Privacy Policy

FormFinder is an Australian app and website that helps people find the right government forms, track their progress, and get plain-English step-by-step guidance. This Privacy Policy explains what data we collect, how we use it, and the choices you have.

FormFinder is operated in Australia and complies with the Australian Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles. If you live in the EU, UK, California, or another jurisdiction with additional privacy laws, those laws may give you extra rights — see Section 7. Your rights.

1. Who we are

FormFinder is operated by FormFinder Pty Ltd (ACN 698 094 843 · ABN 29 698 094 843), based in Victoria, Australia. For privacy questions, contact privacy@formfinder.com.au.

2. What we collect

2.1 Data you create on your device (mobile app)

When you use the FormFinder mobile app, the following lives on your device only (in the app's private on-device storage) unless you actively choose to share it:

• Your selected state or territory
• Your "helping mode" (using FormFinder for yourself or someone else)
• Theme preference (light / dark)
• Checklist progress on each form (which steps you've ticked)
• Free-tier usage counters (e.g. AI Situation Finder uses)
• App settings and onboarding flags
• FormFinder Wallet contents — IDs, photos and profile fields you save (passport, licence, Medicare, etc.). Photos are stored in the app's private, OS-sandboxed storage on your device; small sensitive text fields (document numbers, notes) are held in the OS secure store (Android Keystore / iOS Keychain). None of it is ever sent to FormFinder servers — uninstall the app and it is gone.
• Form-submission photos (the Pro "Photograph + collate completed forms" feature) — photos of completed government forms and the PDFs we generate from them are stored on your device only. Not uploaded anywhere; we never see them.

2.2 Data you choose to share

If you actively use a feature that involves another person or service, the relevant data is sent to our backend (Supabase) and the people you share with:

• Snapshots: if you create a shareable snapshot of a form, the form ID, name, state, your progress, and a generated link code are stored on Supabase so anyone with the link can view it. Snapshots expire 90 days after creation.
• Shared checklists: if you invite someone to view or co-tick your checklist progress, your display name, the form ID, your progress, and an invite code are stored on Supabase. The invited observer's display name (if provided) is also stored when they join.
• AI Situation Finder, OCR pre-fill, Photo Help, Letter Writing: the free-text question, image, or document you submit is sent via our Supabase Edge Function proxy to Anthropic (Claude) so it can return a response. The proxy exists so the AI key stays off your device. We don't persist your AI input or responses beyond standard edge-function operational logs. Anthropic may retain inputs for up to 30 days for trust & safety monitoring, then deletes them — they do not train models on data submitted via their API.
• Council Reporter (mobile app): when you send a report, FormFinder opens your own email app with the report text and photos attached — you send it from your own email account, and the content is not routed through our servers or Resend.

2.3 Account & payment data

FormFinder does not require you to create an account to use the core mobile app. If you subscribe to Premium or Pro:

• iOS / Android subscriptions: handled entirely by Apple App Store or Google Play in-app purchase, with subscription state managed by RevenueCat. We never see your card details. RevenueCat receives a non-personal pseudonymous user ID and your subscription tier.
• Web subscriptions (when launched): handled by Stripe. Stripe collects payment method, billing email, and country directly. We see only your subscription status and tier — never card details.

2.4 Device & technical data (mobile app)

• Approximate location: only when you grant permission, and only to detect your state/territory so we can show relevant forms. We never store precise GPS coordinates and never share location with third parties.
• Push notifications: if you opt in, your device's Expo push token is stored against any shared checklist you participate in, so we can notify you when the other party makes progress. Tokens are deleted when you stop participating.
• Crash & error logs: if a crash occurs, we may collect anonymous diagnostic data (device model, OS version, app version, stack trace) via Sentry (USA) to fix the issue. No personal content is included.

2.5 Website data (formfinder.com.au)

When you visit this website or use its forms, separate data flows apply:

• Early-access signup: your email, the source page, your IP address, and user-agent string are stored in our Supabase early_access table so we can notify you when FormFinder is live on Google Play and the App Store. Retained until you ask us to delete it or until the launch announcement is sent, whichever comes first.
• Contact form: your name, email, message body, IP address, and user-agent are stored in our Supabase contact_submissions table and forwarded to our inbox via Resend.
• Bot protection: Cloudflare Turnstile runs a challenge on signup and contact forms. Turnstile collects standard request metadata to verify you're not a bot.
• Anonymous analytics: Plausible measures page views and feature use. Cookieless, no cross-site tracking, no personal identifiers.

2.6 What we DO NOT collect

• We do not collect your real name, phone number, or postal address unless you provide them in a contact form, shared checklist display name, or your Wallet (which stays on device).
• We do not track you across other apps or websites.
• We do not use behavioural advertising trackers.
• We do not record your audio, camera, or contacts.
• We do not collect or process the actual content of any government form you fill out — that goes directly to the relevant government agency.

