1. Who we are and our role
STORYSTEPPER LIMITED, Room 701, Unit 108, 7/F, Tower B, New Mandarin Plaza, 14 Science Museum Road, Tsim Sha Tsui, Kowloon, Hong Kong (company registration number 80655938-000-06-26-8), operates FormTriage.
Your data, where we are the controller. For your account, workspace settings, billing, the waitlist, security records and our website, we decide why and how the data is processed.
Your form visitors' data, where we are your processor. Submissions from your website form belong to your relationship with the people who sent them. You decide to collect them and to send them to FormTriage, so you are the controller. We process them only to provide the service to you and on your instructions, as described here and in the Terms of Service. If your organisation needs a data processing agreement, ask at [email protected].
2. What we collect
Account data. Your email address, your password (stored only in protected form), and your workspace's name and timezone.
Workspace settings. Your plain-language description of your business and priorities, your category definitions, the form sources you connect, and the alert destinations you configure.
Submissions from your website form. What your form provider sends us: typically the sender's name, email address, company, subject and message, any other fields, and the time received. This normally contains personal data about the person who filled in the form and can include anything they typed. We do not store their IP address or browser details.
Data we generate. The category and attention level assigned to each submission; your corrections and comments and who made them; alert delivery records; and monthly usage counts.
Billing. Payment identifiers linked to your workspace, subscription status, and your prepaid-credit deposits, charges and refunds. Card and billing details are entered directly with our payment provider and never stored by us.
Waitlist. Your email address and the time you joined, so we can contact you about access.
Security and operational records. Short-lived hashed records used to limit sign-in attempts and abusive requests, server logs designed to exclude message content and email addresses, and the request metadata, including IP address, that any web server sees in order to serve a request.
Analytics. On the marketing website only, we use PostHog in cookieless mode to count page views, clicks on calls to action, waitlist sign-ups and page errors. It sets no cookies and stores nothing in your browser, records no sessions, and never receives your email address or anything you type into a form. Unique visitors are counted from a hash of your IP address and browser details that changes daily. The app uses no analytics, session recording or error-tracking services.
3. Why we process it and on what legal basis
| Purpose | Legal basis |
|---|---|
| Creating and securing your account; running the waitlist | Contract; your request to join the waitlist |
| Providing the service: receiving, storing, classifying and displaying submissions, and sending the alerts you configure | Contract; for submissions, your instructions as controller |
| Billing, plan limits and prepaid credit | Contract; legal obligation (tax and accounting) |
| Transactional email: password resets and the alert emails you configure | Contract |
| Preventing abuse, detecting duplicates, keeping the service reliable and responding to incidents | Legitimate interest in running a secure service |
| Measuring how visitors use the marketing website, in aggregate and without cookies | Legitimate interest in improving the website |
| Answering your requests and meeting legal obligations | Legal obligation; legitimate interest |
We do not sell personal data. We do not use your submissions or workspace settings to train AI models, and we share them with AI model providers only to produce your classifications. Your corrections affect only your own workspace.
4. Who processes data on our behalf
We use the following subprocessors. Each receives only what its purpose requires.
| Subprocessor | Purpose | Data categories |
|---|---|---|
| Stripe, Inc. | Payments, subscriptions and refunds | Account and billing details |
| OpenRouter, Inc. (privacy policy) | AI processing used to classify submissions | Submission content, your business description and category definitions |
| PostHog, Inc. (United States) | Cookieless analytics and error reports for the marketing website | Pages visited, clicks on calls to action, browser and device type, approximate location and a daily-rotating hash derived from IP address |
| Resend, Inc. | Email delivery | Email address and message content |
| OVHcloud (OVH US LLC, United States) | Hosting | All service data |
| Cloudflare, Inc. (United States) | Network delivery and DDoS protection for all traffic to the service; storage of database backups | All service data, IP addresses |
The AI model providers that OpenRouter uses on our behalf are listed on request at [email protected]. We never send IP addresses, billing information, cookies or credentials to AI providers.
Your destinations are your recipients, not our subprocessors. Email, Slack and attention-based webhook alerts receive a short summary of each matching submission. Category-routed webhook endpoints receive the normalized submission fields and classification, including personal data the sender entered. You choose and control these destinations under your agreements with those services.
We will update this section when a subprocessor changes and announce material changes as described in section 11.
5. International transfers
Our subprocessors, including the servers and database that run the service, are in the United States, so personal data you send us is transferred to and stored there. Requests pass through the Cloudflare data center nearest to the sender on the way to our servers. If you are the controller of your form visitors' data, you are responsible for the notice and lawful basis that allow you to send it to us.
6. How long we keep it
| Data | Retention |
|---|---|
| Submissions, with their classifications, corrections and alert records | 30 days on the Free plan, 90 days on paid plans, counted from receipt. The period is fixed by your plan when the submission arrives |
| Submissions you delete yourself | Permanently deleted within about an hour |
| Account, workspace settings, usage counts and prepaid-credit ledger | For as long as your workspace exists |
| Waitlist email address | Until launch, or until you ask us to remove it |
| Sessions, password-reset tokens and abuse-prevention hashes | At most one day |
| Operational logs | 30 days |
| Database backups | 30 days |
Deleting your workspace. You can delete your workspace under Settings. This permanently deletes the workspace, all of its submissions and settings, and your user account; copies in backups expire within 30 days. If you have an active subscription, deleting the workspace cancels it. Our payment provider keeps its own billing records as required by law.
7. Cookies
We set only the essential cookies the app needs to keep you signed in and to protect it against request forgery. The marketing site sets no cookies; its analytics run in cookieless mode and store nothing in your browser. There are no analytics or advertising cookies, so there is no cookie banner.
8. Security
Traffic is encrypted in transit. Passwords are stored only in protected form, and secrets such as webhook URLs, alert recipients and signing keys are encrypted at rest. Every request is checked against your workspace, and submitted content is treated as untrusted text.
No system is perfectly secure. If we learn of a breach affecting personal data we hold, we will notify affected customers without undue delay, and individuals and authorities where the law requires.
9. Your rights
Depending on where you live, you may have the right to access, correct, export, restrict or delete your personal data, to object to processing based on legitimate interest, and to complain to a supervisory authority. In Hong Kong that is the Office of the Privacy Commissioner for Personal Data (PCPD).
Account holders. You can edit your settings, delete any submission, and delete your workspace and account in the app. For anything else, including an export of your data, write to [email protected]. We answer within one month.
People who filled in a customer's form. If your data reached FormTriage through someone else's website, that site's operator is the controller. Please contact them; they can view, correct or delete your submission. If you contact us directly, we will refer your request to them or act on their instructions.
10. Children
FormTriage is a business tool and is not directed at children under 18. We do not knowingly collect their data as account holders. Submissions from a customer's website may come from anyone; the customer is responsible for their own form's audience.
11. Changes to this policy
We will post changes here and update the effective date. For material changes we will notify account holders by email or in the app before they take effect.
12. Contact
Privacy questions and requests: [email protected] Support: [email protected] Postal: STORYSTEPPER LIMITED, Room 701, Unit 108, 7/F, Tower B, New Mandarin Plaza, 14 Science Museum Road, Tsim Sha Tsui, Kowloon, Hong Kong Company registration number: 80655938-000-06-26-8