AidaForm Privacy Policy

Last updated: November 3, 2026

Introduction

Komorebi GmbH, Im Uckerfeld 14, 53127 Bonn, Germany, registered in the Commercial Register B of the Local Court of Bonn under HRB 28210, operates the website www.aidaform.com and the AidaForm service at my.aidaform.com (collectively “AidaForm”, “we” and “us”; the website and the service together the “Services”). This Privacy Policy describes the types of information we collect when you interact with our Services, and how this information is used, stored, protected and disclosed.

Definitions

  1. “User” means the individual using the Services who, unless otherwise specified, coincides with the Data Subject.

  2. “Data” means all information provided by any User or obtained by the Services about a User.

  3. “Personal Data” means any information that directly or indirectly, or in connection with other information, allows a natural person to be identified.

  4. “Data Subject” means the natural person to whom the Personal Data refers.

  5. “Data Controller” means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data.

  6. “Data Processor” means the natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Data Controller.

  7. “Form Creator” means the natural or legal person who uses the AidaForm Services to create, share and host web forms in order to receive responses from Form Respondents.

  8. “Form Respondent” means a person, acting for themselves or on behalf of a company, who enters information in a form created and shared by a Form Creator.

AidaForm is used by both Form Creators and Form Respondents. AidaForm acts as:

  • a Data Controller for the Personal Data of account holders and website visitors, for example registration, billing, support and usage data;

  • a Data Processor for the data that Form Respondents submit through forms, which we process on behalf of the Form Creator.

Our processing of form data on behalf of Form Creators is governed by our Data Processing Agreement or, for customers in Germany, Austria and Switzerland, by the Auftragsverarbeitungsvertrag (AVV).

Form Creators act as Data Controllers towards their Form Respondents. This means that Form Creators are fully responsible for the approaches and means they use to store, share, transfer and disclose the information. We strongly advise Form Creators to provide their own privacy policy to their Form Respondents when sharing a form.

IF YOU CREATE FORMS:

  • Your form data is owned by you. Unless you make your forms publicly available via a direct link, AidaForm does not make the forms available to anyone.

  • AidaForm does not use the form responses you collect for purposes other than those determined by you, unless required by applicable law.

  • AidaForm holds your data securely.

  • Form data is stored in Amazon Web Services (AWS) data centres as described in the section International Data Transfers and Data Location.

IF YOU ANSWER FORMS:

Forms are managed by the Form Creator. AidaForm hosts the forms and collects the responses that you submit to the Form Creator. Please contact the Form Creator directly with any questions about the form and its contents. The Form Creator is usually the same person who invited you to complete the form. This individual, company or organization may have its own privacy policy. Read the Form Creator’s privacy policy to learn how they store, safeguard, transfer and disclose the information that you provide via the form.

AidaForm does not make your responses available to third parties (although the Form Creator might do so, so we advise that you contact this individual, company or organization to learn more). AidaForm acts on behalf of the Form Creator, who is in full control of your data.

If you think a form violates our Terms of Use or is used for an illegal activity, please report it as described here: https://aidaform.com/help/how-to-report-abuse.html

Please read this Privacy Policy to understand how we process your Personal Data, and the section Privacy for Form Respondents for information specific to you.

Privacy Notice for Form Creators

What Information Does AidaForm Collect?

AidaForm collects various types of information, including information that identifies or may identify you as an individual (“Personal Information” or “Personal Data”), as explained below.

Information You Provide to Us

From the website: We may collect any Personal Information that you send or provide to us, for example via online forms on our website or by email. We keep a record of our correspondence.

From the Services:

  • We receive and store the information you provide when registering an account or adding a new user. This may include names, usernames, email addresses, postal addresses, phone numbers, job titles, transactional information (including Services purchased), and any other contact or other information you choose to provide or upload in connection with the Services.

  • The data you provide in surveys and questionnaires that we may ask you to complete for research and development purposes.

  • The data you provide in files uploaded for support purposes.

Information We Collect Automatically

When you use our website, we collect some information about your device, such as your device’s IP address, the referring website, the pages your device visited and the time of the visit.

When you use the Services:

Usage information – we keep track of user activity in relation to the types of Services our customers use, the configuration of their computers, and performance metrics related to their use of the Services.

Log information – we log information about our customers and their collaborators when they use the Services, including the Internet Protocol (“IP”) address.

Information collected by cookies and similar technologies – see the section Cookies and Other Tracking Technologies below.

How Does AidaForm Use the Information?

