Your information in makeform.live.

Who this notice covers

This notice covers the makeform.live website, accounts, sign-in, hosted and embedded forms, connected website forms, notifications and support. Free accounts use email sign-in. Pro is available as a monthly or yearly subscription. Account details and inquiries are personal information and are covered by this notice.

Vlomkat Solutions FZ-LLC, FDRK0890, Compass Building, Al Shohada Road, Al Hamra Industrial Zone-FZ, Ras Al Khaimah, United Arab Emirates, is the controller for account administration, service security and correspondence sent to our team. Contact privacy@vlomkatsolutions.com about privacy. Our company page lists our other contacts.

For people sending an inquiry or a response

The business named on the form decides why it collects your information and how to use it. We store and deliver the inquiry for that business as its processor. Read the business’s privacy notice linked on the form. If you answer a survey, the business sees your answers with the other responses. When you contact the makeform.live team through our own form, we are the controller of that correspondence.

We receive the fields and optional files you submit, the form identifier, submission time and any sharing-link label. We keep them in that form’s private inbox. If the business chooses, we email its verified recipients about each inquiry. These emails contain a private link. If the business chooses, they also include your answers (not files). They stay in the recipients’ mailboxes even after the inquiry is deleted here. A notification address doesn’t give access to the inbox.

The business can also have a short alert posted to its own chat tool, such as Slack, Microsoft Teams or Discord, or sent to an app or web address it chooses. An alert gives the form and project names, the time and a private link (a webhook also gives reference codes). If the business chooses, a Slack or Microsoft Teams alert also includes your answers (not files), shortened if long. Alerts stay in the chat tool or app after the inquiry is deleted here.

We are adding a daily summary email and AI summaries. If the business turns them on, it can get one email a day instead of one for each inquiry, and its emails and Slack or Microsoft Teams alerts can include a short AI summary of your message. These also stay in mailboxes and chat tools after the inquiry is deleted here.

If the business turns on receipts, we send an automatic receipt to the email you entered. It can show the business’s name, logo, colour, message and usual reply time, but not your answers. It comes from a makeform.live do-not-reply address, so replies to it aren’t delivered. We retain an address hash temporarily to limit repeated receipts. If the business blocks a sender, messages from that email address or domain go straight to its Spam folder. No notification, alert or receipt is sent for them.

We do not sell inquiry content or use it for advertising or to train AI models. makeform.live sends your message to an AI service only if the business turns on one of its optional AI features, such as translating messages into its own language, summarising them or checking them for spam. A business can also choose to connect its own apps, including AI assistants such as Claude or ChatGPT, to read its inquiries; those apps follow the business’s instructions and their providers’ own terms, not ours.

Contact the business to ask about your inquiry or exercise your rights. If you cannot identify it, send us the public form link and we will help route your request. Do not send passwords, sign-in codes, card details or unnecessary sensitive information.

Optional AI features

We are adding optional AI features to makeform.live. Each one is off unless the business that owns a form turns it on. When one is on, we send only the text it needs to Microsoft’s Azure AI services:

• a visitor’s message and answers, to translate, summarise or spam-check them, or to suggest a reply;
• the business’s own reply, to translate it;
• a survey’s written comments, to summarise them;
• the business’s own questions, to draft or translate a form.

Files are not sent to the optional AI features. To protect businesses, uploaded files can be checked automatically by Microsoft’s security services for malware and for illegal or harmful images. If the business hides visitors’ contact details from AI, answers to email questions, and to questions it marks as a name or phone number, are left out. Details written in other answers can still be sent.

Microsoft processes this text in the EU, or in an EFTA country such as Norway or Switzerland, and doesn’t use it to train AI models. Microsoft’s automated abuse monitoring checks each request. If it flags one, Microsoft can store it in Europe for review by authorised Microsoft staff in the EEA.

We keep what a feature produces, such as a translation, a summary, a spam result or a suggested reply, with the inquiry, response or form it belongs to, and delete it with them. A summary of survey comments is deleted when any comment it covers is deleted or expires; the business can make a new one. AI output is labelled as AI and can be wrong. Our terms require the business to check it before relying on it, and only the business sends a reply.

The spam check doesn’t delete messages. A message it flags goes to Spam, where the business can restore it. Like other Spam, it is deleted 30 days after being marked.

