Privacy Policy

1. General

This web site is maintained by Scoutize Pty Ltd, Suite 163, 79 Longueville Road, Lane Cove, NSW, 2066, Australia also known as “Formize”. By accessing or using any website owned by Scoutize Pty Ltd, you agree to the terms of the Formize Online Privacy Policy, as outlined below. If you do not agree to these terms, please do not access or use this site.

For the purposes of this policy,

Formize defines the term “Visitor” as an individual that visits any page of our front-end website (for example www.formize.com) or uses our products, web apps or mobile apps.

The term “User” as an entity with which Formize has an established relationship with when a Visitor uses its products or signs up for an account on the website.

“Service” includes our:

• Websites
• SaaS Products
• Downloadable Products
• Desktop apps
• Mobile apps, such as those downloaded from the Apple App Store or Google Play Store.

but does not include:

• Any Third Party Products. These are third party products or services that you may choose to integrate with Formize’s products or services, such as third-party Add-Ons. You should always review the policies of third party products and services to make sure you are comfortable with the ways in which they collect and use your information.

Any information stored by Formize is treated as confidential. All information is stored securely and is accessed by authorized personnel only. Formize implements and maintains appropriate technical, security and organisational measures to protect Personal Data against unauthorized or unlawful processing and use, and against accidental loss, destruction, damage, theft or disclosure.

2. Information we Collect

Formize takes online security very seriously and is committed to protecting your privacy. In order to access some Formize services you will be asked to provide personal identification information (“Personal Information”). How, why and other information in regards to this is explained below.

In general, you may visit Formize’s web pages without disclosing to us who you are and without revealing any Personal Information about yourself however without providing personal information you may not be able to download or purchase our products or services.

2.1. Collection of User data

During a registration on the Formize website, you give consent to provide information such as name, company name, email address, physical address, telephone, credit-card number and other relevant data, excluding any Google Data. This information is used by Formize to identify you as a User and provide you with access to:

• purchase our software,
• use support and services
• participate in mailings, sales and marketing actions,
• for billing purposes
• to meet any other contractual obligations

We do not collect sensitive information such as medical, health, racial, ethnic, political, religious, philosophic, union membership or sexual orientation information. If we are made aware that we have received such information, we will promptly proceed to its deletion.

In some cases another User (such as a system administrator) may create an account on your behalf and may provide your information, including Personal Information (most commonly when your company requests to use our products). We collect Information under the direction of our customers and often have no direct relationship with the individuals whose personal data we process.

If you are providing information (including Personal Information) about someone else, you must have the authority to act for them and to consent to the collection and use of their Personal Information as described in this Privacy Policy.

2.2. Data Access, Correction, Deletion, and Opt Out.

Users of the website can at any time access and edit, update or delete their contact details by logging in to their account on the Formize website with their username and password. Users may create more Users within their account (sub accounts). Once these new Users log into Formize, they meet the definition of User in this policy. Formize will not retain User data longer than is necessary to fulfil the purposes for which it was collected or as required by applicable laws or regulations.

To the extent that you do provide us with Personal Information, Formize wishes to maintain it accurately and up-to-date. Where we collect Personal Information from you, our goal is to provide a means of contacting Formize should you need to access, update or correct that Information.

You can contact us any time to:

• Request access to information that Formize has about you
• Correct any Information that Formize has about you
• Delete information that Formize has about you

Contact us at sales@formize.com and we will make reasonable efforts to promptly provide you with the information or assistance you need free of charge.

Further, if you notify us that such information is incorrect, or you wish to have such information removed, we will correct, amend, or delete your Personal Information as soon as practicable. Your personal data will be removed without the requirement to state a reason for discontinuing your account with us.

2.3. Our Role

Formize processes Personal Data both as a Processor and as a Controller, as defined in the Directive and the GDPR:

Formize which you as a User entered an agreement with when signing up for an account, will be the Controller for User data, as outlined in the information above.

