Privacy Policy
PromptIntake, a service of Formsort Inc.
Effective date: April 13, 2026
We at Formsort Inc. ("Formsort," "we," "us," or "our") know you care about how your personal information is used and shared, and we take your privacy seriously. This Privacy Policy explains how we collect, use, and share information when you use PromptIntake and related services (collectively, the "Services").
Please read the following to learn more about our Privacy Policy. By using or accessing the Services in any manner, you acknowledge that you accept the practices and policies outlined in this Privacy Policy, and you hereby consent that we will collect, use, and share your information in the following ways.
Your use of the Services is at all times subject to the Terms of Service, which incorporates this Privacy Policy. Any terms we use in this Policy without defining them have the definitions given to them in the Terms of Service.
1. What This Privacy Policy Covers
This Privacy Policy applies to information we collect when you use PromptIntake. It does not apply to third-party services you may access through or connect to our Services, which are governed by their own privacy policies.
We gather various types of personally identifiable information ("Personal Information") from our users, as explained below. We use this Personal Information internally in connection with our Services, including to personalize, provide, and improve our services, to allow you to set up a user account, to contact you, to fulfill your requests for certain products and services, and to analyze how you use the Services. In certain cases, we may also share some Personal Information with third parties, but only as described below.
Children's Privacy: As noted in the Terms of Service, we do not knowingly collect or solicit personal information from anyone under the age of 16. If you are under 16, please do not attempt to register for the Services or send any personal information about yourself to us. If we learn that we have collected personal information from a child under age 16, we will delete that information as quickly as possible. If you believe that a child under 16 may have provided us personal information, please contact us at privacy@promptintake.com.
2. Changes to This Privacy Policy
We're constantly trying to improve our Services, so we may need to change this Privacy Policy from time to time. We will alert you to material changes by placing a notice on the Services, by sending you an email, and/or by some other means.
Please note that if you've opted not to receive legal notice emails from us (or you haven't provided us with your email address), those legal notices will still govern your use of the Services, and you are still responsible for reading and understanding them. If you use the Services after any changes to the Privacy Policy have been posted, that means you agree to all of the changes.
3. Information We Collect
Information You Provide to Us
Registration Information: When you sign up for a PromptIntake account to create, manage, or deploy forms, we collect and store your registration details, including your username, password, and email address.
Billing Information: If you make payments to us, we require certain billing details, such as your name, billing address, email, and payment information. We use trusted third-party payment processors and do not directly store or retain sensitive payment information provided by you or your users.
Form Responses and Metadata: When you use PromptIntake, your forms and the data collected through them (including form questions and responder submissions) are securely stored by default within our platform. We use third-party cloud infrastructure providers such as Amazon Web Services (AWS) to securely store this data. You own the data you collect using PromptIntake. We do not sell or use your form responses for purposes unrelated to providing our services to you, unless required by law or with your explicit permission.
Communication Information: We may communicate with you if you've provided us the means to do so. For example, if you've given us your email address, we may send you service-related emails about your use of the Services. We may receive confirmation when you open an email from us. This confirmation helps us make our communications with you more useful and improve our services. If you do not want to receive communications from us, please indicate your preference by emailing us at privacy@promptintake.com.
Information Collected Automatically
Whenever you interact with our Services, we automatically receive and record information on our server logs from your browser or device, which may include your IP address, geolocation data, device identification, "cookie" information, the type of browser and/or device you're using to access our Services, and the page or feature you requested.
Cookies: "Cookies" are identifiers we transfer to your browser or device that allow us to recognize your browser or device and tell us how and when pages and features in our Services are visited and by how many people. You may be able to change the preferences on your browser or device to prevent or limit your device's acceptance of cookies, but this may prevent you from taking advantage of some of our features.
If you click on a link to a third-party website or service, such third party may also transmit cookies to you. This Privacy Policy does not cover the use of cookies by any third parties, and we are not responsible for their privacy policies and practices. Please be aware that cookies placed by third parties may continue to track your activities online even after you have left our Services.
We may use this data to customize content for you that we think you might like, based on your usage patterns. We may also use it to improve the Services – for example, this data can tell us how often users use a particular feature of the Services, and we can use that knowledge to make the Services useful to as many users as possible.
Do Not Track Policy
Through cookies we place on your browser or device, we may collect information about your online activity after you leave our Services. Your browser may offer you a "Do Not Track" option, which allows you to signal to operators of websites and web applications that you do not wish such operators to track certain of your online activities over time and across different websites. Our Services do not support Do Not Track requests at this time, which means that we collect information about your online activity both while you are using the Services and after you leave our Services.
