Legal

Privacy Policy

Last updated: 2 November 2026 · Version 1.1

What Formta collects about you, why, who else sees it, how long we keep it, and what you can do about it.

1. Who We Are

Formta is run by FORMTA LTD, a private limited company registered in England and Wales, company number [company number] ("Formta", "we", "us"). Formta Ltd. is the data controller for the personal data in the Formta app at app.formta.com. That means we decide how it's used, and we're responsible for it under the UK GDPR and the EU GDPR.

• Registered office: FORMTA LTD, 86–90 Paul Street, London EC2A 4NE, United Kingdom
• Email: info@formta.com

If you're unhappy with how we use your data, you can complain to the Information Commissioner's Office (ICO) in the UK, or to the data protection authority in your country if you live in the EU. We'd like you to tell us first, so we can put it right.

2. What We Collect

We ask for as little as we can. This section is in two parts. The first is the information about you that we collect and use to run Formta. The second is the work you add to Formta, which we only store for you.

Your account: what you give us when you sign up, and what you add to your profile:

• Your email address, first name and last name
• Your password. Nobody can read it, us included
• Your teams, and your role in each one
• Your profile photo, if you add one
• Anything else you add to your profile: phone number, pronouns, job title, industry, time zone, whether you work full or part time, your introduction and your answers to the work preferences questions

Your plan: when you start a paid plan:

• Your plan, and if your subscription is running, paused or cancelled
• Paddle is our merchant of record. Paddle sells Formta to you and takes your payment, so we never see or store your card details. Your invoices and payment history are kept by Paddle.

Signing in and keeping your account safe: collected when you use Formta:

• Your IP address when you sign up and sign in. We use it to find the country and city you're signing in from, to stop misuse, and to give each network one free trial. We look up the place on our own servers, so your IP address isn't sent to anyone else for this
• The kind of device and browser you sign in with
• When you signed in, and from which country and city. If you sign in from a new device or a new country, we email you so you can check if it was you
• If you turn on push notifications, the address your browser gives us for sending them to that device
• If you connect Google Calendar, the access Google gives us to your calendars

Analytics: only if you allow it:

• Which pages you open, which features you use, and how fast the app runs for you
• Each event also has your job title, industry, plan and the size of your team, so we can see how different kinds of teams use Formta and make it work better for them
• Your user ID is replaced with a code before an event is stored, so the stored events don't show who you are
• It's off unless you turn it on. You decide when you sign up, and you can change it any time in the settings in the right sidebar.

AI data: only if you allow it:

• Records of how you use Formta: which features and elements you use, how you use them and which file formats you export to, with your job title, industry, plan and the size of your team. We use them for training our AI models
• We never use your creative work for training our AI models. That's your files, pictures, text and everything else in your projects
• While it's on, a project you delete is kept, hidden, for 2 years after you delete it. If you turn it off, those projects are deleted once your plan's recovery days have passed
• It's off unless you turn it on. You decide when you sign up, and you can change it any time in the settings in the right sidebar.
• When you turn it off or delete your account, the records collected for this are removed right away.

Marketing: only if you allow it:

• Your email address, for product updates and tips by email
• Announcements and product tips shown inside the app
• Both are off unless you turn them on. You decide when you sign up, and you can change them any time in the settings in the right sidebar.

Subscription sharing: only if you allow it:

• Your plan is shown to the admins of the teams you're in, so they can offer to pay for it.
• It's off unless you turn it on.

Your work: what you and your team add to Formta. We store it so your work is there for you in Formta. We only use it to show it to you, your team and the clients you share it with, and for nothing else.

• Your projects, project pages and everything on them, like tasks, events, meetings, calendars, inventories, posts, messages, comments and mood check-ins
• The files you upload
• The name and email of each client you invite, and their comments, approvals and feedback
• The addresses you search for in a Map, and the places you add weather to in a Table

We don't buy data from anyone, and there are no advertising or tracking tools in the app, like Google Analytics, Meta Pixel or Hotjar.

3. Why We Use It

The UK GDPR and the EU GDPR say we need a lawful reason, called a legal basis, for each way we use your data. These are ours:

Where we rely on your consent, you can withdraw it at any time, and we stop tracking your data as soon as you do.

4. How Long We Keep It

When you delete your account, we delete everything above, or remove your name and email from it. A deleted account leaves our backups as the older copies are replaced.

5. Who Sees Your Data

• Your team members: the people in your teams see your name, photo, job title and profile, and the projects, inventories and calendars they've been given access to. You decide who sees each of your answers to the work preferences questions.
• Your clients: only the pages you send them, as they were when you sent them, and what you've shared with them in the calendar and inventory. On a project's client revisions page, they see the team working on the project, with each person's name, job title and work preferences. They only see a person's email and phone number if that person has selected to show them.
• Formta's internal team: only when it's needed for support, for security or to fix a problem, and only the data needed for it. We keep a record of this access.
• The companies we use to run Formta: they do a job for us, like storing data or sending email. They only use your data to do that job, and not for anything of their own.
  • Supabase: our database, sign-in and file storage, in Ireland (EU)
  • Vercel: hosts the app and the website, in London (UK)
  • Paddle: payments and sales tax, in the UK. Paddle is our merchant of record, so it also uses your payment details for its own records, under its own privacy policy
  • Mailchimp and Mandrill (Intuit): send our emails, in the US
  • hCaptcha (Intuition Machines): checks you're not a bot when you sign up, sign in and reset your password, in the US
  • LocationIQ: finds the addresses you search for in a Map, in the EU
  • MET Norway: weather forecasts for the places in a Table's weather column, in Norway
  • Apple iCloud: stores our backups. They're locked before they leave us, so Apple can't open them
  • Google: only if you connect Google Calendar, to sync your calendars
  • Your browser's push service (Google, Apple or Mozilla, depending on your browser): only if you turn on push notifications, to deliver them to your device