Using some Formize services you may send your own client’s (“Client”) data through our servers, in this case you the User will be the Controller in accordance with Directive and GDPR, and Formize will be the Processor. Formize adheres to the Directive of 1995 and the GDPR from May 25th, 2018.

Formize does not own, control or direct the use of any of the Client data stored or processed by a Client or User via the Service. Only the Client or Users are entitled to access, retrieve and direct the use of such Client Data. Formize is largely unaware of what Client Data is actually being stored or made available by a Client or User to the Service and does not directly access such Client Data except as authorized by the User, or as necessary to provide Services to the Client and its Users. As such Formize is not acting in the capacity of data controller in terms of the European Union’s General Data Protection Regulation (Regulation (EU) 2016/679, hereinafter “GDPR”) and does not have the associated responsibilities under the GDPR.

Formize should be considered only as a processor on behalf of its Clients and Users as to any Client Data containing Personal Data that is subject to the requirements of the GDPR. The Client or the User is the data controller under the Regulation for any Client Data containing Personal Data, meaning that such party controls the manner such Personal Data is collected and used as well as the determination of the purposes and means of the processing of such Personal Data.

2.4. Data Transfer Across Borders

You should be aware, that if you choose to provide us with your Personal Information, we may transfer such information, within Formize or to Formize’s third party service providers, across borders and from your country or jurisdiction to other countries or jurisdictions around the world, subject to the limitations of this Privacy Policy.

Personal data collected by Formize will be stored in secure hosting facilities provided by Amazon Web Services located in the US which is on the EU Commission’s list of countries or territories providing adequate protection for the rights and freedoms of data subjects in connection with the processing of their personal data. All hosting is performed in accordance with the highest security regulations and Amazon Web Services is EU-US Privacy Shield compliance certified and follows the relevant principles.

Formize strives to comply with all applicable laws around the globe that are designed to protect your privacy. Although legal requirements may vary from country to country, Formize intends to adhere to the principles set forth in this online Privacy Policy.

2.5. Compromise of Personal Information.

In the event that personal information is compromised as a breach of security, Formize will promptly notify our customers in compliance with applicable law.

2.6. Choice

You may choose whether or not to provide Personal Information to Formize. However, when you engage in certain activities on this site, such as purchasing products or services, downloading software, or entering competitions, Formize may require that you provide certain information about yourself by filling out and submitting an online form. It is entirely optional for you to engage in these activities. If you elect to engage in these activities, Formize may require that you provide certain personal information, such as your name, mailing address, e-mail address, and other personal identifying information.

3. How We Share Your Information

• Personally Identifiable Information: Your personal information will not be leased, sold, rented or otherwise made available to any other third party except to the extent necessary to comply with applicable laws, police investigations, or in legal proceedings where such information is relevant. Be aware that any personally identifiable information you elect to make publicly available on our Sites or the Formize Service, such as posting comments on our public forum, will be available to others and this privacy policy does not apply. If you remove information that you have made public on our Sites or Service, copies may remain viewable in cached and archived pages or if other users have copied or saved that information. Our forum and blog are hosted on our own servers and we have full control over the data and ability to remove content if requested.
• Non-Personally Identifiable Information: We may share non-personally identifiable information (such as anonymous usage data, referring/exit pages and URLs, platform types, number of clicks, etc.) with third parties to help us understand the usage patterns for our website. Such data consist solely of non-personally identifiable information. Non-personally identifiable information may be stored indefinitely.
• Purchase Information: Details of your purchases, including but not limited to: order ID, licenses and contact information, will not be shared with anyone without your written permission. For this reason employee requests for all licenses owned by their company will be denied.
• Instances Where We Are Required To Share Your Information: Formize will disclose your information where required to do so by law, if subject to subpoena or other legal proceeding or if we reasonably believe that such action is necessary to (a) comply with the law and the reasonable requests of law enforcement; (b) to enforce our terms or to protect the security or integrity of our Service; and/or (c) to exercise or protect the rights, property, or personal safety of Formize, our users or others.
• What Happens In The Event Of A Change Of Control: We may buy or sell/divest/transfer the company, or any combination of its products, services, assets and/or businesses. Your information such as customer names and email addresses, and other User information related to the Service may be among the items sold or otherwise transferred in these types of transactions. We may also sell, assign or otherwise transfer such information in the course of corporate divestitures, mergers, acquisitions, bankruptcies, dissolutions, reorganizations, liquidations, similar transactions or proceedings involving all or a portion of the company. You will be notified via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
• Testimonials: We display personal testimonials (success stories) of satisfied customers on our Site in addition to other endorsements. With your consent, we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at sales@formize.com.

