Privacy Policy

1. Introduction

Welcome to SurveyFill. We at Envinse LLC and its affiliates (collectively "SurveyFill," "we," "us," and "ours") are committed to protecting your privacy and ensuring that your Personal Information is handled transparently and fairly.

This Privacy Policy explains the types of Personal Information we collect through the SurveyFill website (surveyfill.com), our products, and services, how we use that information, with whom we may share it, and how you may exercise your rights. This Privacy Policy applies to all products, services, websites, and applications offered by SurveyFill except where otherwise specified.

By accessing or using our website, creating an account, or using our services, you acknowledge that you have read and understood this Privacy Policy.

2. Who This Policy Applies To

This Privacy Policy applies to the following categories of individuals:

• Users (Account Holders): Individuals who register for a SurveyFill account and create, manage, or collaborate on surveys.
• Survey Respondents: Individuals who complete surveys created through SurveyFill.
• Visitors: Individuals who browse the SurveyFill website without registering for an account.
• Subscribers: Individuals who subscribe to SurveyFill communications such as newsletters or updates.

3. Information We Collect

3.1 Information You Provide Directly

• Account Information: When you register, we collect your name, email address, and password. If you sign up via a third-party service (e.g., Google), we may receive your name and email from that provider.
• Billing Information: When you subscribe to a paid plan, we collect billing details such as your name, billing address, and payment method. Payment processing is handled by our third-party payment processor (Stripe). We do not store your full credit card information on our servers.
• Profile Information: Any additional information you choose to provide, such as your job title, company name, or profile picture.
• Survey Content: The surveys you create, including questions, logic, branding, and configuration settings.
• Communications: Information you provide when contacting our support team, submitting feedback, or participating in promotional activities.

3.2 Information Collected from Survey Respondents

When a User creates and distributes a survey through SurveyFill, we collect responses on their behalf. The User (survey creator) is the data controller for survey response data. SurveyFill acts as a data processor. The types of data collected from respondents depend on the survey content created by the User and may include:

• Responses to survey questions
• File uploads (if applicable)
• Contact information (if requested by the survey creator)

3.3 Information Collected Automatically

When you use our services or visit our website, we may automatically collect:

• Device Information: Browser type, operating system, device type, and screen resolution.
• Usage Data: Pages visited, features used, surveys created, time spent on pages, and interaction patterns.
• Log Data: IP address, access times, referring URLs, and error logs.
• Cookies and Similar Technologies: We use cookies, pixels, and similar technologies to operate our services, remember your preferences, and analyze usage. See Section 9 for more details.

3.4 Information from Third Parties

We may receive information from third-party services you connect to your SurveyFill account, such as authentication providers (e.g., Google Sign-In) or integrations you enable (e.g., ERP systems, CRM tools, or other business applications).

4. How We Use Your Information

We use the information we collect for the following purposes:

• Providing and Operating Services: To create and manage your account, process surveys, collect responses, generate analytics, and deliver the features you use.
• AI-Powered Features: To provide artificial intelligence capabilities such as automated survey question generation, response analysis, and intelligent insights. When you use AI-powered features, relevant input data is processed by our AI service providers under strict data processing agreements. AI-generated content is based on your inputs and is not used to train third-party AI models.
• Billing and Payments: To process transactions, manage subscriptions, and send billing-related communications.
• Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
• Improvements and Analytics: To understand usage patterns, improve our services, develop new features, and optimize performance.
• Communications: To send you transactional messages (e.g., account confirmations, billing notices, security alerts) and, with your consent, marketing communications about new features, tips, and promotions.
• Security and Fraud Prevention: To detect, prevent, and respond to security incidents, fraud, and abuse.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, or governmental requests.

5. AI-Powered Features and Data Processing

SurveyFill incorporates artificial intelligence technology to enhance your experience. Our AI-powered features include:

• Intelligent Survey Generation: Automatically generate relevant, well-structured survey questions based on topics you provide.
• AI-Powered Insights: Analyze survey responses and generate summaries, trends, and actionable insights.
• Smart Suggestions: Recommend question types, survey logic, and improvements to optimize response rates.