Information and purposes

Setup progress is saved privately to your account, including unfinished form details and privacy answers. Saving a draft does not publish it. If you connect an app, we store its name, selected forms or whether you allowed all current and future forms, permissions, credential hash, expiry, revocation and last-use details to enforce your choices. We do not include inquiry contents in these connection activity records. An app you authorise can receive the information its permissions allow; it may retain copies under its own privacy practices. If you add an alert, we store its name, type, chosen forms, the link or address you give, a webhook’s signing secret and its delivery status, to send it.

• Accounts and sign-in: Account name, email and Microsoft Entra sign-in identifiers let us authenticate you, manage access and provide your account. If you choose Google sign-in, we also use your Google sign-in identifier to verify and connect that sign-in. Notification addresses and verification status let us deliver the messages you request. If an account owner invites Members, we store the invited email address, who sent the invitation, and its status and expiry, plus each Member’s sign-in email and name. People in the same account can see each other’s names, sign-in emails and roles, and an invitation email shows the account name and the inviter’s name and sign-in email. We record who added a notification email or created a server key, and the last account you opened. An owner can add a recovery email, which we use only to check it’s them if they can’t reach their sign-in email.
• Forms and inquiries: form settings, submitted fields and files, timestamps and status let us deliver inquiries, show them to the account owner and the Members they add and follow retention or deletion instructions. Where a business uses them, this includes the results of its optional AI features and a salted hash of each email address or domain it blocks.
• Security and operations: network addresses, browser signals, limited technical errors, verification results, delivery reports and usage counters help prevent abuse, diagnose problems and apply plan allowances. Stored-answer counters measure the byte size of retained answer JSON, including restricted records and records awaiting deletion; they do not create a separate copy of answers. Shorter-retention reviews temporarily record the reviewing account identity, form revision, proposed period, impact counts and an opaque fingerprint of affected records to prevent an outdated confirmation from changing retention. They contain no inquiry answers or files. Capacity requests record the requested resource, allowance, reason, requesting identity and staff decision, including any expiry and capacity-review reference. Temporary operation slots contain account identifiers and expiry times, not inquiry contents.
• Insights: per-form daily totals and sharing-link labels show inquiry trends. We do not use them to track browsing across websites; aggregate charts exclude submitted messages and visitor names or emails.
• Support: messages and contact details you give us allow us to answer, investigate and follow up. If an owner can’t reach their sign-in email, we check it’s them by writing to their recovery email or calling their business, and we keep notes of that check with the support case.
• Billing: Paddle collects payment and billing details. We keep payment references, subscription status, usage and refund-request records to apply your plan and handle billing support. Refund acknowledgements use the payer’s recorded email. We do not receive full card details or send inquiry content to Paddle.

We need your email address and sign-in identifiers to create and authenticate an account and perform our agreement with you. Without them, we cannot provide an account. Required fields are identified where we collect information; optional fields can be left blank. Support needs enough contact and request information to respond. Paddle identifies the billing information needed to complete a paid purchase. People sending inquiries should read the form owner's notice about its required fields and purposes.

Public-content reports and reviews

If you use Report abuse, we receive the form reference, issue category, explanation and any optional contact email you give. Do not include submitted answers, credentials or unnecessary personal information. Authorised people may inspect the reported public questions, images and links and record a decision and reason to prevent abuse and handle appeals. Reporting does not automatically restrict a form. We do not use automated AI screening for public content or reports. Our AI-assisted support process uses references only, as explained below.

Reports and decision records remain while open or needed for an active restriction, then for 90 days after closure or the associated restriction ends, whichever is later. Specific necessary legal preservation can extend this period; recovery copies follow the separate retention rules below. We use these records to operate a safe service, investigate misuse and respond to reports and appeals.

Our reasons for processing

Where EU or UK data-protection law applies, we use account information to perform our agreement with you, or take steps you request before an agreement. For business representatives who are not themselves the contracting party, administering that relationship is our legitimate interest. Service security, fraud prevention and answering general correspondence serve our legitimate interests in operating a safe service and helping people. Using AI assistants to help handle support cases serves our legitimate interest in answering them quickly and accurately with a small team. We may also process information to meet legal obligations or establish, exercise or defend legal claims. Where consent is required, we ask separately; consent can be withdrawn without changing the lawfulness of earlier processing.