4. Cookies

When you visit any Formize website, you may surf the site anonymously and access important information without revealing your identity. In order to analyze and improve our site, we use Cookies to track your visit. A (“Cookie”) is small amount of data that is transferred to your browser by a web server and can only be read by the server that gave it to you. Cookies cannot be executed as code or deliver viruses.

Most browsers are initially set to accept cookies. You can set your browser to notify you when you receive a cookie, therefore allowing you to decide whether or not to accept it. (For some web pages that require an authorization, cookies are not optional. Users choosing not to accept cookies will not be able to access such pages.)

While Formize uses Cookies to track your visits, and our web servers automatically log the IP/Internet address of your computer, this information does not identify you personally and you remain anonymous unless you have otherwise provided Formize with Personal Information.

Some Cookies are associated with your account and personal information in order to remember that you are logged in. Other Cookies are not tied to your account but are unique and allow us to carry out analytics and customization, among other similar things. Cookies can be used to recognize you when you visit this Site or another Site managed by Formize or with or use our Services, remember your preferences, and give you a personalized experience that’s consistent with your settings. Cookies also make your interactions faster and more secure.

We collect information when you use our Websites to help us improve our products and services. This information is anonymous and cannot be used to identify you.

A list of our main services that uses cookies is detailed in the table below. Note this is not an exhaustive list of Cookies and generally details the Cookies that may or may not be stored on your machine.

5. Website Analytics

We partner with select third-party vendors, such as Google Analytics, Microsoft Clarity, and others to allow tracking technologies using first-party and third-party cookies. These services store information about how visitors use our website so we can make improvements and give visitors a better user experience. Tracking technologies record information about the pages you visit, the length of time you were on specific pages and the website in general, how you arrived at the site, and what you clicked on. By accessing the Site, you consent to the collection and use of your information by these third-party vendors.

You are encouraged to review their privacy policies and contact them directly for responses to your questions. We do not transfer personal information to these third-party vendors. However, if you do not want any information to be collected and used by tracking technologies, you may visit the following links:

• Google Analytics Opt-Out Browser Add-on
• Microsoft Clarity Opt-Out Partner

Third-Party Tools

• Network Advertising Initiative Opt-Out Tool
• Digital Advertising Alliance Opt-Out Tool

You should be aware that getting a new computer, installing a new browser, upgrading an existing browser, or erasing or otherwise altering your browser’s cookies files may also clear certain opt-out cookies, plug-ins, or settings.

6. Google reCAPTCHA

We use “Google reCAPTCHA” (hereinafter “reCAPTCHA”) on our websites. This service is provided by Google Inc., 1600 Amphitheater Parkway, Mountain View, CA 94043, USA (“Google”). reCAPTCHA is used to check whether the data entered on our website (such as on a contact or signup form) has been entered by a human or by an automated program. To do this, reCAPTCHA analyzes the behavior of the website visitor based on various characteristics. This analysis starts automatically as soon as a website visitor enters the website. For the analysis, reCAPTCHA evaluates various information, like IP address, how long the visitor has been on the website, or mouse movements made by the user. Data collected during the analysis will be forwarded to Google. The reCAPTCHA analyses take place completely in the background. Website visitors are not advised that such an analysis is taking place. We have a legitimate interest in protecting our sites from abusive automated crawling and spam.

