to the United States, whose data protection laws may differ from yours. We do not participate in the EU-U.S. Data Privacy Framework, so no adequacy decision covers transfers to us. For personal information that business customers in the EU, the EEA, Switzerland, and the UK send us, our Data Processing Addendum includes the European Commission's Standard Contractual Clauses, with the UK's addendum to them and the changes Swiss law requires. The addendum sets out how they apply, and we will send you a copy on request.
How long we keep information
| Information | How long we keep it |
|---|---|
| Your login (name, email address, and hashed password) | Until you ask us to delete it. Closing an organization does not delete your login. |
| An organization's forms, settings, people, calendar connections, and billing details | Until the business removes them, or the organization is closed and deleted (see below). A removed person's name and email address can stay on meetings they hosted and in the record of who was told about a lead, until those are deleted. |
| Conversations and leads, including unfinished ones | Until the business deletes them, or its organization is deleted. Nothing deletes them on a schedule. |
| Meetings: the time and format, and the name, email address, phone number, and time zone of the person who booked, with the code made from their IP address | As long as the lead the meeting came from. If the business deletes the lead, we erase the details of the person who booked from its meetings and keep only the times. All meetings are deleted with the organization. |
| A paid booking's payment record (Stripe's references, the amount, the currency, and whether it was paid or refunded) | With the lead and its meeting, until the business deletes them or its organization is deleted. The payment itself stays in the business's Stripe account. |
| Booking links | They work for 14 days. Our record of a link (a hash, not the link itself) stays until the lead or the organization is deleted. |
| Holds on a time while a visitor decides | A hold lapses 15 minutes after it is set, and a visitor's holds stop being renewed 30 minutes after the first. The record is deleted when the visitor's offer changes, when a meeting is next booked with that host, or when the lead is deleted. |
| Calendar busy times | Not stored at all |
| Calendar connection tokens | Until the calendar is disconnected or the organization is deleted |
| Rate-limit records (a hash of an IP address) | Until their 10-minute or 1-day window ends, and cleared after that |
| Requests to stop lead emails (a hash of the address) | A request to stop one business: until that organization is deleted. A request to stop every business: kept, so that we keep honoring it. |
| Records of deliveries to a business's connected tools (where and when we sent a lead, never what) | 30 days once delivered. Failed deliveries stay until the lead is deleted. |
| Records of billing events from Stripe | Kept for our financial records. They stop pointing to an organization once it is deleted. |
| Billing details at Stripe | Kept by Stripe under its own rules and the financial laws that apply to it |
| Conversations at Anthropic | Deleted within 30 days (up to 2 years if flagged by Anthropic's safety systems, and up to 7 years for its safety scores) |
| Logs and error reports at our providers | Vercel: up to 1 day. Supabase: up to 7 days. Resend: 30 days. Sentry: up to 90 days. |
| Website analytics at Vercel (visits to getqualiform.com) | We can see them for 12 months, the time Vercel promises to keep them on our plan, and Vercel may keep them longer. Vercel says the code it uses to recognize each visitor resets every day, and that it discards a visitor's session after 24 hours. |
| Emails you send us | As long as we need them to help you and to keep our records |
| Backups | We do not keep database backups today. If we add them, deleted information will leave them within 30 days. |
How deletion works
- When a business deletes a lead, its upcoming meetings are canceled first and the person who booked is emailed. If that email cannot be sent, the lead is kept, and the business can try again. Then the conversation, answers, and score are deleted permanently, the lead's booking links and holds are deleted, and the details of the person who booked are erased from its remaining meetings.
- When a business deletes a form, the form is removed and its leads are kept.
- When a business closes its organization, its forms stop taking new conversations within about a minute, and conversations already under way can finish. A job that runs once a day cancels its upcoming meetings and emails the people who booked them. Any Admin can cancel the closing for 14 days. Once 14 days have passed, a daily cleanup deletes the organization and everything in it: forms, leads with their conversations, meetings, people, calendar connections, settings, and the billing details we hold. If a visitor still has to be told that a meeting is canceled, the deletion waits until they have been told or the meeting time has passed. If the organization pays for a plan, the deletion also waits until Stripe has the plan's cancellation and the count of its last conversations.
- What deletion does not reach: emails already sent, such as lead emails in recipients' inboxes and calendar invitations; copies a business sent to its connected tools; and records our providers keep for the times listed above.
