Privacy Policy

1. Overview & Scope

This Privacy Policy explains what information SignSpot collects, how we use it, and your choices — both for form owners (people who build and manage forms) and respondents (people who fill them out).

For your own account data, SignSpot is the data controller. For the responses your forms collect, you are the controller and SignSpot is a processor acting on your instructions.

2. Information We Collect

Account information: your name, email, and password (or, if you sign in with Google, your Google profile name/photo), plus an optional profile photo you upload.

Forms you create: questions, time slots, themes, and branding.

Response data your respondents submit: which can include names, emails, phone numbers, addresses, e-signatures, uploaded files, and payment confirmation details — depending on what your form asks for.

Subscription information: your plan, trial and renewal dates, subscription status, and the Stripe customer and subscription identifiers. We do not store your card number.

Calendar connection data: if you connect a calendar, the access and refresh tokens issued by Google or Microsoft, the calendar you selected, and the identifiers of events SignSpot created.

Operational records: sign-in timestamps, AI usage counts, and an internal log of any support action taken on your account.

3. How We Use Information

To operate and improve SignSpot: authenticate you, run the AI-assisted form builder, sync bookings to a calendar you’ve connected, take subscription payments, deliver notifications and transactional emails (like sign-up confirmation and password resets), and store your forms and their responses.

4. AI Processing

The AI chat feature sends what you type — and the structure of the form you’re editing — to OpenRouter, which routes it to a third-party language model provider to generate questions, slots, and styling suggestions. We don’t knowingly submit account credentials or payment details to the AI provider, and your respondents’ submitted answers are not sent to it.

5. Payments & Stripe

We use Stripe in two separate ways. First, to bill you for a Premium subscription: Stripe handles the card details and we store only your plan status and Stripe identifiers.

Second, if you collect payments from your respondents, that runs through Stripe Connect using your own connected Stripe account. Full card numbers and other sensitive payment details go directly to Stripe and never touch SignSpot’s servers. We retain only confirmation metadata — amount, status, and the Stripe payment reference — so you can see what was paid.

6. Google Calendar & Microsoft Outlook

If you connect a calendar, we ask Google for the "calendar.events" scope, or Microsoft for "Calendars.ReadWrite". These let SignSpot create an event when someone books a slot on your form, update it if the booking is rescheduled, and delete it if the booking is cancelled — so your calendar stays accurate without you maintaining it by hand.

We use this access only for events tied to your SignSpot bookings. We do not read your existing calendar entries, we do not use calendar data for advertising or analytics, we do not sell it, and we do not use it to train AI models.

SignSpot’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect at any time in Account settings, or revoke access directly at myaccount.google.com/permissions or in your Microsoft account settings. When you disconnect or delete your account, we delete the stored tokens.

7. Staff Access to Your Account

Our support staff can look up an account to help with problems like being locked out, a billing question, or a plan limit. What they can see is deliberately limited to account metadata: your email, plan and subscription status, sign-in dates, which sign-in methods are linked, and counts of how many forms and responses you have. They cannot see your form questions, your form content, or your respondents’ answers.

If we need to view one of your forms to diagnose a problem, we have to request it and you have to approve it from your Account settings. Approval covers a single form, expires automatically (up to four hours), and can be withdrawn at any time. Your respondents’ answers are never shared, even during an approved session — your consent is not ours to give on their behalf.

Staff accounts require two-factor authentication, and every staff action — including every lookup — is written to an append-only audit log that records who acted, on which account, why, and when. That log cannot be edited or deleted by anyone, including us.

Staff can also, where warranted: reset access to an account, adjust plan limits, issue refunds, suspend an account, and delete an account. Deletion is a two-step action with a waiting period, and you can see that a deletion is pending on your own account.

8. Service Providers We Use

Supabase — hosting, authentication, database, and file storage (United States).

Vercel — application hosting, content delivery, and privacy-friendly performance analytics.

Stripe — subscription billing and, via Stripe Connect, payments you collect.

OpenRouter — routing for the AI chat feature to third-party language model providers.