If you do not want any data about you or your behavior to be transmitted to Google, you must log off completely from Google and delete all Google cookies before you visit our website or use reCAPTCHA software. Data is automatically transmitted to Google as soon as you access our site. To delete this data again, you must contact Google support at https://support.google.com. By using our website, you agree that Google and its agents automatically collect, process and use data. You can learn more about reCAPTCHA on Google’s web developer page at https://developers.google.com/recaptcha/. Google goes into more detail about the technical development of the reCAPTCHA here, but exact information about data storage and data protection-relevant topics are not found. A good overview of the basic use of data at Google can be found in the company’s own privacy policy at https://policies.google.com/privacy?hl=en-US.

7. Access to Third-Party Accounts

You may be able to upload and download files to third-party services, such as Dropbox and Google Drive. These services are not activated automatically, but require explicit authorization by the User.

If you opt to connect to Google Drive, then Formize’s use and transfer of information received from Google APIs (hereinafter “Google Data”) to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements.

In the course of providing the Service, your files are transferred to and temporarily stored on Formize’s servers. We do not read or mine any data from your files or their metadata, and we do not make any copies of them. All file processing is done by machine; there is no human interaction with your files unless they are submitted by you to our support team in the support forum. Your files are automatically irreversibly deleted from our servers within 24 hours.

Notwithstanding anything else in this Privacy Policy, if you provide Formize access to your Google Data, the App’s use of that data will not be used for serving advertisements and Google Data will not be aggregated, anonymized, or utilized to derive other forms of data.

8. Newsletters

From time to time, Formize will provide information to their customers in the form of electronic newsletters. When you subscribe to the Formize newsletter you will be added to our mailing list and will receive announcements and information about Formize and its ventures. The announcements and information will come from Formize, not from third parties. It will be emailed directly to the email address that you provide when you subscribe. If you no longer wish to receive newsletters from us in the future, you can sign-in formize.com and then unsubscribe by accessing the settings of your profile.

9. Security

Wherever your Personal Information may be held by Formize or by a third party on Formize’s behalf, reasonable and appropriate precautions, such as encryption, firewalls and like technologies, are and will be implemented to protect such Personal Information from loss, misuse, or unauthorized access.

10. Aggregate Information

The Site may track the total number of visitors to our Site, the number of visitors to each page of our Site, IP addresses, External Web Sites (defined below) linked to, and we may analyze this data for trends and statistics in the aggregate, but such information will be maintained, used and disclosed in aggregate form only and it will not contain Personal Information. Google Data will not be aggregated, anonymized, or utilized to derive other forms of data. We may use such aggregate information to analyze trends, administer the Site, track users’ movement, and gather broad demographic information for aggregate use. We may share this aggregate information with third parties to assist them in targeting advertisements to appropriate audiences.

11. Links to Third Party Sites

The Site or Services may provide links to other Web sites or resources over which we have no control (“External Web Sites”). Such links do not constitute an endorsement by Formize of those External Web Sites. You acknowledge that Formize is providing these links to you only as a convenience, and further agree that Formize is not responsible for the content of such External Web Sites. Your use of External Web Sites is subject to the terms of use and privacy policies located on the linked to External Web Sites.

12. Children’s Privacy

Formize, its websites and services are not designed nor structured to attract children. Accordingly, we do not intend to collect Personal Information from anyone we know to be under 13 years of age. If we are made aware that information is or has been submitted by or collected from a child under the age of thirteen, we will promptly delete this information.

13. Data Protection Officer

Formize has a “Data Protection Officer” who is responsible for matters relating to privacy and data protection. This Data Protection officer can be reached by email: dpo@formize.com

14. Your Consent

By using this website or our services, you consent to the terms of our Online Privacy Policy and to Formize’s processing of Personal Information for the purposes outlined above.

Should the Online Privacy Policy change, we will take reasonable steps to ensure that these changes are brought to your attention by posting all changes prominently on our website for a reasonable period of time. If we make any changes, the “Effective date” at the top of this Privacy Policy will be revised accordingly.