4. How We Share Personal Information
We do not rent or sell your Personal Information in personally identifiable form to anyone, except as expressly provided below. We may share your Personal Information with third parties as described below:
De-identified Information: We may de-identify your Personal Information so that you are not identified as an individual, and provide that information to our partners. We may also provide aggregate usage information to our partners (or allow partners to collect that information from you), who may use such information to understand how often and in what ways people use our Services. However, we never disclose aggregate usage or de-identified information to a partner in a manner that would identify you as an individual.
Affiliated Businesses: In certain situations, businesses or third-party websites we're affiliated with may sell or provide products or services to you through or in connection with the Services. You can recognize when an affiliated business is associated with such a transaction or service, and we will share your Personal Information with that affiliated business only to the extent that it is related to such transaction or service. We have no control over the policies and practices of third-party websites or businesses as to privacy or anything else, so if you choose to take part in any transaction or service relating to an affiliated website or business, please review all such business' or websites' policies.
Analytics: We may use third-party analytics service providers, such as Google Analytics, for our business purposes, including but not limited to improving and developing our Services, monitoring and analyzing use of our Services, and increasing the functionality and user-friendliness of our Services. When you use our Services, these analytics service providers may collect and retain some information about you by planting a persistent cookie or identifier on your web browser or device. You may opt out of Google Analytics by visiting https://tools.google.com/dlpage/gaoptout/.
Our Agents: We employ other companies and people to perform tasks on our behalf and need to share your information with them to provide products or services to you; for example, we may use a payment processing company to receive and process your credit card transactions for us. Unless we tell you differently, our agents do not have any right to use the Personal Information we share with them beyond what is necessary to assist us.
User Profiles and Submissions: Certain user profile information, including your name and any content you have uploaded to the Services, may be displayed to other users to facilitate user interaction within the Services or address your request for our services. Your account privacy settings may allow you to limit the other users who can see the Personal Information in your user profile and/or what information in your user profile is visible to others.
Business Transfers: We may choose to buy or sell assets, and may share and/or transfer customer information in connection with the evaluation of and entry into such transactions. Also, if we (or our assets) are acquired, or if we go out of business, enter bankruptcy, or go through some other change of control, Personal Information could be one of the assets transferred to or acquired by a third party.
Protection of Formsort and Others: We reserve the right to access, read, preserve, and disclose any information that we believe is necessary to comply with law or court order; enforce or apply our Terms of Service and other agreements; or protect the rights, property, or safety of Formsort Inc., our employees, our users, or others.
5. AI (Artificial Intelligence) Usage
We use artificial intelligence (AI) capabilities within our Services to help you create, manage, and enhance your forms and workflows. This includes assisting you with content extraction from uploaded documents (such as PDFs), analyzing form structure, improving form interactions, and automating aspects of your form-building experience.
In some cases, we use large language models (LLMs) from third-party providers, such as OpenAI and Anthropic, to support these features. To improve and train our AI models, we may share non-personally identifiable form metadata and user-generated prompts with these providers.
We will not share any form responses or personal data with LLM providers.
Our AI features are solely intended to assist with form creation and management. We do not send form responses to AI or LLM providers under any circumstances.
6. Security of Personal Information
Your account is protected by a password for your privacy and security. You must prevent unauthorized access to your account and Personal Information by selecting and protecting your password appropriately and limiting access to your computer or device by signing off after you have finished accessing your account.
We endeavor to protect the privacy of your account and other Personal Information we hold in our records, but unfortunately, we cannot guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors may compromise the security of user information at any time.
7. Your Rights and Choices
Through your account settings, you may access, and, in some cases, edit or delete the following information you've provided to us:
- Name and password
- Email address
- User profile information
- Forms and form configurations
The information you can view, update, and delete may change as the Services change. If you have any questions about viewing or updating information we have on file about you, please contact us at privacy@promptintake.com.
California Residents: Under California Civil Code Sections 1798.83-1798.84, California residents are entitled to contact us to prevent disclosure of Personal Information to third parties for such third parties' direct marketing purposes; in order to submit such a request, please contact us at privacy@promptintake.com.
Your Choices
You can always opt not to disclose information to us, but keep in mind some information may be needed to register with us or to take advantage of some of our features.
You may request deletion of your account by emailing privacy@promptintake.com. Some information may remain in our records after your deletion of such information from your account. We may use any aggregated data derived from or incorporating your Personal Information after you update or delete it, but not in a manner that would identify you personally.
8. Data Retention
We retain your Personal Information for as long as your account is active or as needed to provide you with the Services. We may also retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
For customers with HIPAA compliance obligations, we will retain necessary audit logs and compliance-related records for a minimum of six (6) years as required by HIPAA.
9. Questions or Concerns
If you have any questions or concerns regarding our privacy policies, please send us a detailed message to privacy@promptintake.com, and we will try to resolve your concerns.