Effective September 9, 2026
Privacy policy
This notice explains how Form Koi handles information when you visit our website, create an account, or use our form backend. For privacy questions or requests, contact support@formkoi.com.
Account information and Google Sign-In
We store your account email address, name, authentication records and workspace settings to provide access to your forms and submissions. If you choose Google Sign-In, Google provides your Google account identifier, email address, email verification status, name and profile picture. We use these details to create or authenticate your account and associate a matching verified account with your existing workspace. Google authorization tokens are encrypted before storage.
Google Sign-In requests only basic identity permissions (openid, email and profile). It does not grant access to your Gmail messages, contacts, Google Drive files or spreadsheets. We use Google account data for authentication and account operation, not advertising or sale to third parties. We do not use it to train AI models.
You can remove Form Koi’s authorization from your Google account connections. This stops future Google access but does not automatically delete your Form Koi account or submissions. You can continue using email-link sign-in, or contact support to request account and associated Google-data deletion.
Form submissions and delivery
We process the fields and files submitted to forms, recipient addresses, form configuration, and email and webhook delivery records. We use this information to store messages, filter spam, deliver notifications, run workflows you enable, and diagnose delivery problems. Depending on the form’s settings, submissions are sent to its configured email recipients and webhook destinations. Visitor confirmation emails are sent only when the form’s requirements, including visitor consent, are met.
If you submit a form on someone else’s website, that website’s owner chooses the fields, recipients and enabled integrations. Contact that owner about their use of your submission and requests concerning it. Their privacy notice applies to their handling of the information.
Cookies, security and website analytics
We use authentication cookies to keep you signed in and validate sign-in requests. Security processing can include IP addresses, browser and request information, rate-limit records, and Cloudflare Turnstile challenge results. These help protect accounts, reduce spam and investigate abuse.
Our production website uses PostHog for page-view, navigation and product journey analytics, including browser/device information and a browser identifier. We record milestones such as starting sign-in, security-check outcomes, requesting a sign-in link, completing sign-in and creating a form. We do not send email addresses, sign-in tokens or form contents with these events. URL query strings are removed and private identifiers in paths are masked. We mark internal account activity to separate it from visitor activity. Our configuration disables session recording and automatic interaction capture and respects the browser’s Do Not Track setting. Authentication cookies are separate from analytics. Blocking cookies may prevent sign-in from working.
Service providers and sharing
Form Koi uses Cloudflare for backend hosting, data and attachment storage, security checks and email delivery; Vercel for website hosting; Google when you choose Google Sign-In; Stripe for subscription billing; and PostHog for website analytics. These providers process information needed for their respective functions. Information may be processed outside your country.
Payment details are entered in Stripe’s hosted checkout or billing portal. Form Koi stores billing identifiers, subscription status and related billing records, rather than your full payment-card details. Support requests are handled through our contact form and support email. Access may also be needed to investigate security or delivery issues and respond to applicable legal obligations.
Storage and retention
Form submissions are kept until deleted unless the form owner configures automatic expiry. A form can set an expiry of 1–365 days for new messages. Files have a separate configured expiry of 1–365 days. Changes to retention settings apply to new submissions; they do not change the expiry already recorded for an existing message.
Account information and associated Google account records are retained while the account is in use. Contact support to request deletion. Security, billing, delivery-suppression and visitor opt-out records can be retained separately from messages to prevent abuse, honor preferences, maintain billing records and operate the service. Deletion from active storage does not recall copies already sent to email recipients or external integrations, and recovery copies can persist until their retention period ends. Scheduled cleanup may take time to complete.
Your choices and requests
You can export submissions as CSV, delete messages or forms, configure expiry, and pause forms or integrations in your workspace. To request access to, correction of, or deletion of account information, email support@formkoi.com from your account address. We may need to verify ownership before acting on a request. Visitors can use the preference link in a confirmation email to opt out of future visitor replies.
Optional Google Sheets integration
If you connect Google Sheets, we separately request permission to create and update files used with Form Koi (drive.file). We store an encrypted refresh token and the connected spreadsheet identifier to send new form submissions to a dedicated spreadsheet in your Google account. Basic Google Sign-In does not request this permission.
Disconnecting Sheets removes the saved integration credentials and stops future delivery. You can also revoke access in your Google account connections. Copies already sent to Google Sheets remain there until you delete them, even if the original submission is deleted or expires in Form Koi. We use this access only to provide the integration, not for advertising or training AI models.
Changes to this notice
We will update this page when our data practices change. If we introduce a Google integration that needs additional data, we will explain its use and request the relevant permission before accessing it.