Privacy Policy

This Formilae Privacy Policy ("Privacy Policy") governs the privacy policies and practices applicable to any customer, partner and third-party (each, an "Entity User") granted access to and use of Formilae's proprietary cloud-based platform and associated modules and components (the "Formilae system" or "Service") and any authorized employee, consultant, contractor, customer, supplier or agent of such Entity User who accesses or uses the Services (each, an "End User" and collectively, the "End Users").

This Privacy Policy only applies to Formilae's use of data in connection with the Services. It does not cover or apply to data or information collected by Formilae for other purposes, such as information collected from visitors to the Formilae website located at https://www.formilae.com which may be used for sales and marketing purposes. This Privacy Policy describes how Formilae collects, uses, shares and secures the personal information you provide regarding the End Users of the Service. It also describes your choices regarding use, access and correction of your personal information.

Personal Information Formilae Processes
In the normal course of using the Service, End Users will input electronic data into the Formilae system ("User Data"). The use of information collected through the Service shall be limited to the purpose of providing the Service for which the Entity User has engaged Formilae. Formilae may access User Data for the purposes of providing the Service, preventing or addressing service or technical problems, responding to support issues, responding to Entity User's or End User's instructions or as may be required by law, in accordance with the relevant agreement between the Entity User and Formilae.

Formilae processes User Data under the direction of its Entity Users and has no direct control or ownership of the personal data it processes. Entity Users are responsible for complying with any regulations or laws that require providing notice, disclosure and/or obtaining consent prior to transferring the data to Formilae for processing purposes.

An End User who seeks access to, or who seeks to correct, amend, or delete such End User's User Data should direct his or her query to the Entity User (i.e., the Formilae customer) that controls such data's use by the Services (the data controller). If the Entity User or an End User requests Formilae to remove User Data that is personal data to comply with data protection regulations, Formilae will respond to their request within 30 business days or, if such data cannot be accessed or retrieved using commercially reasonable efforts during such 30 business day period, then such other reasonable period of time under the circumstances. If Formilae is unable to fulfill an Entity User's customer request to delete data, Formilae will provide the Entity User with a written response as to the reasons within 30 business days of the request.

Formilae will refer any request for disclosure of an End User's personal data by a law enforcement authority to the Entity User associated with such End User. Formilae may, where it concludes that it is legally obligated to do so, disclose personal data to law enforcement or other government authorities. Formilae will notify the Entity User of such request unless prohibited by law.

AI Chat Assistants/Knowledgebases
As a provider of AI chat assistant services, we are committed to protecting the privacy of both our clients and their users. Our AI chat assistants are designed to enhance user experiences while respecting their privacy rights. We do not collect any personal data from users interacting with chat assistants unless explicitly provided by the user for the purpose of the conversation. Any data collected during interactions, such as user inquiries or feedback, is handled securely and used solely to improve the performance of the chat assistant and enhance user experiences.

We do not share, sell, or otherwise distribute any user data collected through chat assistants to third parties. Additionally, we adhere to industry-standard security practices to safeguard the confidentiality and integrity of user information.

Our commitment to privacy extends to our clients as well. We do not access or monitor the content of conversations between our clients' users and the chat assistant unless specifically requested for support or troubleshooting purposes. Client data, including configuration settings and usage metrics, is treated with the utmost confidentiality and is only accessed by authorized personnel for the purpose of providing support or improving the service.

By using our AI chat assistant systems, our clients agree to abide by our privacy policy and to ensure that their use of the chat assistant complies with applicable privacy laws and regulations. Our clients are required to be transparent about the use of AI assistants and should not employ them to impersonate real human interactions. We are dedicated to maintaining the trust and confidence of our clients and their users by upholding the highest standards of privacy and data protection.

TrackLinks in Emails
We employ a feature known as "TrackLinks" in our email communications. TrackLinks consist of unique tokens embedded within hyperlinks contained in our emails. These tokens enable us to monitor recipient interaction with the links for analytical and performance measurement purposes. Information collected through TrackLinks may encompass recipient engagement with the email, including link clicks and open rates. We utilize this data to evaluate the effectiveness of our email campaigns and to customize our communications to better suit your preferences.

In order to use TrackLinks, our customers are required to link their own privacy policy with their account. This ensures that their recipients are informed of the use of TrackLinks in their emails.