- Logins are deleted when you ask. Write to privacy@getqualiform.com.
How we protect information
- Every connection to the Qualiform app is encrypted (HTTPS), and the app tells browsers to accept nothing else.
- Between messages, your browser carries the conversation in encrypted form, so the score and the routing decision are never readable on your device.
- Calendar tokens and the secrets for connected tools are encrypted before they are stored, with a key kept outside the database.
- Every table in our database has row-level security, so each signed-in person reaches only what their organization and role allow.
- In our database, IP addresses used for rate limits are stored only as shortened hashes, and the private links we send are stored only as hashes, or not at all. A link can still appear in our providers' request logs and error reports for the times listed in How long we keep information.
- Error reports have request contents, cookies, and headers removed, and email addresses and phone numbers redacted from error messages.
- Rate limits, a bot check, and checks for junk messages protect every form.
- Access to production data is limited to the operator of the service.
No system is perfect. We do not offer two-step sign-in yet, so please use a strong password that you do not use anywhere else.
Your rights and choices
Everyone
Wherever you live, you can ask us what information we hold about you as a controller (see Who this policy covers, and our role), for a copy of it, to correct it, or to delete it. We will do it unless the law lets us or requires us to keep the information, and we will tell you if so. A conversation with a business's form, a meeting booked with a business, and the details a business added about you belong to that business, so for those, see below.
If you have an account, you can change your name in Settings. An Admin can export, archive, or delete leads at any time, and can close the organization. For anything else, write to us.
If you talked to a form, booked a meeting, or were added by a business
The business controls your conversation, your meeting, and the details it added about you, so ask the business first. In Qualiform it can read, export, and delete your conversation, and remove you from its organization. If you cannot reach the business, or it does not answer, write to privacy@getqualiform.com with the business's name or website, your email address or phone number, and, if you used its form, roughly when. We will pass your request to the business, help it respond, and tell you what we did. If the business has closed its Qualiform organization, your conversation is deleted on the timeline in How long we keep information.
You can move or cancel a meeting yourself with the link in your confirmation email, and you can stop lead emails with the link in any of them.
In the EU, the EEA, Switzerland, and the UK
You have the right to access your information, to have it corrected or erased, to restrict how it is used, to object to its use (including where we rely on legitimate interests), to receive it in a portable format, and to withdraw any consent you gave. You can also complain to your data protection authority; in the UK, that is the Information Commissioner's Office. We would like the chance to help first: complaints to privacy@getqualiform.com are acknowledged within 30 days and answered without undue delay. Automated scoring and routing explains the automated decisions made about a conversation.
In California
California residents have the right to know what personal information we collect, use, and disclose, and to get a copy of it; to delete it; to correct it; to opt out of its sale or sharing; to limit the use of sensitive personal information; and not to be treated differently for using these rights.
- We do not sell personal information or share it for cross-context behavioral advertising, and we have not done so in the past 12 months. We do not knowingly sell or share the personal information of anyone under 16.
- The sensitive personal information we collect for ourselves is your login (your email address and password) and, if you pay, the card details you enter on Stripe's pages, which Stripe collects for us and we never see. We use them only to sign you in and to take payment, and we do not use or disclose sensitive personal information for any other purpose. Visitors may choose to tell a business sensitive information in a conversation, which we process only for that business.
- In the past 12 months, we disclosed each category in the California notice at collection to our service providers, for the purposes listed for each in Companies that process data for us, and visitors' information to the businesses whose forms they used.
- We do not share personal information with other companies for their direct marketing.
For a visitor's conversation, and for the details of people a business adds, we act as the business's service provider, and the business responds to requests about them. We help it do so.
In other US states
Residents of states with their own privacy laws, such as Colorado, Connecticut, Oregon, Texas, Utah, and Virginia, can ask us to confirm whether we process their information, and to access, correct, delete, or receive a copy of it. We do not sell personal information or use it for targeted advertising. The scoring on a form is done for the business that runs it, and our terms do not allow a business to rely on Qualiform alone for decisions that have legal or similarly significant effects.
If we decline your request, you can appeal by replying to our decision, or by writing to privacy@getqualiform.com with "Appeal" in the subject line. We answer appeals within 45 days. If you disagree with the result, you can contact your state's attorney general.
