What this policy covers

This Privacy Policy covers the information we collect about you when you use our services as a subscriber and holder of a user account. "OpenForms", "we" and "us" refers to OpenForms (Aust) Pty Ltd, OpenForms Inc, SeamlessCMS Pty Ltd and any of our corporate affiliates. "Services" refers to our websites, products and any services we may supply to you.

Your privacy is important to us. We want to make sure you understand how we collect and use information about you. Here we explain what information we collect about youhow we use ithow we secure ithow we share itoptions for managing your information as well as other important topics. This policy also explains your choices about how we use information about you. Your choices include how you can object to certain uses of information about you and how you can access and update certain information about you. If you do not agree with this policy, you must not access or use our Services.

What information we collect about you

We collect information about you when you provide it to us by using our Services, and when you link other information sources and service providers to us, as per below.

Subscription and user account information

We collect information about you when you register for a subscription, create or modify your user account, set preferences and make purchases through the Services. For example, you provide your contact information and, in some cases, billing information when you register for the Services. We keep track of your preferences when you select settings within the Services.

Feature usage information

We collect information about the use of our services and various features in order to improve your user experience and bring you new functionality and features.

Support, feedback and comments

We may collect feedback and comments that you submit to through our Services, as well as social media or social networking websites. For example, you provide content to us when you provide feedback or when you participate in any surveys, contests, promotions, activities or events.

The Services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other information that would be helpful in resolving the issue.


Payment Information

We collect certain payment and billing information when you register for certain paid Services. For example, we ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing gateways such as Stripe. We will never store your credit / debit card details within our systems. Recurring payments are completed using a token we receive from secure payment processing gateways such as Stripe

Devices and cookies

We may collect information about your device and the IP address you use to access the Services. We utilise this information to fine tune your service experience.

Cookies and other tracking technologies are used to provide functionality and to recognize you across different Services and devices. To opt-out of our use of cookies, you can configure your browser options, to stop accepting cookies or to prompt you before accepting a cookie. If you do not accept cookies, however, you may not be able to use all aspects of our Services and may encounter unexpected behaviour or unsupported Service issues.


Other sources and service providers

We may receive information about you from other Service users and from 3rd party services. Subscription owners or user administrators may update your user account information or your user preferences and settings of the Services. If you use a 3rd party authentication provider to sign in to your Services such as Google or Facebook or link any 3rd party services such as a payment gateway, or any other business system we may be required to store some information to maintain the integration functional.

How we use it

General uses

Your information is used for multiple purposes. We use it to authenticate you and provide access to our Services. We use it to process transactions as well as provide support to you as a subscriber and active user of our Services.

We use the data gathered to make informed decisions about the functionality to be built as part of our product delivery roadmap. We use it to improve the user experience you have with our Services and to bring you the best features, design and performance.

We also use it to communicate with you about updates to our services and to notify you of about service status of the various vital components which make up the Services.We may use your information to send you tips and guides to ensure you get the best out of OpenForms.

We use your contact information and information about how you use the Services to send communications that may be of interest to you about new product offers, promotions and contests. You can control these types of communications by using the un-subscribe link within the emails you receive. You cannot un-subscribe from transactional emails which provide you with important information about your use of our Services.

Legal obligations

Where required by law, we will use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU laws. The legal bases depend on the Services you use and how you use them. This means we collect and use your information only where:

  • We need it to provide you the Services, including to operate the Services, provide customer support and personalized features and to protect the safety and security of the Services;
  • It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote the Services and to protect our legal rights and interests;
  • You give us consent to do so for a specific purpose; or
  • We need to process your data to comply with a legal obligation.


How we share it

OpenForms will never sell your information to advertisers or other 3rd parties.

Certain information about your account may be shared with 3rd parties with which we have software integration however this will only be done if you elect to utilise plug-ins or connectors which require this information to be shared. You will be notified at the time of enabling the plug-in or connector that some of your information will be passed to the 3rd party in order to make the relevant Service available to you.

How we secure it

We use Microsoft Azure Cloud to host the Services and any data generated via use of the Services. We use a number Microsoft Azure points of presence including USA and Australia amongst others to ensure optimal experience for all users of our Services and also to comply with a number of data sovereignty requirements for our Government clients.

We utilise web application firewalls, anti-malware solutions, in transit and at rest encryption and have industry standard access controls to secure your data. While we implement the above mentioned safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others.

Options for managing your information

You can request access to your information, to object to our use of your information or to request the deletion or restriction of your information.

You can manage most of the your information via the self management tools provided as part of our Services. If you object to the use of your information, in some cases you will be required to terminate your subscription or user account as we will not be able to provide Services to you without using your information. If your user account is managed by an administrator within your organisation then you should contact them to assist you with your request. For all other requests, you may contact us as per the details below in the Contact Us section to request assistance.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with 3rd parties, for example, by installing plug-ins or connectors, you will need to contact those 3rd party service providers directly to have your information deleted or otherwise restricted. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

If you no longer wish to use our Services, you or your administrator may be able to deactivate your Services subscription or user account. If you can deactivate your own subscription, that setting is available to you in your subscription management tools, otherwise, please contact your administrator. If you are an administrator and are unable to deactivate your subscription for whatever reason, please contact our support. Please note that deactivating your subscription does not immediately delete your information; certain information remains within our systems for record keeping purposes, to complete transactions or to comply with our legal obligations.

Other important privacy information

How long we keep information

How long we keep information we collect about you depends on the type of information. When information is due to be removed, we will either delete it or if not possible to do so, will anonymize your information.

We retain your subscription information for as long as it is active and a reasonable period thereafter in case you decide to re-activate the Services. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you.

Changes to our Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on the Services homepages, login screens, or by sending you an email notification. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with anything in this privacy policy, you must immediately stop using our services and close any active accounts.

Contact Us

Your information is managed by OpenForms (Aust) Pty Ltd, OpenForms Inc. and SeamlessCMS Pty Ltd. If you have any questions or concerns about this privacy policy, please contact us as per contact information provided below.

OpenForms (Aust) Pty Ltd
Lv 8, 50 Market Street
Melbourne, 3000
Victoria, Australia
E-Mail: legal@openforms.com


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