Additionally, we may use TrackLinks in our own communications for similar purposes as described above. Please be aware that the data collected through TrackLinks is utilized solely for internal purposes, and we do not share this information with third parties, except as required by law or as described in our Privacy Policy. If you have any concerns or questions about the use of TrackLinks in emails or wish to opt out of this tracking feature, please contact us through the methods outlined in our Privacy Policy. By using our services and receiving/clicking links in our emails, you consent to the use of TrackLinks as described herein.

Accessing the Service
Entity Users and their authorized End Users may access the Service directly through a sign-on page or may elect to use internal launch pages for single sign on or other purposes. Entity Users input information for processing and storage as they use the Service. Entity Users may also configure the Service to allow End Users to input information directly into the Service.

Data Retention
Formilae retains User Data according to the timeframes set forth in the relevant agreement with its Entity Users. We may retain your User Data for as long as your account is active or as needed to provide you the Service, comply with our legal obligations, resolve disputes and enforce our agreements.

For accounts with outstanding bills, we reserve the right to deactivate your account at any time, but we will retain your User Data for up to six months of inactivity. After six months of inactivity, we may consider removing your account and associated data. However, before taking any action, we will send you an email notification, giving you an opportunity to reactivate your account and prevent data removal.

Security
The security of User Data, including personal data, is very important to Formilae, and our procedures contain industry standard safeguards designed to prevent unauthorized access to User Data. Formilae designs its applications to allow Entity Users to achieve differentiated configurations, enforce End User access controls, and manage data as desired by management of the Entity User. Configuring these settings appropriately is the Entity User's responsibility. Additional information about the security settings and configurations can be found in the Formilae system documentation made available to Entity Users.

Type of third parties to which we disclose personal data and purposes
As a data processor, Formilae will disclose Services Personal Data only as instructed by the data controller (i.e., the Entity User). In some cases we may share Services Personal Data with our subcontractors to provide the Service to Entity Users. If Formilae goes through a business transition, such as a merger, acquisition by another company or sale of all or a portion of its assets. In all cases, Services Personal Data may only be transferred in accordance with the relevant agreement covering the Services between the Entity User and Formilae.

We use third party service providers to support our websites, products, and services. For example, we use service providers for data hosting and PDF generation. We may need to share your information with service providers to provide services available to you. These service providers are prohibited from using your Personal Data except for these purposes, and they are required to maintain the confidentiality of your information. In all cases where we share your information in this way, we explicitly require the third party service providers to acknowledge and adhere to our privacy and data protection policies and standards. Our website may include social media integration features such as an artificial intelligence tool (i.e. OpenAI) that auto-generates social media posts. If you choose to utilize these features, you will be responsible for reviewing the content generated by our AI tools before submitting the post to social media. Please note that these features may analyze your data to enable the feature to function properly. This Privacy Policy does not apply to these social media outlets where the actual posts are made, and your interactions with them are governed by the privacy policy and other policies of the companies providing them.

Google User Data We Access
When End Users choose to sign in using Google Sign-In, Formilae may access limited Google user data as permitted by the user and the scopes authorized during the authentication process. The types of Google data we access may include:

• The End User’s Google email address
• The End User’s Google profile name (first and last name)
• The End User’s Google profile picture (if provided)
• The Google account unique identifier (“sub”) required for authentication

We do not access any additional Google user data beyond what is necessary for authentication and account creation. Formilae does not request or access Gmail content, Drive files, calendar data, or any other sensitive or restricted Google data.

How We Use Google User Data
Formilae only uses Google user data to support the features explicitly requested by the End User. Specifically, we use this information to:

• Authenticate the End User and enable secure access to the Formilae system
• Pre-populate the End User’s account profile with their name, email address, and profile image
• Maintain accurate account records for the Entity User and provide customer support
• Personalize the End User’s dashboard or experience within the platform

Google user data is used solely for internal operational purposes required to deliver the Service and is never used for advertising, profiling, or unrelated activities.

Storage and Retention of Google User Data
Google user data obtained through Google Sign-In is stored securely within the Formilae system and is retained for as long as the End User’s account remains active. If an account becomes inactive or is terminated, Google user data will be retained only as long as necessary to comply with our legal obligations, resolve disputes, maintain security, and enforce agreements.

Entity Users or End Users may request deletion of Google user data at any time, as described in the “User Control & Data Deletion” section below.

