Form Digitizer Privacy Policy

Effective July 18, 2026 · Prometheus Labs, Kitchener, Ontario, Canada · formdigitizer@prometheuslabs.ca

1. Two roles

Your account data (email, organization details, purchase history): we are responsible for it under PIPEDA. Your uploaded documents (form images and extracted data, which may contain other people's personal information): you are the responsible organization; we process them only on your instructions to provide the service. Section 6 is our data-processing commitment to you.

2. What we collect and why

• Email address — sign-in (magic links) and receipts.
• Organization name/mailing address — only if you use the email feature (CASL sender identification).
• Uploaded form images and extracted values — to run the conversion/extraction you request.
• Basic operational logs (errors, request metadata) — to keep the service working; no advertising, no analytics trackers, no sale of data, no use of your content to train AI models.

3. The free converter stores nothing

Images sent to the free blank-form converter are processed in memory and are not saved. Only an IP-based daily counter is kept.

4. Retention and deletion

• Uploaded images auto-delete after your configured retention period (default 90 days, settable 7–365).
• Deleting a batch immediately deletes its images and extracted data.
• Closing your account deletes your stored documents and data (email us).

5. Where data lives (cross-border disclosure)

Form Digitizer runs on infrastructure provided by US companies; your data may be processed or stored outside Canada and is subject to the laws of those jurisdictions. Subprocessors:

• Cloudflare (US) — hosting, storage, database.
• Anthropic (US) — AI reading of your form images (commercial API: not used to train models).
• Resend (US) — email delivery.
• Polar (merchant of record) — payments; we never see card numbers.

Quebec customers: this list plus section 5's disclosure is designed to support your Law 25 cross-border assessment; contact us for our security summary.

6. Our processing commitments to you

For documents you upload, we: process them only to provide the service and on your instructions; keep them confidential; protect them with safeguards appropriate to their sensitivity (private storage, encrypted transit, per-account isolation, access logging); notify you without undue delay of any breach affecting your data with the detail you need for your own legal assessment; assist reasonably with access/correction requests about data we hold for you; and delete your documents at the end of the retention period, on batch deletion, or on account closure. We keep a record of any breach for 24 months as required by PIPEDA.

7. Safeguards

Private storage buckets (no public access), authenticated image access scoped to the owning account, encrypted transit everywhere, session cookies signed and HTTP-only, minimal data in indexes, least-privilege API keys, and two-factor authentication on our infrastructure accounts.

8. Email and unsubscribe

Result emails include the sender's identification and a working unsubscribe link; unsubscribed addresses are suppressed platform-wide within 10 days (in practice, immediately). Sign-in links are transactional.

9. Contact and complaints

Privacy questions or requests: formdigitizer@prometheuslabs.ca. You may also contact the Office of the Privacy Commissioner of Canada.