We use the information we collect:

  • To improve our websites and to present content and Services in the most effective manner.

  • To set up accounts and to provide you with the Services, content and information that you request from us.

  • To keep our Services running smoothly, and to send you notices regarding the status of your account and/or subscription, including expiration and renewals.

  • To send you news and offers about our Services where permitted by law (see Marketing Communications).

  • To manage our customers’ use of the Services, respond to inquiries and comments, and provide customer service and support.

  • To carry out our other obligations under the agreement between AidaForm and you set out in our Terms of Use.

  • For trend monitoring and analytics, where you have consented to analytical cookies.

  • To investigate and prevent fraudulent activities, unauthorized access to the Services and other illegal activities.

  • For any other purposes about which we notify customers and users.

The usage information we collect allows us to improve our Services and to deliver a more personalized experience. For these purposes we:

  • Estimate our audience size and usage patterns.

  • Store data about your preferences, which enables us to customize our Services to your individual interests.

Cookies and Other Tracking Technologies

This section explains what cookies are, how AidaForm uses them and the choices you have.

What Are Cookies?

Cookies are small text files that are created and stored in your browser or on your device when you visit our Services. They allow the Services to recognize you as a user either for the duration of your visit (“session cookies”) or for repeat visits (“persistent cookies”).

Your Choices

We use Cookiebot to manage your consent. Strictly necessary cookies are set without your consent because the Services cannot work without them. All other cookies (analytical and functionality cookies) are set only if you consent to them in the cookie banner. You can change or withdraw your consent at any time via the Cookie Settings link at the bottom of our website.

The cookies we use fall into three types:

Strictly Necessary Cookies

These cookies are essential for you to navigate our Services and use their features, such as accessing secure areas, for example your user account. Without these cookies, services you have asked for, such as setting up an account or billing, cannot be provided. You can set your browser to block or alert you about these cookies, but some parts of the Services may then not work.

Analytical/Performance Cookies

We use Google Analytics to understand how visitors use our Services. These cookies allow us, for example, to count traffic sources, to see which pages are the most and least popular and how visitors move around the site. They collect information such as your IP address, device and browser data and the pages you visit. If you do not allow these cookies, we will not know when you have visited our site.

Functionality Cookies

These cookies allow us to remember settings you have applied to our website (such as your user name, language or region) and choices you have made (such as not to be asked again to fill in a questionnaire), in order to provide enhanced, more personal features. Disabling functionality cookies may lead to errors in the performance of the Services.

AidaForm does not place analytical, tracking or advertising cookies on forms created with AidaForm. Forms use only the technical cookies required for them to work.

AidaForm collects and processes information about you only where we have a legal basis for doing so under applicable law. We collect and use your information only where:

  1. we need it to provide you with the Services, including operating the Services, providing customer support and personalized features, and protecting the safety and security of the Services (Art. 6(1)(b) GDPR);

  2. it serves a legitimate interest that is not overridden by your data protection interests, such as research and development, marketing and promotion of the Services, and protection of our legal rights and interests (Art. 6(1)(f) GDPR);

  3. you have given us consent for a specific purpose (Art. 6(1)(a) GDPR); or

  4. we need to process your data to comply with a legal obligation (Art. 6(1)(c) GDPR).

If you have consented to our use of information about you for a specific purpose, you can withdraw your consent at any time; this does not affect any processing that has already taken place. Where we use your information because we or a third party have a legitimate interest, you have the right to object to that use, although in some cases this may mean that you can no longer use the Services.

Your Rights

You can always choose not to disclose information to us, but some information is needed to register and use our Services.

Under the GDPR, you have the right to access your Personal Data, to have it rectified or erased, to restrict its processing, to data portability, and to object to processing based on legitimate interests. Where processing is based on your consent, you can withdraw it at any time; this does not affect processing carried out before the withdrawal.

You can exercise these rights in your account in the “My Account – Settings” section, or by sending a request to support@aidaform.com. We will examine your request and respond as quickly as possible.

You also have the right to lodge a complaint with a data protection supervisory authority, in particular in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. The authority responsible for AidaForm is the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia (Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, LDI NRW), Kavalleriestraße 2–4, 40213 Düsseldorf, Germany.

Please note that we may still use aggregated and anonymous information that does not identify any individual, and may retain and use your information as necessary to comply with our legal obligations, resolve disputes and enforce our agreements.

Marketing Communications

We send marketing emails only where permitted by law. You can unsubscribe at any time using the link in each email or in your account settings.