A form owner is responsible for choosing its lawful basis. We process its inquiries under the owner’s instructions and our data-processing terms, rather than choosing a new purpose for those inquiries.

Providers and international processing

Microsoft Azure hosts the app, active database and files in Sweden Central. Sign-in and email processing are not limited to Sweden. Microsoft Entra supplies sign-in. Google is an optional sign-in provider, as described in our providers register. Cloudflare supplies DNS and Turnstile spam protection. The optional AI features we are adding will run on Microsoft’s Azure AI services. Microsoft 365 hosts our company email, including our support, privacy and legal addresses, so messages you send us are stored there. Paddle sells paid subscriptions. See our provider register for their roles, data and policy links.

Our emails are sent by Azure Communication Services or by Amazon SES (Amazon Web Services, Stockholm region). We are moving our email to Amazon SES. Both services scan messages for spam and malware, and may store them to do this. Both keep records of addresses that bounce or report our email as spam, to protect delivery. We don’t track whether our emails are opened or their links clicked.

We use AI assistants, Anthropic’s Claude and OpenAI’s Codex, to help us handle support cases. We give them only references such as account ids, plan, dates and payment references, which don’t identify anyone on their own. We never give them names, email addresses, the messages you send us or inquiries sent to our customers’ forms. Anthropic and OpenAI process data in the United States and other countries under their own terms, and we have switched off the settings that let them train their models on our conversations. These support assistants are separate from the optional AI features, which run on Microsoft’s services, and from AI assistants a business connects itself.

Turnstile processes connection and browser signals to detect automated abuse. Cloudflare also acts as a controller for its own improvement of bot detection, as described in its Turnstile privacy addendum.

Our company is in the UAE. European hosting does not mean all processing stays in Europe: authorised support access and identity, email, AI and security services may involve other countries, and emails travel to wherever their recipients’ mail is hosted. For inquiries we process for businesses, our data-processing terms include the EU Standard Contractual Clauses and the UK Addendum. We have documented a transfer assessment, available on request. The provider register explains our providers’ safeguards. Contact us for information about safeguards applying to your data. We have not appointed an EU or UK representative.

How long information stays

These are the current service settings. Legal holds and an unresolved privacy restriction may require relevant records to be preserved instead of automatically erased. Such records are restricted from ordinary use.