How to make a request
Email privacy@getqualiform.com, from the address on your account if you have one. We may ask for information to confirm it is you, usually by matching what you give us with what we hold. Someone else can make a request for you if you give them signed permission, and we may check it with you.
We answer within 45 days, or within 1 month if you are in the EU, the EEA, Switzerland, or the UK. If we need more time, we will tell you why, and take at most another 45 days (or 2 more months in those countries). Requests are free, and we will not treat you differently for making one.
California notice at collection
This table lists the categories of personal information we collect, and have collected in the past 12 months, using the names in California law. We do not sell or share any of them, and we keep each one for the time given in How long we keep information.
| Category | What it includes | Where it comes from | Why we collect it |
|---|---|---|---|
| Identifiers | Names, email addresses, phone numbers, IP addresses, and account and organization IDs | You, the business you work with, visitors to forms, and your browser | Running accounts, forms, and meetings; security; counting visits to our website |
| Personal information described in Cal. Civ. Code § 1798.80(e) | Names, phone numbers, and billing details held by Stripe | You, visitors to forms, and Stripe | Running accounts, forms, and meetings; billing |
| Characteristics of protected classifications | Only if a form asks or a visitor volunteers it | Visitors to forms | Running the business's form |
| Commercial information | Your plan and billing history, and what a visitor says they want to buy, such as a budget or a project | You, Stripe, and visitors to forms | Billing; running the business's form |
| Internet or other electronic network activity | Sign-in records, browser details, pages requested, the pages viewed on getqualiform.com, the address of a page on another website that linked there, and error reports | Your browser and our providers | Security, finding and fixing faults, and counting visits to our website |
| Geolocation data | The country, region, and city Vercel works out from a visit to getqualiform.com | Your browser, through Vercel | Counting visits to our website |
| Professional or employment-related information | Company, job title, and role, when a form asks or a business adds you | Visitors to forms, and the business you work with | Running the business's form; running accounts |
| Inferences | The score, band, and routing decision made about a conversation | Our code, from a visitor's answers | Scoring and routing for the business |
| Sensitive personal information | Your login (email address and password), and card details entered on Stripe's pages. Any sensitive details a visitor chooses to give a business. | You, and visitors to forms | Signing you in and taking payment; running the business's form |
We do not collect precise geolocation. We use your browser's time zone setting only to show times correctly.
Children
Qualiform is a tool for businesses, and accounts are for people 18 and over. It is not directed at children under 13, and we do not knowingly collect their information. Our terms do not allow a business to put a form on a website or service directed at children under 13, or to use a form to collect information from or about children under 13. If we learn that a form is on a website or service directed at children under 13, we will stop it from taking conversations. If we learn that a form has collected personal information from a child under 13, we will delete it and tell the business. If you think a child has used a form, write to privacy@getqualiform.com.
Do Not Track and Global Privacy Control
We do not track people across websites, and we do not sell or share personal information, so there is nothing for these signals to switch off. Apart from not counting your visit to getqualiform.com, our sites work the same whether or not your browser sends a Do Not Track signal. If your browser sends a Global Privacy Control signal, we treat it as a request to opt out of the sale and sharing of your personal information.
No advertising or analytics company collects information about your activity over time and across websites through our sites. Vercel Web Analytics, which we use on getqualiform.com, counts visits with a code that resets every day, and Vercel says this means visitors cannot be tracked between different days or different websites. Cloudflare's bot check on forms collects signals, under its own terms, which Cloudflare also uses to improve its bot detection.
Security incidents
If we learn of a security breach that affects personal information we hold, we will act to contain it and find out what happened, and:
- we will tell the affected business customers without undue delay after we become aware of the breach, and immediately where the law requires it, aiming to do so within 72 hours;
- for information we control, we will tell the people affected, and the authorities, when the law requires it; and
- for information we hold for a business, such as its visitors' conversations, we will help the business tell the people affected as the law requires.
Changes to this policy
When we change this policy, we update the date at the top. If a change is material, we will email account holders before it takes effect. If we change how we use information from Google, we will ask the people who connected a Google Calendar to agree before we use it in the new way. We review this policy at least once a year, and we keep earlier versions, which we will send you on request.
Contact us
- Privacy questions and requests: privacy@getqualiform.com
- Everything else: coleman@getqualiform.com
- Qualiform LLC, Salt Lake City, Utah, United States