What We Do NOT Do With Google User Data
Formilae does not:

• Sell Google user data to third parties
• Share Google user data with external parties except as required to provide the Service or comply with law
• Use Google user data for marketing or advertising purposes
• Store or transfer Google user data outside of Formilae systems except as needed to support authentication or account management

Google user data is used only to provide the Service features the End User intentionally engages with.

User Control & Data Deletion
End Users who sign in with Google may request that their Google user data be deleted from the Formilae system. Requests for deletion, access, or modification should be directed to the Entity User (the data controller), or End Users may contact Formilae directly using the contact information provided in this Privacy Policy.

Upon receiving a verified deletion request, Formilae will remove associated Google user data from our systems within a reasonable timeframe, unless retention is required for legal or operational reasons.

Security of Google User Data
Formilae implements industry-standard security measures to protect Google user data from unauthorized access, disclosure, alteration, or misuse. Google user data is encrypted in transit and stored within secure environments designed to ensure confidentiality and integrity.

Only authorized Formilae personnel may access Google user data when necessary to operate, maintain, or support the Service. Entity Users remain responsible for configuring access controls within their organization to ensure appropriate use by their End Users.

Access to Google Business Profile Review Data
Formilae provides an optional feature that allows Entity Users to connect their Google Business Profile in order to display their publicly available Google customer reviews on websites created or managed through the Formilae platform. When an Entity User authorizes this connection, Formilae may access the following Google Business Profile information:

• Publicly available customer review text
• Reviewer display name (as provided by Google)
• Star rating associated with each review
• Review timestamps and update timestamps
• Any additional structured review metadata made available through the Google Business Profile API

This information is accessed solely for the purpose of retrieving, formatting, and displaying reviews as “testimonials” on the Entity User’s website or within their Formilae dashboard. We do not modify review content or interact with the reviewer in any way.

Formilae does not access or store any private Google Business Profile data, administrative permissions, business settings, or account credentials. Only the data explicitly authorized and provided by the Google API is accessed, and only to support the intended display of reviews.

Google Business Profile review data may be cached or temporarily stored to improve performance and reduce API calls, but it is not shared, sold, or used for any purpose other than presenting reviews on behalf of the Entity User.

Entity Users may disconnect their Google integration at any time, after which Formilae will cease accessing new review data and will remove any cached review data within a reasonable period, unless retention is required for operational or legal purposes.

Requirement to disclose
Formilae may be required to disclose Services Personal Data in special cases when we have a good faith belief that such action is necessary to conform to legal requirements or to respond to lawful requests by public authorities, including to meet national security or law enforcement requirements. Formilae will notify the Entity User of such request unless prohibited by law.

Right to access
If Formilae is the data processor, an End User who seeks access to, or who seeks to correct, amend, or delete such End User's User Data should direct his or her query to the Entity User (i.e., the Formilae customer) that controls such data's use by the Services (the data controller). In some instances, the Entity User may have enabled the End User to perform these updates themselves through the Service. If the Entity User or an End User requests Formilae to remove User Data that is personal data to comply with data protection regulations, Formilae will respond to their request within 30 business days or, if such data cannot be accessed or retrieved using commercially reasonable efforts during such 30 business day period, then such other reasonable period of time under the circumstances. If Formilae is unable to fulfill an Entity User's customer request to delete data, Formilae will provide the Entity User with a written response as to the reasons within 30 business days of the request.

Choices and means
Formilae retains Services Personal Data according to the timeframes set forth in the relevant agreement between Formilae and the Entity User. End Users who would like to request that their personal data not be used for specific purposes or disclosed should contact the Entity User (the data controller).

Investigatory and enforcement powers of the FTC
Formilae is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission.

Inquiries or Complaints
Please refer any opt-out requests, inquiries or complaints regarding Formilae's Privacy Practices to privacy@formilae. Or by regular mail addressed to:

Formilae LLC
Attn: Privacy
4798 S. Florida Ave. #160
Lakeland, FL 33813
United States

Changes to this Privacy Policy
Formilae reserves the right to change or update this Privacy Policy at any time. Changes to this Privacy Policy will be posted on this website and links to the Privacy Policy will indicate that this Privacy Policy has been changed or updated. We encourage you to periodically review this Privacy Policy for any changes.