• Inquiries: kept for the period chosen by the form owner, up to 90 days on Free or 365 on Pro. Owners can delete sooner. Inquiries moved to Spam are deleted 30 days after being marked, or earlier at their normal date. Expired inquiries stop appearing and are cleaned up. Our own contact-form inquiries use 90 days. Results of optional AI features are deleted with the inquiry, response or form they belong to.
• Attachments: deleted or expired with their inquiry; Azure keeps a soft-deleted copy for another seven days. Inquiry-only exports contain file metadata; a full account ZIP also includes the retained prepared file bytes.
• Temporary account downloads: owner-requested ZIPs are available through signed-in access for at most 24 hours and no later than the earliest included answer’s expiry. Deletion, correction, restriction, account-security changes or recovery can end availability sooner. Cleanup removes expired, invalidated or failed ZIPs; Azure can retain soft-deleted bytes for seven more days, and delayed cleanup can extend physical retention. ZIPs are excluded from our recovery file archives. Job metadata is removed after it becomes inactive and is at least two days old; database recovery copies follow their normal retention. Keep a downloaded copy private and delete it when no longer needed.
• Service records: duplicate-prevention records expire after 24 hours, delivery records after 30 days, inquiry deletion markers after 35 days and monthly usage counts after 13 months. Daily Insights totals are kept for 12 months; deleting the form or account removes its totals. Retention reviews expire after five minutes, are consumed when applied, and expired reviews are cleaned up within 24 hours during normal operation. Restoring a backup invalidates them. Completed capacity requests and allowance history are kept for 180 days after they are no longer active. Operation slots expire within 130 seconds and are removed by normal cleanup or recovery. Recovery-journal rules below apply to records needed to prevent a revoked allowance returning from a backup. Account notices are kept for 13 months. Blocked-sender hashes are kept until the business removes the block or deletes its account. Paddle event references are deleted 30 days after processing. Staff records of complimentary-access, ownership and suspension decisions are kept for 90 days. Complimentary-access records can outlive account deletion for that period; ownership and suspension records are deleted with the account. Records of privacy-request actions contain only identifiers, the action and its time, and are kept for six years, including after account deletion. Records of agreement to our terms contain identifiers, the document versions, the wording shown and the time, and are kept while the account exists and for six years after it is deleted. Local profiles for unfinished registrations become eligible for removal after 30 days without an update. Cleanup runs when a sign-in profile is synchronised, so removal can be later. This does not delete a Microsoft Entra sign-in identity.
• Recovery copies: production archive retention is 14 days. Exported recovery journals retain 28 days. Seven-day storage soft deletion, versioning and asynchronous cleanup can extend physical retention. A daily task removes source recovery-journal entries older than 60 days. These entries contain identifiers and deletion, restriction or access-removal actions, not inquiry text. Recovery checks reject an archive if it predates the remaining journal coverage or is older than 60 days. Exported copies can still contain entries removed from the source until their own retention runs out; failed or delayed cleanup can extend these periods.
• Account records: kept while the account exists. Product deletion removes the active product account and sessions. A Member’s access record is deleted when they leave or are removed, or with the account. Invitation records, including the invited email address, and the recovery email are kept while the account exists, unless the owner removes the recovery email. We keep a hash of each invited address temporarily to limit repeated invitations. Your separate makeall.live sign-in identity (email address, Microsoft Entra identifiers and any connected Google sign-in identifier) is held in our Microsoft Entra service and may be used for other makeall.live products. We keep it until you ask us to delete it at privacy@vlomkatsolutions.com. Refund records remain while the account exists; queued payer addresses are removed after provider acceptance or account deletion. Paddle retains its own financial records.
• Monitoring and connection information: our availability-monitoring workspace retains records for 30 days. The API does not record a routine per-request access log or submitted message bodies. This is not a 30-day promise for all provider-held logs. Microsoft sign-in and audit logs are separate from your sign-in identity. For our Microsoft Entra External ID plan, Microsoft’s published policy keeps them for seven days, and we have not set up an export of them. Other Microsoft, Amazon Web Services and Cloudflare records follow their service policies, linked in the provider register. These include the email services’ lists of addresses that bounce or report our email as spam, which can stay until removed. They also include Microsoft’s store of flagged AI requests, for which Microsoft gives no fixed period.
• Support correspondence: kept while needed to answer and resolve the request, related disputes or legal obligations. Copies already received by a business, exported from an account or delivered by email are controlled by their recipients.

Recovery is kept separate from ordinary account access. Before reopening a restore, deletion and restriction instructions must be reapplied. Deleting an inquiry does not instantly erase every recovery copy.

Cookies and browser storage

We use necessary sign-in cookies: the sign-in handshake cookie lasts up to 35 minutes, giving you time to enter the emailed code, and your customer session lasts up to seven days, unless you sign out or your access ends sooner. Microsoft maintains its own sign-in session. If you choose Google, Google may also use its own sign-in session under its privacy policy. Browser memory can keep recently opened inbox pages during your session. The app may remember interface choices on your device.

We do not add advertising trackers, website-visitor analytics or marketing cookies. Fonts, guide videos and page assets are served with the site. Microsoft and Cloudflare’s linked notices explain their separate sign-in and verification processing. When you open checkout or Manage billing, Paddle’s checkout and customer portal load from Paddle and may use their own cookies; see Paddle’s privacy notice.

Choices, rights and complaints

Account owners can prepare a full account ZIP, export inquiries as CSV or JSON, delete inquiries or forms, and delete the product account in Settings; Members can export a form’s inquiries and leave an account. For access, correction, deletion, restriction, objection or portability requests, contact privacy@vlomkatsolutions.com. Rights depend on the law and circumstances. We may need to verify identity, and will explain any reason we cannot fulfil a request. You can complain to the competent data-protection authority, including in your place of habitual residence, work or an alleged infringement where GDPR applies.

For inquiries you sent to another business, use that business’s contact first. We assist it under our processing terms. For your own form, prepare a notice explaining your use of inquiries.