How AI Processes Your Data

• When you use AI-powered features, relevant input data (such as your survey topic or response data) is transmitted to our AI service providers for processing.
• All AI service providers are bound by data processing agreements that require them to process data solely for the purpose of providing services to SurveyFill and prohibit them from using your data for their own purposes, including training AI models.
• AI-generated outputs (such as suggested questions or response insights) are returned to your account and are treated with the same security and privacy protections as all other data in our system.
• You may choose not to use AI-powered features. All AI functionality is optional, and you can create and manage surveys entirely without AI assistance.

6. How We Share Your Information

We do not sell your Personal Information. We may share your information in the following circumstances:

6.1 Service Providers

We engage trusted third-party service providers to help us operate our business and deliver our services, including:

• Cloud hosting and infrastructure providers
• Payment processors
• AI service providers (for AI-powered features)
• Email delivery services
• Analytics providers
• Customer support tools

All service providers are bound by contractual obligations to protect your data and use it only for the purposes we specify.

6.2 With Your Consent or at Your Direction

We may share your information when you explicitly direct us to, such as when you enable third-party integrations (e.g., ERP systems, CRM platforms, or other business applications).

6.3 Survey Creators (for Respondent Data)

Survey response data is made available to the User who created the survey. SurveyFill does not control how Users use the response data they collect.

6.4 Within Your Organization

If your account is part of an organization or team, account administrators may have access to your account information and usage data as permitted by the plan's collaboration features.

6.5 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others, investigate fraud, or respond to a government request.

6.6 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.

7. Data Retention

We retain your Personal Information for as long as your account is active or as needed to provide you with our services. Specifically:

• Account Data: Retained for the duration of your account and deleted within 90 days of account closure, unless retention is required by law.
• Survey Data: Retained as long as the survey creator's account is active. Users may delete individual surveys and responses at any time.
• Respondent Data: Retained in accordance with the survey creator's settings and account status.
• Billing Records: Retained as required by applicable tax and financial regulations.
• Log and Analytics Data: Retained in anonymized or aggregated form for service improvement purposes.

8. Data Security

We take the security of your data seriously and implement industry-standard measures to protect it, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication mechanisms
• Regular security assessments and vulnerability testing
• Access controls limiting data access to authorized personnel
• Monitoring for unauthorized access or suspicious activity

While we implement robust security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your information to the best of our ability.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Operate and secure our services
• Remember your preferences and settings
• Understand how you use our services
• Analyze and improve performance
• Deliver relevant content

Types of Cookies We Use

• Essential Cookies: Required for the basic functionality of our services (e.g., authentication, security).
• Analytics Cookies: Help us understand usage patterns and improve our services.
• Preference Cookies: Remember your settings and preferences for a better experience.
• Marketing Cookies: Used to deliver relevant marketing content (only with your consent where required by law).

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our services.

10. Your Rights and Choices

Depending on your location, you may have the following rights regarding your Personal Information:

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days (or as required by applicable law).

11. International Data Transfers

SurveyFill is operated by Envinse LLC, based in the United States. If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

When we transfer data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or other legally recognized transfer mechanisms, to protect your data in accordance with applicable data protection laws.

12. California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

To exercise these rights, contact us at [email protected] or call us at the number listed in the Contact section below.

13. GDPR Compliance (EEA, UK, and Swiss Residents)

If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, the following applies:

• Data Controller: Envinse LLC is the data controller for Personal Information collected through your use of SurveyFill. For survey response data, the User who creates the survey is the data controller, and SurveyFill acts as the data processor.
• Legal Bases for Processing: We process your Personal Information based on: (a) your consent; (b) performance of a contract; (c) compliance with legal obligations; or (d) our legitimate interests (such as improving our services and ensuring security), provided these interests are not overridden by your rights.
• Data Protection Officer: For GDPR-related inquiries, contact us at [email protected].
• Supervisory Authority: You have the right to lodge a complaint with your local data protection authority.

14. Children's Privacy

SurveyFill is not intended for use by individuals under the age of 16. We do not knowingly collect Personal Information from children under 16. If we become aware that we have collected data from a child under 16, we will take steps to delete that information promptly.

If you believe a child has provided us with Personal Information, please contact us at [email protected].

15. Third-Party Links and Integrations

Our services may contain links to third-party websites or integrate with third-party services (e.g., ERP systems, CRM platforms, analytics tools). This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you connect with or access through SurveyFill.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify you by email or by posting a prominent notice on our website prior to the change becoming effective. We encourage you to review this page periodically.

17. Contact Us

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