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Privacy Policy

This policy explains what information Formao processes, why, who we share it with, and the rights and choices you have.

Last updated: 6 October 2026

1. About this policy

This Privacy Policy explains how Formao (“Formao”, “we”, “us”) handles personal information when you use the Formao service: the website formao.ai, the web app at app.formao.ai, the Formao apps for iOS and Android, the Formao desktop apps for Mac and Windows, and our API and MCP integrations (together, the “Service”).

It applies to visitors to our website; to people who use Formao — account holders and members of organizations; and to people whose information organizations manage in the Service, such as their customers, contacts, signers and newsletter recipients.

Formao is built for businesses. In this policy, an “organization” is a business’s workspace in Formao, together with its members. Your use of the Service is also governed by our Terms of Use.

2. Who controls the information

For account information, technical and security information, and information collected through our website, Formao is the controller: we decide why and how this information is used, and we are responsible for it under this policy.

Organizations put their own content into the Service — documents, files, customers and contacts, signature requests, newsletters and more (“Customer Content”). For Customer Content, including information about the organization’s customers, contacts, signers and newsletter recipients, the organization is the controller. Formao processes this content on the organization’s behalf, as its processor (service provider), and only to provide the Service.

If you received a document, a signature request or a newsletter from an organization that uses Formao, or an organization keeps your details as a customer or contact, please send requests about your information to that organization. If you contact us instead, we will refer you to the organization and assist it in handling your request.

3. Information we collect

3.1 Account information

  • Sign-up details: your name, email address and password, and the name of your organization. We store your password only as an argon2id hash — never the password itself.
  • Profile and settings: your job title (optional), interface language, two-step verification settings if you turn it on (using an authenticator app), and any Google or Apple identities you connect to your account.
  • Sign-in activity: the times you sign in.
  • Organization membership: the organizations you belong to and your role in each — owner, admin, editor, sender, viewer, or a role with custom permissions.

Where Sign in with Google or Sign in with Apple is offered and you choose to use it, we receive from the provider your account identifier with that provider, your name and your email address. We do not receive your Google or Apple password.

3.2 Content you put in the Service

Customer Content is what you and your organization create in, or upload to, the Service, including:

  • documents and their versions, and uploaded files — PDF and Word files, images and scanned pages;
  • templates, and brands (logos and colors);
  • customers and contacts — for example, names, email addresses, phone numbers, company numbers and addresses;
  • comments and mentions, and share links;
  • signature requests and signer details — name, email address, the signature image, IP address, device and browser, timestamps and email verification codes;
  • saved signatures and stamps;
  • newsletters and their recipients, including open and click tracking and unsubscribe status;
  • webhooks and API keys (API keys are stored hashed).

We process Customer Content on behalf of the organization, as described in section 2.

3.3 Technical and security information

When you use the Service, we process your IP address, browser and device information, request logs and session identifiers. Actions in the Service are recorded in an append-only audit log.

3.4 When you contact us

If you contact us — through the contact form on our website or by email — we receive the details you provide, such as your name, email address and message, and use them to reply and to handle your request.

4. The mobile and desktop apps

The Formao apps for iOS and Android access your device only as needed for the features you use:

  • Camera — only when you scan a document.
  • Photos — only the photos you select.
  • Files — only the files you share into the app from another app.
  • Notifications — if you allow notifications, we store your device’s push token, together with the device name and language, to send you notifications about activity in your account. Notifications are delivered through Expo’s push service and through Apple’s and Google’s push services. You can turn notifications off at any time in your device settings.

Scanned pages. Scanned images stay on your device until you create a document from them. To straighten scanned pages, the app may send a reduced copy of a page to Formao’s server to detect its orientation; the copy is processed only for that purpose and is not stored. If you choose to have the text of scanned pages recognized (OCR), the pages are processed by an AI model, as described in section 6.

Face ID. The iOS app includes a Face ID permission declaration that comes from a secure-storage library it uses. The app does not use Face ID, and no biometric data is collected.

The desktop app (Mac and Windows)

Files on your computer. When you open a PDF from your computer and sign it, all the work happens on the computer: the file and the signatures are not sent to us. Signatures you save in the app are kept on your computer.

Your Formao account. When you sign in, the app works with the Service as the web app does, and the sign-in token is kept in the operating system’s keychain. A file from your computer goes to Formao only if you choose to upload it.

Updates. The app checks for new versions from time to time at updates.formao.ai. The request includes the type of operating system and processor and, like any internet request, the IP address; no other identifying details are sent.

5. How we use information

We use personal information to:

  • provide the Service — create and manage accounts and organizations, sign you in, store and display your content, and do what you ask, such as sending documents, collecting signatures, sending newsletters and running AI features;
  • send service emails — signature requests, verification codes, notifications, invitations and password resets;
  • keep the Service secure — protect accounts, prevent abuse and unauthorized access, investigate problems and keep an audit trail;
  • support you — answer your questions and requests;
  • meet legal obligations — comply with the law, enforce our terms and resolve disputes.

We do not sell personal information, we do not use it for advertising, and we do not use third-party analytics.

You are not legally required to give us personal information. However, some information — such as your name and email address — is needed to open an account and use the Service.