Some things in Formta load in your browser from other websites. Like any website you visit, a website your browser loads something from sees your IP address. This is what each one sees:

• Museum Collections: each museum's website sees your IP address when its pictures load. It doesn't see your name or email
• Maps: OpenStreetMap sees your IP address when the map loads. The addresses you search for go to LocationIQ from our servers, so LocationIQ sees the address, but not your IP address or who you are
• Weather in a Table: MET Norway gets the place from our servers, so it doesn't see your IP address or who you are
• Pexels: your searches go to Pexels from our servers, so Pexels sees what you search for, but not who you are. The pictures in the results load from Pexels, so Pexels sees your IP address
• YouTube and Vimeo: when you add a video, its preview picture and the video itself load from YouTube or Vimeo, so they see your IP address. YouTube videos play in YouTube's privacy-enhanced mode
• Paddle: the checkout loads from Paddle, so Paddle sees your IP address and the payment details you type in
• hCaptcha: the check loads from hCaptcha, so hCaptcha sees your IP address and how you use the check
• Product links and page links: when you add a product link to a Shopping Selection or a page link in Upload Media, our servers open the link, so that website doesn't see your IP address or who you are

We don't sell your data, and we don't share it with advertisers. We only give data to the police or a court when there's a valid legal order. If we get one about you, we'll tell you, unless the order says we can't.

6. Data Sent Outside The UK And EU

Your data is stored in the UK and the EU. A few of the companies above are in the US, and Mailchimp, Mandrill and hCaptcha use data in the US. When your data goes to the US, it's protected by the UK Extension to the EU–US Data Privacy Framework if the company has signed up to it. If it hasn't, your data is protected by the standard data protection clauses in that company's agreement with us.

To find out which of these applies to a company, email info@formta.com.

7. Your Rights

You have the right to:

• See your data: ask for a copy of everything we have about you
• Correct it: have anything that's wrong put right
• Delete it: close your account and have your data removed
• Export it: get your work in a format you can take somewhere else
• Object: tell us to stop using your data for something
• Withdraw consent: for analytics, marketing, AI data and subscription sharing, at any time

You can do most of this in the app. Change what you allow in the settings in the right sidebar, edit your profile in Account → Profile, download your personal data as a PDF in Account → Security & Privacy, and delete your account in Account → Billing. Most elements can also be exported as files. For anything else, email info@formta.com. We reply within a month.

If you live in California, the California Consumer Privacy Act (CCPA) gives you these rights too:

• To know what personal information we collect, why, and who we give it to. That's sections 2 to 5 of this policy. In the CCPA's words, it's identifiers (like your name and email), customer records, commercial information (your plan), internet activity (only if you turn on analytics), the country and city you sign in from, found from your IP address, and professional information (like your job title)
• To see, correct or delete it
• Not to be treated differently for using any of these rights

We don't sell your personal information, and we don't share it for advertising, so there's nothing to opt out of. We only use it to run Formta. To use your rights, email info@formta.com, or ask someone to do it for you. We'll check it's really you before we act, and we reply within 45 days.

8. Security

• Everything sent between your browser and Formta is protected, so nobody else can read it on the way
• Nobody can read your password, us included
• You can turn on two-factor authentication, and we email you when someone signs in to your account from a new device or a new country
• Signing up, signing in and resetting your password are protected by hCaptcha
• Every file and link is checked before it's stored. A picture added from a link is fetched by our servers and checked the same way. Anything that doesn't pass our security checks isn't stored on our servers
• Each person can only open the projects, pages and files they've been given access to
• We keep a record of each time Formta's internal team opens your data
• The database and files are backed up every day, and only we can open the backups

If you find a security problem, please email info@formta.com.

9. Cookies And Similar Storage

The Formta app doesn't use tracking cookies. It uses your browser's storage to:

• Keep you signed in
• Remember your settings, like your sidebar and the last view you used
• Keep a copy of your work on your device, so Formta works when you're offline and your changes are kept until they're saved. Signing out or clearing your browser's data removes this copy, including offline changes that haven't been saved yet, so download a backup file before you do

The app needs these to work, and they're never shared with anyone. Analytics, if you turn it on, doesn't use cookies either. The events go to our own servers. For formta.com, see our cookies page.

10. Children

Formta is a tool for work, and you need to be 16 or over to use it. If you think a child has signed up, email info@formta.com and we'll close the account.

11. Changes To This Policy

When we change anything important, we'll:

• Update the date at the top
• Email you at least 14 days before the change starts. Everyone with an account gets this email, whatever their email settings

12. Contact

• Email: info@formta.com