3. How we use your data

We use the data described above only to:

• Make the app and website work (show forms relevant to your state, save your checklist progress, etc.)
• Operate the share-checklist and snapshot features when you use them
• Process payments and manage subscriptions
• Respond to AI Situation Finder, OCR, Photo Help, and Letter Writing requests
• Send confirmation emails for early-access signups and respond to contact form messages
• Diagnose crashes and improve stability
• Comply with our legal obligations

4. Who we share data with

FormFinder uses a small number of carefully selected sub-processors. Each receives only the minimum data needed for its function. We do not sell, rent, or trade your personal data to anyone. We do not use your data for advertising.

• Supabase (Sydney, Australia — ap-southeast-2 region, hosted on AWS) — backend, database for snapshots, shared checklists, early-access signups, contact submissions, AI proxy edge functions.
• RevenueCat (USA) — manages iOS / Android subscription state.
• Stripe (USA / Australia) — web subscription payments (when launched).
• Anthropic (Claude) (USA) — AI Situation Finder, OCR pre-fill, Photo Help, Letter Writing, and Council Reporter drafting. Inputs are not used to train models; Anthropic may retain inputs up to 30 days for trust & safety monitoring.
• Google Maps Platform (Google LLC) — map rendering on the council finder feature.
• Resend (USA) — transactional email for the website only (early-access signup confirmations, contact-form forwarding to our inbox). Council Reporter on the mobile app does not use Resend — it opens your own email app.
• Plausible Analytics (EU-hosted) — cookieless, privacy-friendly website analytics. No cross-site tracking.
• Cloudflare (USA) — bot protection (Turnstile) on signup & contact forms; DNS for some routes.
• Vercel (USA) — web hosting for formfinder.com.au. Edge region for AU traffic is Sydney (syd1).
• Apple App Store & Google Play — app distribution and IAP processing.
• Expo / EAS (USA) — over-the-air mobile app updates and build infrastructure.
• Sentry (USA) — anonymous crash & error diagnostics (device model, OS/app version, stack traces; no personal content).
• VentraIP (Australia) — DNS registrar for formfinder.com.au.

5. Where data is stored

Your local app data lives on your device only.

Data sent to Supabase (snapshots, shared checklists, early-access signups, contact submissions) is stored in Sydney, Australia (ap-southeast-2 region), so it stays onshore. Data sent to RevenueCat, Stripe, Anthropic, Sentry, Resend, Google Maps, Cloudflare, Vercel, and Plausible may be processed in the United States, EU, or other regions. By using these features you consent to international transfer of that data — only the data needed for the feature, never your full profile.

6. How long we keep data

• Local device data: kept until you delete it from the app or uninstall.
• Snapshots: expire automatically 90 days after creation (the share link stops working), or sooner if you delete the snapshot from the app.
• Shared checklists: kept while the share is active; expired or unjoined invites are deleted after 30 days.
• AI Situation Finder & AI assistance queries: not stored by FormFinder after the response is returned; Anthropic may retain inputs for up to 30 days for trust & safety, then deletes them.
• Early-access signups: kept until you ask us to delete or until 12 months after the beta program ends.
• Contact form submissions: kept for 2 years for support continuity, then deleted.
• Subscription records: kept while your subscription is active and for 7 years afterward to meet Australian tax record-keeping requirements.

7. Your rights

Under the Australian Privacy Act and equivalent laws, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data
• Export your data in a portable format
• Withdraw consent for a feature at any time (e.g. disable location, leave a shared checklist, unsubscribe from early-access emails)
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

To exercise any of these rights, email privacy@formfinder.com.au. We respond within 30 days.

8. Security

We use industry-standard measures to protect your data:

• All network traffic uses HTTPS / TLS encryption (TLS 1.3 where supported).
• Sensitive text fields are held in each platform's secure store (Android Keystore / iOS Keychain); other on-device data, including Wallet photos, lives in the app's private OS-sandboxed storage.
• Supabase tables enforce Row Level Security (RLS) policies — you can modify only your own snapshots and checklists (snapshots are deliberately viewable by anyone holding the share link).
• Edge functions enforce per-IP rate limiting and project-level API key checks.
• Cloudflare Turnstile blocks automated abuse of signup and contact forms.
• We never store your payment card details — those go directly to Apple, Google, or Stripe.

No system is 100% secure. If a data breach affects you, we will notify you within 72 hours as required by the Australian Notifiable Data Breaches scheme.

9. Children

FormFinder is intended for users aged 13 and over. We do not knowingly collect data from children under 13. If you believe we have collected such data, contact us immediately and we will delete it.

10. Government forms — important disclaimer

FormFinder helps you find and navigate government forms — it is not a government service and is not affiliated with or endorsed by any Australian federal, state, or local government agency. The actual form submission happens on the government website you visit through our link. We do not see, store, or transmit the data you enter into those forms.

Steps and guidance shown in FormFinder are general information only and do not constitute legal, financial, medical, or professional advice. Always check the relevant government source and seek qualified advice for your situation.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be notified through the app, on this page, or via your registered email (if you have a web subscription). The "Last updated" date at the top of this page reflects the most recent revision.

12. Contact

For privacy questions, complaints, or data requests:

Email: privacy@formfinder.com.au
Postal: FormFinder Pty Ltd, Victoria, Australia

FormFinder Pty Ltd · ACN 698 094 843 · ABN 29 698 094 843 · Australia