Privacy Policy

Last updated: September 3, 2026

This Privacy Policy explains how Prisma Sync LLC ("we") handles personal information in connection with Formulate.li (the "Service"). Two audiences are covered separately below: account holders (our direct users) and respondents (people submitting a form).

1. Account holders

1.1 What we collect

• Account data: email, display name, authentication identifier.
• Content: forms you create, brand assets (logos, letterhead), and submission data you receive through your forms.
• Billing data: for paid plans, Stripe processes card details on our behalf. We store the Stripe customer ID and subscription state, never card numbers.
• Usage & diagnostic data: request logs, error traces and usage counters (submissions per month, AI imports per month). Used to operate the Service and enforce plan limits.

1.2 Why we use it

To provide the Service, authenticate you, generate PDFs, run the AI PDF extractor, meter usage against your plan, communicate service updates, and comply with law. Our legal basis is performance of a contract with you (the Terms), our legitimate interest in operating and securing the Service, and your consent where required.

1.3 Retention

We retain account data for the life of your account and for a reasonable period after closure to satisfy legal, tax, and audit obligations. You can request deletion at support@formulate.li.

2. Respondents

When you fill out a form built on Formulate, the account holder who created that form is the "data controller" for your responses. They decide what to ask, why, and what to do with the data. Prisma Sync acts as the "data processor", operating the infrastructure on their behalf.

We collect: your responses to the form, an optional signature image or typed signature, a salted hash of your IP address combined with the submission timestamp, email and form ID (used only for tamper-evidence and optional duplicate detection — the raw IP is never persisted), a per-form visitor cookie (a random ID scoped to that specific form), and the user-agent string. Contact the form owner for their privacy notice; contact us at support@formulate.li if you can't reach them or need to escalate.

2a. Retention and deletion of submissions

The account holder chooses a retention window per form — 30, 60 or 90 days. That window is shown to you before you sign, and once the form is published the window is locked so it can't be shortened or extended for past respondents. When the window ends, the encrypted PDF, the submitted field data and the signature are permanently deleted by an automated daily job. Account holders can also delete an individual submission at any time from the dashboard.

2b. Security of submissions

Every generated PDF is encrypted at rest using AES-256-GCM envelope encryption — a per-submission data key wrapped by a master key held server-side. PDFs live in a private storage bucket and are served only through signed, time-limited URLs. Each PDF also carries an HMAC-SHA256 signature and a SHA-256 content hash derived from the immutable submission record, so any tampering is detected at download time. Account holders can optionally enable email-code MFA on their own account.

3. AI processing

When you use the "import PDF" feature, the PDF's contents are sent to our AI provider (currently Google Gemini via the Lovable AI Gateway) to extract form fields. No submission data is sent to third-party AI providers — only the PDF template you explicitly upload for extraction.

4. Sub-processors

To run the Service we rely on:

• Supabase — application database, authentication, file storage (EU/US regions).
• Cloudflare — application hosting and CDN.
• Stripe — payments and subscription management (paid plans).
• Google (Gemini via Lovable AI Gateway) — AI PDF extraction only.
• Resend / transactional email provider — service and receipt emails.

5. International transfers

Data may be processed in the United States and the European Union. Where required, transfers rely on Standard Contractual Clauses or equivalent safeguards.

6. Security

Data is transmitted over TLS 1.2+. Application data is protected by row-level security policies scoped to your account. Generated submission PDFs are envelope-encrypted with AES-256-GCM before being written to a private storage bucket; signed URLs are issued on-demand to authenticated owners only. Every PDF is HMAC-signed and its underlying data is content-hashed so tampering is detected on download. Passwords are hashed by our authentication provider; account holders can enable email-code MFA that requires a fresh code from any new device.

7. Your rights

Depending on your jurisdiction (including GDPR/UK-GDPR and CCPA) you may have rights to access, correct, delete, restrict, or port your personal information, and to object to certain processing. To exercise a right, email support@formulate.li from the address on your account (account holders) or contact the form owner directly (respondents).

8. Children

The Service is not directed to children under 16 and we do not knowingly collect their personal information as account holders.

9. Changes

We may update this Policy. Material changes will be announced by email or in-app notice. The "Last updated" date at the top of this page reflects the current version.

10. Contact

Prisma Sync LLC, Delaware, USA — support@formulate.li.