If you have an account for our Services, we will still send you non-promotional communications, such as service-related emails.

California residents: We do not share Personal Information with third parties for their own direct marketing purposes.

How Does AidaForm Share and Disclose Information to Third Parties?

We do not rent or sell your Personal Information. We may share and disclose information (including Personal Data) about our customers in the following limited circumstances:

Service providers: We share information with the service providers that help us operate the Services, such as hosting, payment, analytics, email and support providers. They are listed in the section Information Regarding Third Parties Involved in the Processing of Personal Data.

Business transfers: We may buy or sell assets and may share and/or transfer customer information in connection with the evaluation of and entering into such transactions. If we (or our assets) are acquired, or if we go out of business, enter bankruptcy or go through some other change of control, Personal Information may be one of the assets transferred to or acquired by a third party.

Disclosures for national security or law enforcement: We may be required to disclose your Personal Information in response to valid requests by public authorities, including to meet national security or law enforcement requirements.

Security

We use appropriate technical and organizational security measures, including encryption, to protect the information we hold from loss, misuse and unauthorized access, disclosure, alteration and destruction. Our measures are described in Annex 2 of our Data Processing Agreement. Your account is protected by a password. You must prevent unauthorized access to your account and Personal Information by choosing and protecting your password appropriately and limiting access to your devices and browser.

Retention Time

We retain your account data for as long as you have an account with AidaForm, and longer only where necessary to comply with our legal obligations (for example, retention periods under tax and commercial law), resolve disputes or enforce our agreements. Form responses are automatically deleted five years after receipt, unless the Form Creator deletes them earlier. Deleted data may remain in encrypted backups for up to 35 days.

International Data Transfers and Data Location

AidaForm runs on Amazon Web Services (AWS). Where your data is stored depends on your country and, for form data, on the data centre selected for each form:

  • Customers in the EU/EEA, the United Kingdom and Switzerland: account data and form data are stored in Frankfurt, Germany (AWS eu-central-1), unless “Global” is selected for a form.

  • Customers in other countries: account data is stored in the USA (us-east-1) or Ireland (eu-west-1). Form data is stored in Frankfurt, Germany, if the “Germany” data centre is selected for a form, or in the USA or Ireland if “Global” is selected.

  • Backups are stored in Ireland (eu-west-1).

Some of the service providers listed below process data outside the EU/EEA. Where data is transferred to a country without an adequacy decision of the European Commission, the transfer is based on the EU Standard Contractual Clauses or, for the USA, on the EU-US Data Privacy Framework. For more information, please contact us at support@aidaform.com.

Information Regarding Third Parties Involved in the Processing of Personal Data

We use third-party services for hosting and infrastructure, payments, analytics, sending messages, and managing support and contact requests. We recommend that you also read their privacy policies.

Analytics

These services allow us to monitor and analyse web traffic on AidaForm websites and applications. They are used only if you have consented to analytical cookies. AidaForm does not use any services to track information on forms created with AidaForm.

Google Analytics (Google Ireland Limited): Gordon House, Barrow Street, Dublin 4, Ireland.

Handling Payments

AidaForm has a reseller agreement with 2Checkout, which sells AidaForm paid plans and collects and processes payments by credit card, bank transfer or other means. AidaForm does not collect, process or store any information about your bank account, credit card or other payment data. AidaForm receives from 2Checkout only the information necessary to provide the Services, such as your current plan and whether a transaction was successful.

Verifone Payments BV (dba 2Checkout): Singel 250, 4th floor, 1016 AB Amsterdam, The Netherlands.

  • Personal Data collected: as specified in the privacy policy of the service.
  • Place of processing: Europe and USA.
  • Privacy Policy: 2Checkout Privacy Policy

Hosting and Infrastructure

Amazon Web Services EMEA SARL: 38 Avenue John F. Kennedy, L-1855 Luxembourg; German branch: Marcel-Breuer-Str. 12, 80807 München, Germany.

Managing Support and Contact Requests

This service allows us to manage support and contact requests received by email or other means, such as the contact form. The Personal Data we process depends on the information you provide in your messages.

ServiceDesk Plus Cloud (Zoho Corporation B.V.): Beneluxlaan 4B, 3527 HT Utrecht, The Netherlands.

  • Personal Data collected: information you provide in your messages.
  • Place of processing: European Union.
  • Privacy Policy: Zoho Privacy Policy

Managing Contacts and Sending Messages

These services allow us to manage email contacts and to communicate with our users. They may also collect data on when a message was opened and whether links in it were clicked.

