Privacy Policy

This policy covers two kinds of people: Kaptly account holders (people who sign up to build forms) and form respondents (people who fill out a form someone built with Kaptly). Where their data handling differs, it's called out below.

When you create a Kaptly account, we store:

Before a password account is created, Kaptly keeps your submitted signup details and hashed password in a pending record for up to 24 hours while you verify the email address. The verification proof is stored as a hash. The raw link remains only in the queued email while delivery can be retried, and is erased after delivery, terminal failure, completion, replacement by a completed signup, or expiry.

For new accounts, Kaptly also asks one optional question about how you found us. You may answer or skip it, and either choice permanently dismisses the question. We use the answer only for first-party product and acquisition decisions; it is not a condition of signup, sent to another service, or used for automated decisions.

Workspace collaboration is rolling out gradually. For it, Kaptly stores the workspace name and owner, current memberships, invitation email/status/expiry data, and an append-only activity feed. Every current member can read, change, export, and delete all workspace resources and respondent data and configure available delivery integrations; only the workspace owner can manage teammates and workspace settings. Membership is checked from the database on every request, but removal cannot erase copies already downloaded or delivered elsewhere.

During signup, and later from Settings → Email preferences, you can opt in to occasional Kaptly product updates and lead-capture tips. This is separate from, and never required for, the account and security emails needed to operate your account (password resets, deletion confirmations, and similar).

Opting in uses double opt-in: checking the box sends a confirmation link to your email, and nothing further is sent until you click it. Every unsubscribe link, and the settings-page toggle, takes effect immediately. Kaptly keeps a record of when and how consent was given or withdrawn (the exact checkbox text and timestamp) to demonstrate compliance if ever asked, and keeps a suppression list so an address that unsubscribes, bounces, or complains isn't emailed again.

When someone submits a published form, Kaptly stores their validated answers in the database, together with any hidden/UTM parameters passed to the form, an anonymous visitor identifier, and submission timestamps. Most answer values are stored as entered; Name answers have surrounding whitespace removed (a split Name is stored as separate first and last parts), and URL answers are normalized to HTTP(S), adding HTTPS when the scheme is omitted. For forms with a payment field, Kaptly stores the payment link the respondent was shown, but does not receive or store anything about whether the payment was actually completed — see the Payment Feature Notice.

Kaptly does not restrict what a form owner can ask for. A form can be configured to request highly sensitive information — see the Publish Data Warning shown to form owners, and the Acceptable Use Policy, which prohibits collecting certain categories of sensitive data without adequate safeguards.

See the Cookie Policy for the full list. In short: first-party cookies keep you signed in, complete secure sign-in flows, and remember product preferences such as language, cookie choice, and whether the one-time mobile-builder reminder has been shown. A few local-storage entries keep other UI state, an anonymous device fallback for the System/Light/Dark app appearance choice, and anonymous form-visitor identification. While signed in, the account's stored appearance choice is authoritative and is not copied between accounts.

Google Analytics is the only browser storage used for measurement, and it is opt-in: its script isn't loaded and no analytics cookie exists unless you accept the cookie banner. It never runs on public or embedded form pages.

Kaptly uses a small number of third-party services to operate — for example an AI provider for document import, an email-delivery service, and an error-monitoring service that receives technical fault reports with form answers, addresses and IP addresses stripped out. Form payment links point to a payment provider the form owner chooses, but Kaptly does not integrate with or send data to that provider directly — see the Subprocessors page for the current list of services Kaptly itself calls out to.

A form owner can separately configure an incoming-webhook URL for one Slack destination. When a matching automation runs, Kaptly sends Slack only the plain-text message the owner wrote after resolving the references the owner deliberately included. Those references can contain respondent answers, scores, prices, or hidden URL values. Kaptly does not connect to the workspace, browse channels, or send a full response by default; access to and retention of the delivered message are controlled by the owner's Slack workspace.

Deleted forms and brands go to Trash and are automatically eligible for permanent deletion after 30 days; permanent deletion currently runs when the account holder opens the Trash view, not on a fixed background schedule. Individual form responses can be permanently deleted immediately by the form owner, with no trash/undo step.

A Slack incoming-webhook URL is a credential stored in plain text with the form and in the form's existing version snapshots (up to 50), and it may also exist in database backups. Removing the automation stops future sends from the active form but does not revoke the URL in Slack or erase older snapshot or backup copies. Revoke an exposed or retired URL in Slack. Messages already delivered follow the Slack workspace's retention rules and cannot be recalled by Kaptly.

You can permanently delete your account from Settings → Danger zone at any time (password re-entry required, or typing your account email if you sign in only with Google). This deletes your account, your optional signup-survey state and answer, your per-feature AI usage counters, your forms, your responses, your brands, and your uploaded files immediately and permanently — there is no grace period and no way to undo it. A confirmation email is sent when it completes.

When your owned workspace has teammates, the same strong confirmation explicitly warns that deletion also removes their access and permanently deletes every resource and file in that workspace. Workspaces owned by other people are not deleted; your memberships in them are removed. Their activity feed keeps only a generic deleted-account departure event. Activity events otherwise remain for the workspace lifetime and deliberately exclude response answers, invitation tokens, webhook URLs, and user-authored names.

Retention exceptions: even after account deletion, Kaptly may retain a limited set of data where necessary — anonymized or aggregated usage statistics that no longer identify you, security/fraud/abuse logs, records needed to resolve an active dispute involving your account, and anything Kaptly is legally required to keep. None of these are used to reconstruct your deleted forms, responses, or personal profile.

Depending on where you're located, you may have rights to access, correct, export, or delete your personal data. Self-serve account deletion (above) covers the erasure right for your own account; for anything else, contact support@getkaptly.com. [CONFIRM: which regional rights frameworks apply — e.g. GDPR, CCPA — and the specific request process/turnaround for requests beyond self-serve deletion.]

Passwords are hashed (scrypt), never stored in plain text. Session authentication uses an httpOnly, sameSite cookie. Beyond that, Kaptly has not completed an independent security review — see the Security and Responsible Disclosure page for the current, honest state of things, including what is not yet verified (for example, encryption at rest for the database and uploaded files).

[CONFIRM: hosting region(s) and any cross-border transfer mechanism required for your users' jurisdictions.]

Kaptly is not directed at children. Creating a Kaptly account requires you to be at least 18 years old. Form respondents don't need an account, so a form owner may still direct a form at minors — if you do, complying with children's-privacy law for what you collect (e.g. COPPA, GDPR-K) is your responsibility as the form owner under the Acceptable Use Policy. [CONFIRM: jurisdiction-specific children's-privacy obligations beyond the account-holder age minimum, if Kaptly forms are expected to reach minors.]

We'll update the "Last updated" date and version identifier above when this policy changes materially.

Questions or requests about your data: support@getkaptly.com.