5.1 Legal bases

Where the GDPR applies, we process personal information on these legal bases: to perform our contract with you or your organization; for our legitimate interests in operating the Service and keeping it secure; to comply with legal obligations; and with your consent, where we ask for it — for example, for push notifications. You can withdraw your consent at any time; this does not affect processing that took place before you withdrew it.

6. AI features

Formao offers AI features such as drafting, editing and summarizing documents, completing fields, reading scanned pages (OCR), semantic search and “Ask your documents”.

  • When you use an AI feature, the relevant content is sent to an AI model provider — one configured for your organization or one configured by Formao, through OpenAI-compatible APIs — solely to produce the result you asked for.
  • Semantic search works from a search index. Where semantic search is available to your organization, the text of new and updated documents is sent to the provider in the background to build that index, and your search queries are sent to it when you search.
  • If your organization has connected its own AI provider, content is processed under the terms between your organization and that provider.
  • Formao does not use Customer Content to train its own models.
  • Organizations can restrict the use of AI with policies — for example, locked clauses that AI never changes, approval before sending, and budgets.
  • AI output may be inaccurate or incomplete. Review it before you rely on it or send it.

7. Who we share information with

We share personal information only as needed to provide the Service:

  • Within your organization. Members of an organization can see its content according to their roles and permissions.
  • With the people you send to. When you send a document, a signature request, a share link or a newsletter, its recipients receive the content you chose to send.
  • With service providers that help us run the Service and process information on our behalf or on the organization’s behalf:
    • hosting providers that operate servers for Formao;
    • Cloudflare, which carries network traffic to the Service and provides DNS, content delivery (CDN) and security;
    • AI model providers, when AI features are used (section 6);
    • email providers that deliver service emails and newsletters — the provider your organization configured (SMTP or an email API service) or one configured by Formao;
    • Expo, Apple and Google, which deliver push notifications to the mobile apps.
  • With sign-in providers. If you sign in with Google or Apple, the provider handles your sign-in under its own privacy policy.
  • When the law requires it. We may disclose information if required by law or by an order of a competent authority, or where necessary to establish, exercise or defend legal claims.
  • In a business transfer. If Formao is involved in a merger, an acquisition or a sale of all or part of its business, information may be transferred as part of that transaction.

We do not sell personal information or share it for advertising.

8. Cookies and local storage

  • Our website (formao.ai) does not use cookies, analytics tools or advertising trackers. Its fonts are served from our own servers, so no font service is contacted when you view a page.
  • The web app (app.formao.ai) uses a strictly necessary session cookie (HttpOnly) to keep you signed in, and your browser’s local storage to remember preferences such as your interface language. Where Sign in with Google or Sign in with Apple is offered, the sign-in page uses the provider’s sign-in component, which is subject to the provider’s own privacy policy.

We do not use advertising cookies or third-party analytics anywhere in the Service.

9. Security

The measures we use to protect information include:

  • encryption in transit (HTTPS/TLS);
  • passwords hashed with argon2id;
  • saved signatures and stored credentials of connected providers encrypted with AES-256-GCM;
  • isolation between organizations, enforced in the database with row-level security;
  • role-based access control;
  • an append-only audit log;
  • optional two-step verification;
  • signed documents sealed with a SHA-256 fingerprint and a signing certificate (certificate of completion);
  • share links with an optional password, an expiry date and revocation.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Please keep your password secret and turn on two-step verification.

10. How long we keep information

  • Account information — for as long as your account exists.
  • Customer Content — until the organization deletes it, or until the account or the organization is deleted.
  • Audit and signing evidence — a document’s audit trail and signing evidence are part of the organization’s content, and are kept for as long as the organization keeps the document.
  • After you delete your account — deleting in the app or on the web takes effect immediately, and a request by form or email is completed within 30 days. This excludes information we must keep by law or to resolve disputes, and a record of the deletion itself. Residual copies in backups are removed within 90 days.

To delete your account — in the app, on the web or by asking us — see Deleting your Formao account.

11. International transfers

Our service providers may process information outside Israel. When information is transferred abroad, we rely on appropriate safeguards, as required by applicable law.

12. Your rights

Depending on the law that applies to you — including the Israeli Protection of Privacy Law, 5741-1981, and, where applicable, the GDPR — you may have the right to:

  • access the personal information we hold about you;
  • correct information that is inaccurate or incomplete;
  • have your information deleted;
  • object to, or ask us to restrict, certain processing;
  • receive your information in a portable format — documents can be exported as PDF or Word files;
  • withdraw consent you have given, at any time.

To exercise these rights, email us at [email protected]. We may need to verify your identity before acting on a request, and we will respond within 30 days. To delete your account, follow the steps in Deleting your Formao account.

If your information is part of an organization’s Customer Content — for example, as a signer, a customer or a newsletter recipient — please contact that organization first (see section 2).

You may also complain to the Israeli Privacy Protection Authority or, if you are in the EU or the UK, to your local data protection supervisory authority.

13. Minors

Formao is a business service for people aged 18 and over, and is not directed to children. If you believe a minor has opened an account or given us personal information, please contact us at [email protected].

14. Changes to this policy

We may update this policy from time to time. When we do, we will update the “Last updated” date at the top of this page, and we will notify registered users of material changes.

15. Contact us

For privacy questions and requests — or anything else — email [email protected] or use our contact form.