Google and Microsoft — sign-in (if you use it) and calendar syncing (if you connect a calendar).

Resend — delivery of transactional email, including booking confirmations and email reminders.

Telnyx — delivery of text message reminders to recipients who opted in to them.

We don’t sell your personal data, and we don’t share it with anyone beyond the providers needed to run the Service.

9. Data Storage & Security

Data is stored in Supabase’s managed Postgres database and storage buckets, protected with row-level access controls that scope every record to its owner. Staff access is additionally restricted by role, requires two-factor authentication, and is audited. No system is perfectly secure, but we take reasonable measures to protect your information.

10. Respondent Data & Form-Owner Responsibility

When you fill out a form built on SignSpot, the form owner controls what’s collected and who can see the responses (including via share links and PIN protection). SignSpot processes that response data on the form owner’s behalf — the form owner is responsible for how they collect and use it.

If you’re a respondent and want your data corrected or deleted, contact the form owner first, since they control it. If you can’t reach them, contact us and we’ll help where we’re able.

10a. Text Message Reminders & Mobile Data

If you tick the optional box asking for text reminders about a booking, we collect the phone number you entered, a record that you gave consent, and the delivery outcome of each reminder we send. We use them for one purpose: sending you reminders about that booking.

We do not share or sell mobile opt-in data, phone numbers collected for text reminders, or consent records with third parties for marketing or promotional purposes, and we never have. The only party we disclose your number to is the messaging provider that delivers the message on our behalf (Telnyx), which may use it only to transmit that message.

Consent applies to SignSpot as the sender and to the phone number itself, not to the individual form owner. Replying STOP stops SignSpot reminder texts to that number across every form, not only the one you were replying to. We keep a record of numbers that have opted out so that we do not text them again.

You can opt out at any time by replying STOP to any reminder. Replying HELP returns our contact details. Neither affects the booking itself, and reminders you are still entitled to will be sent by email where an email address was provided.

Reminder texts are currently sent to United States phone numbers only.

11. Data Retention

We retain data for as long as your account (or the related form) is active. Deleted forms move to Trash and are retained there temporarily before permanent deletion, so you can recover them if needed.

When you delete your account, we remove your forms, responses, uploaded files, and calendar tokens, and cancel any active subscription. We keep records we’re legally required to keep — such as payment and invoice history for accounting and tax purposes — and audit-log entries recording support actions, which retain account identifiers but no form or response content.

12. Your Rights & Choices

You can access, update, export, or delete your account data at any time from Account settings, or by contacting us directly.

Depending on where you live, you may have additional rights — including to access, correct, delete, or port your data, to object to or restrict processing, and to withdraw consent. Residents of California may request disclosure of the categories of personal information collected and may opt out of any sale of personal information; we do not sell personal information. We won’t discriminate against you for exercising any of these rights.

To make a request, email support@signspot.ai. We’ll respond within the time your local law requires.

13. Cookies & Local Storage

SignSpot doesn’t use advertising cookies and doesn’t track you across other websites. We use your browser’s local storage to keep you signed in and remember preferences like dark mode and which notifications you’ve seen.

We use Vercel Speed Insights to measure page performance. It collects aggregate performance data and does not use cookies or build a profile of you.

14. Children’s Privacy

SignSpot isn’t directed at children under 13, and we don’t knowingly collect personal information from them. If you believe a child has given us personal information, contact us and we’ll delete it.

15. International Users

Your information may be processed and stored in the United States, regardless of where you access SignSpot from. If you’re in the European Economic Area or the United Kingdom, transfers are made on the basis of appropriate safeguards, and you may contact us for details.

16. Security Incidents

If we become aware of a breach affecting your personal data, we’ll notify you and any applicable regulator without undue delay, and tell you what happened and what we’re doing about it.

17. Changes to This Policy

We may update this Privacy Policy from time to time. We’ll update the "Last updated" date above when we do, and for material changes we’ll give notice in the app.

18. Contact

Questions about this Policy, or want to exercise a data right? Reach us at support@signspot.ai.