Brevo (formerly Sendinblue): 106 Boulevard Haussmann, 75008 Paris, France.

  • Personal Data collected: name, email address.
  • Place of processing: EU.
  • Privacy Policy: Brevo Privacy Policy

Amazon Simple Email Service (Amazon SES) (Amazon Web Services EMEA SARL): address as above. Used to send notification and transactional emails.

Collecting Reviews

If you have opted in to review invitations in your account settings (this setting is off by default), we send your name and email address to one of the review platforms listed below, which then invites you to review AidaForm. A submitted review may be published on the platform, for example under your name or initials. You can withdraw your consent at any time in your account settings.

Trustpilot A/S: Pilestræde 58, 5th floor, 1112 Copenhagen K, Denmark.

G2.com, Inc.: 100 S Wacker Dr, Ste 600, Chicago, IL 60606, USA.

Integrations

The AidaForm Services allow you to integrate your account with many third-party services, either from inside your account or via Zapier. AidaForm is not responsible for the privacy practices of these third parties, and you use, integrate and transfer any information to these services at your own discretion.

Age Policy

We do not knowingly collect or solicit Personal Information from anyone under the age of 16. If you are under 16, please do not register for the Services or send any Personal Information about yourself to us. If we learn that we have collected Personal Information from a child under 16, we will delete it as quickly as possible. If you believe that a child under 16 may have provided us with Personal Information, please contact us at support@aidaform.com.

Linked Websites

Our websites may contain links to other websites. These are provided for your convenience and for reference only. We are not responsible for the privacy practices of linked websites, and this Privacy Policy does not apply to them. Please read the privacy notice of each website you visit.

Privacy for Form Respondents

What Information Does AidaForm Collect?

When you respond to forms hosted on AidaForm, we act on behalf of the Form Creator and according to the purposes determined by the Form Creator.

Form responses. AidaForm collects and stores the form responses that you submit. The Form Creator controls and manages this data, including your Personal Data, and is responsible for it.

If you have any questions about a form, please contact the Form Creator directly, as AidaForm is not responsible for the content of the form. The Form Creator is usually the same person who invited you to complete the form, and may have their own privacy policy.

Technical data. When you open and submit a form, AidaForm collects technical data required to deliver the form, such as your IP address, browser and operating system version, device type, timestamps and the source that referred you to the form (for example, a link on a website or in an email). Our servers record this data in log files. Your IP address is linked to your form responses only if the Form Creator has enabled IP address collection for the form.

AidaForm does not place analytical, tracking or advertising cookies on forms created with AidaForm. Forms use only the technical cookies required for them to work.

Providing form responses is voluntary. You can always choose not to answer a question, although this may prevent you from submitting the form if the Form Creator has made the question mandatory.

How Does AidaForm Use the Collected Information?

Your form responses are owned and managed by the Form Creator. Please contact the Form Creator directly to understand how they use your form responses. AidaForm does not sell, rent or make form responses available to third parties without the Form Creator’s instructions, and does not use contact details collected in forms to contact Form Respondents.

AidaForm uses technical data only to operate the forms, to ensure the security and stability of the Services, and to detect and prevent abuse.

With Whom Does AidaForm Share or Disclose Your Information?

AidaForm does not sell or make available your form responses. Any information you provide when filling out a form is provided to the Form Creator. Please contact the Form Creator directly to understand how they might share your form responses. The service providers that help us operate the Services are listed in the section Information Regarding Third Parties Involved in the Processing of Personal Data.

What Are Your Rights to Your Information?

Your form responses are controlled by the Form Creator. To access, correct or delete your responses, or to exercise any other data protection right, please contact the Form Creator directly. If you send such a request to AidaForm, we will forward it to the Form Creator without undue delay and let you know that we have done so. AidaForm provides Form Creators with tools to view, export and delete the responses they collect. Form responses are automatically deleted five years after receipt, unless the Form Creator deletes them earlier.

You also have the right to lodge a complaint with a data protection supervisory authority (see Your Rights).

Changes to This Privacy Policy

We may update this Privacy Policy from time to time, for example when we change our Services or when the law changes. If a change affects how we use your Personal Data, for example new purposes of processing, new types of data or new recipients, we will inform you by email or by a notice in your account or on our website before the change takes effect. The current version is always available on this page.

Contact Us

Data Controller:

Komorebi GmbH
Im Uckerfeld 14
53127 Bonn, Germany

If you have any questions or concerns regarding this Privacy Policy, please email support@aidaform.com or write to us at the address above.