Privacy Policy

Last Updated: November 20, 2025

At Kollect, we are committed to protecting your privacy and handling your personal data with care and transparency. This Privacy Policy explains how we collect, use, share, and protect your information.

We never sell your personal data and we carry out all processing operations in strict compliance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR).

1. Information We Collect

Information You Provide to Us

• Account Information: When you register for Kollect, we collect your name, email address, and password
• Profile Information: Your account settings, preferences, and any additional information you choose to provide
• Form Data: All form submissions, form configurations, and associated metadata that you create or receive through our service
• Billing Information: For paid plans, we collect payment details and billing addresses (processed securely through third-party payment processors)
• Communications: Records of your interactions with our support team and any feedback you provide

Information We Collect Automatically

• Usage Data: Information about how you use our service, including features accessed, forms created, and submission volumes
• Device Information: IP address, browser type and version, device type, operating system, and unique device identifiers
• Location Data: Approximate geographic location inferred from your IP address
• Cookies and Tracking: Data collected through cookies, web beacons, and similar technologies (see Cookies section below)

Information from Form Respondents

When someone submits a form created with Kollect, we collect and process that submission data on your behalf. In this relationship, you are the data controller and Kollect acts as the data processor. You are responsible for ensuring you have the legal basis to collect and process respondent data.

2. How We Use Your Information

• To provide, maintain, and improve our form backend service
• To process and store form submissions on your behalf
• To manage your account and provide customer support
• To process payments and prevent fraud
• To send you service updates, security alerts, and administrative messages
• To analyze usage patterns and optimize our service performance
• To develop new features and enhance existing functionality
• To comply with legal obligations and enforce our Terms of Use

3. How We Share Your Information

We do not sell your personal data. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party service providers who help us operate our business (e.g., hosting, analytics, payment processing), who are contractually obligated to protect your data
• Legal Requirements: When required by law, legal process, or governmental request, or to protect our rights, privacy, safety, or property
• Business Transfers: In connection with a merger, acquisition, or sale of assets, where your information may be transferred to the acquiring entity
• With Your Consent: When you explicitly authorize us to share your information for a specific purpose

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal data, including:

• Pseudonymization and encryption of personal data where appropriate
• Regular security assessments and vulnerability testing
• Access controls and authentication mechanisms
• Systems designed to ensure ongoing confidentiality, integrity, availability, and resilience
• Regular backup procedures and disaster recovery plans

However, please note that no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and collect usage data. These include:

• Essential Cookies: Required for the service to function properly (authentication, security)
• Analytics Cookies: Help us understand how users interact with our service
• Preference Cookies: Remember your settings and preferences

You can control cookie preferences through your browser settings, though disabling certain cookies may limit functionality.

6. Data Retention

We retain your personal data for as long as necessary to provide our services and fulfill the purposes described in this policy. When you delete your account, we will permanently delete your data within a reasonable timeframe, except where we are required to retain certain information for legal, tax, or regulatory purposes.

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Correct inaccurate or incomplete personal data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Restrict Processing: Limit how we use your personal data in certain circumstances
• Right to Object: Object to our processing of your personal data for certain purposes
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at privacy@kollect.io or submit a request through our support channels.

8. Account Deletion

You may delete your account at any time through your profile settings. When you delete your account, we will permanently delete your personal data and all associated form data within a reasonable timeframe, subject to any legal retention requirements. This action is irreversible.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable data protection laws.

10. Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately so we can delete it.

11. Third-Party Websites

Our service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, regulatory, or operational reasons. We will notify you of any material changes by posting the updated policy on this page and updating the "Last Updated" date. Your continued use of our service after such changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: privacy@kollect.io

You may also submit a request through our support channels or your account settings.