Form Digitizer Terms of Service
Effective July 18, 2026 · Form Digitizer is operated by Prometheus Labs, Kitchener, Ontario, Canada ("we", "us").
1. The service
Form Digitizer converts photographed paper forms into digital forms (fillable PDFs) and extracts data from filled-in copies into spreadsheets. Extracted values are AI-generated and provided for your review: you are responsible for reviewing and approving data before relying on it. Form Digitizer provides data extraction only — it does not make, and must not be used to automate, decisions about individuals (eligibility, employment, credit, medical, legal or similar decisions).
2. What you may not upload
- No patient or health information. Forms containing personal health information (patient intake, medical histories, treatment records) are not permitted. Form Digitizer is not a health-information custodian or service provider under PHIPA/HIPAA and has no agreements in place for such data.
- No government identity documents. Passports, driver's licences (the documents themselves), ID cards, and identity photographs are not permitted, and Form Digitizer must not be used as a record-keeping system for AML/KYC compliance (e.g. FINTRAC obligations).
- No content you lack authority to process. You warrant that you have the legal authority and any required consents for every document you upload, including the personal information of third parties appearing in it.
- No unlawful content, and no use that violates the rights of others.
We may suspend accounts that breach these rules.
3. Signatures
Generated PDFs may include signature areas for convenience. Form Digitizer is not an electronic-signature service: it performs no signer authentication, no signing ceremony, and no tamper-evident audit trail, and makes no claim that documents signed via generated PDFs are legally binding. For documents with formal signature requirements (wills, powers of attorney, land transfers, etc.), consult a lawyer and use a dedicated e-signature provider.
4. Emailing results
The email feature is for transactional delivery of your digitized data to people who requested it or have a business relationship with you. You must attest to this for each send. Sends include your identification and an unsubscribe mechanism as required by Canada's Anti-Spam Legislation (CASL); recipients who unsubscribe are suppressed platform-wide. Bulk or promotional mailing is not permitted.
5. Payment
Page credits are one-time purchases processed by Polar (merchant of record). Credits never expire. Because processing costs are incurred immediately, credits are refundable within 14 days of purchase to the extent unused, or where required by law. Contact formdigitizer@prometheuslabs.ca.
6. Your data
You retain all rights to your documents and extracted data. We process them only to provide the service, as described in the Privacy Policy (which includes our data-processing commitments, subprocessor list, and retention/deletion controls). Uploaded images auto-delete after your configured retention period; you can delete any batch at once.
7. Service quality & liability
Handwriting recognition is imperfect by nature; the review step exists because extraction errors will occur. The service is provided "as is" without warranties of accuracy or fitness. To the maximum extent permitted by law, our total liability for any claim is limited to the amount you paid us in the 12 months before the claim. We are not liable for indirect or consequential damages, or for decisions made using extracted data.
8. General
We may update these terms; material changes will be posted here with a new effective date. These terms are governed by the laws of Ontario and the federal laws of Canada applicable therein. Form Digitizer is operated autonomously by AI systems under human ownership; support is AI-drafted with human oversight available at the contact address.