Privacy Policy
Last updated: 9/1/2025
1. Information We Collect
Account Information: When you create an account, we collect your name, email address, user ID, and account creation timestamp through our authentication provider.
Form Data: We store the forms you create, including form titles, descriptions, field configurations, and settings.
Response Data: We collect and store responses to your forms, including answers, submission timestamps, and optionally provided respondent email addresses.
Email Collection: When enabled by form creators, we collect email addresses from form respondents. These emails are used to identify responses, prevent duplicate submissions, and may be used for follow-up communication related to the form. Form creators can access these email addresses as part of the form responses. Email collection is always disclosed to respondents before submission, and consent is obtained in accordance with applicable privacy laws.
Form Analytics: We track form performance metrics such as response counts, completion rates, average response times, and monthly response trends.
Support Data: When you contact support or create tickets, we store your messages, ticket status, priority level, and related communications.
2. How We Use Your Information
We use your information to:
- Provide and maintain the Vaelin service
- Authenticate your account and ensure security
- Store and manage your forms and responses
- Generate analytics and insights about form performance
- Provide customer support through our ticket system
- Send important service notifications and updates
- Improve our service based on usage patterns
- Identify form respondents and prevent duplicate submissions
- Enable form creators to follow up with respondents when necessary
3. Third-Party Services
We share your information with trusted third-party service providers who assist in operating our service, including authentication and user management services, and secure database storage providers. These providers are contractually obligated to protect your information and use it only for the services they provide to us.
4. Data Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances: (a) With your explicit consent, (b) To comply with legal obligations, (c) To protect our rights and safety, (d) With service providers who assist in operating our platform, and (e) In connection with a business transfer or merger.
5. Data Security
We implement industry-standard security measures to protect your data, including encryption in transit and at rest, secure authentication protocols, and regular security audits. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
6. Data Retention
We retain your account information and form data for as long as your account is active. When you delete your account, we will delete your personal information and associated data within 30 days, except where we are required to retain it for legal compliance. You can delete individual forms and responses at any time through your dashboard.
7. Your Rights
You have the following rights regarding your personal data:
- Access: View all personal data we have about you
- Correction: Update or correct your account information
- Deletion: Delete your account and associated data
- Portability: Export your form and response data
- Objection: Object to certain processing activities
To exercise these rights, please contact us using the information below or use the account settings in your dashboard.
8. Cookies and Tracking
Vaelin uses only essential cookies for authentication and session management. These cookies are strictly necessary for the service to function and do not require consent. We do not use advertising cookies, social media tracking pixels, or other invasive tracking technologies.
9. International Data Transfers
Your data may be processed and stored in countries other than your own. We ensure that any international transfers comply with applicable data protection laws and implement appropriate safeguards to protect your information.
10. Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes via email or through our service. The "Last updated" date at the top indicates when the policy was last revised.
11. 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 we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.
12. Legal Basis for Processing (GDPR)
For users in the European Union, we process your personal information based on: (a) Your consent for marketing communications, (b) Contractual necessity to provide our services, (c) Legitimate interests in improving our service and preventing fraud, and (d) Legal obligations where required.
13. Contact Us
If you have any questions about this privacy policy or our data practices, please contact us at:
Email: support@vaelin.org
Support Portal: /dashboard/tickets