Privacy Policy

TrueForm OPC (“TrueForm,” “we,” “us,” or “our”) operates TrueForm AI, a cloud-based document digitization platform. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our Service, and describes your rights regarding that information.

By using the Service, you acknowledge that you have read and understood this Privacy Policy.

We collect the following categories of information:

(a) Account information. Your name and email address when you register for an account, and the age range you select at sign-up.

(b) Document content. Images and PDF files you upload for processing. These files are transmitted to our third-party AI providers for text extraction and are not retained after processing completes — neither by those providers nor on our servers. The resulting digitized document (the extracted text and its reconstructed layout) is stored in your account until you delete it or close your account. We do not retain the original uploaded image or PDF.

(c) Usage data. The number and type of documents you process, your subscription plan, upload timestamps, and feature usage — collected for billing, service operation, product analytics, and abuse prevention.

(d) Technical information. Your IP address, browser type, operating system, and session data, collected automatically to operate and secure the Service.

(e) Payment information. Billing and payment data is processed by our third-party payment processor. We do not store full payment card details on our systems.

(f) Communications. Records of your support requests and correspondence with us.

We use your information to:

(a) provide, operate, and maintain the Service;

(b) process your documents through our AI pipeline;

(c) manage your account and subscription billing;

(d) send transactional communications, including account verification, payment confirmations, and service notices;

(e) respond to support requests;

(f) detect, investigate, and prevent fraud, abuse, and security incidents;

(g) comply with applicable legal obligations;

(h) understand how the Service is used and improve and develop it, including through analytics and error- and session-diagnostics tools (see Sections 4 and 9).

We do not use your document content to train AI models. We do not sell your personal information to any third party.

Legal basis for processing (GDPR). For users in the European Economic Area, we process your personal data on the following legal bases:

• Contract performance: account management, subscription billing, document processing (Art. 6(1)(b) GDPR)
• Legitimate interests: fraud prevention, security, service operation, and error diagnostics (Art. 6(1)(f) GDPR)
• Legal obligation: compliance with applicable laws (Art. 6(1)(c) GDPR)
• Consent: analytics and usage-measurement cookies, and promotional communications, where you have explicitly consented (Art. 6(1)(a) GDPR). You may withdraw consent at any time (see Section 9).

We use third-party service providers to operate and support the Service. These providers process personal data only on our behalf, only to the extent needed to perform their function, and under contractual confidentiality and data-protection obligations. They fall into the following categories: cloud infrastructure and hosting, AI document processing, security and abuse prevention, communications, diagnostics and monitoring, and analytics.

Our AI processing providers are contractually required to process your content solely to return results to TrueForm AI, to apply appropriate security measures, and not to use your content to train their own models.

A current list of the specific sub-processors we use is available to account holders and business customers on request at support@trueformai.xyz. Each provider operates under its own terms and privacy policy.

By using the Service, you consent to the transmission of your documents to our AI processing providers for processing.

Your account data and digitized documents are stored in a cloud database service. All data transmitted to and from TrueForm AI is encrypted in transit using TLS. Data stored on our servers is encrypted at rest. We implement row-level security controls ensuring users can access only their own data.

We implement industry-standard administrative, technical, and organizational safeguards to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Breach notification. In the event of a personal data breach likely to result in a risk to your rights and freedoms, we will notify relevant regulatory authorities within seventy-two (72) hours of becoming aware of the breach where required by law, and will notify affected users without undue delay.

We retain your account information and digitized documents for as long as your account is active. If you delete your account, your documents and personal data are removed from our active systems immediately, and any residual copies in our encrypted backups are purged within ninety (90) days. Upload logs and billing records are retained for as long as necessary for billing, dispute resolution, and legal compliance purposes. We may retain certain information longer if required by applicable law.

Depending on your location, you may have the following rights regarding your personal data:

(a) Access. The right to request a copy of the personal data we hold about you.

(b) Correction. The right to request correction of inaccurate or incomplete information.

(c) Deletion. The right to delete your account and all associated data through Account Settings, or by contacting us. Because account deletion is immediate and irreversible, please export any documents you wish to keep before deleting.

(d) Export. The right to export your documents at any time using the in-app export feature.

(e) Opt-out. The right to opt out of promotional communications at any time by clicking “unsubscribe” in any marketing email or contacting us, and to decline or withdraw consent for analytics cookies at any time (see Section 9).

(f) Restriction. The right to request that we restrict processing of your personal data in certain circumstances.

(g) Portability. The right to receive your personal data in a structured, machine-readable format.

(h) Objection. The right to object to processing based on legitimate interests.

EEA users have the rights above under the General Data Protection Regulation (GDPR) and may lodge a complaint with their national data protection authority.

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete personal information, the right to correct inaccurate personal information, and the right to non-discrimination for exercising these rights. We do not sell or share personal information as defined under the CCPA. To exercise CCPA rights, contact us at support@trueformai.xyz.

We will respond to all verifiable data rights requests within thirty (30) days. To exercise any of these rights, contact us at support@trueformai.xyz.

TrueForm OPC is incorporated in the Republic of the Philippines. Your data may be processed in other countries where our AI and infrastructure service providers operate, including the United States.

For users in the European Economic Area, we rely on appropriate safeguards for international data transfers as required by GDPR, including Standard Contractual Clauses (SCCs) approved by the European Commission where applicable. We take appropriate contractual and technical steps to ensure your data receives a level of protection equivalent to that required in the EEA.

By using the Service, you acknowledge that your data may be transferred to and processed in countries outside your country of residence, including countries whose data protection laws may differ from those of your jurisdiction.

We use cookies for the following purposes:

(a) Essential cookies. Required to maintain your login session, remember your cookie-consent preference, detect your region for compliance purposes, and complete the sign-up flow. These cannot be disabled without breaking core functionality; disabling them through your browser settings will prevent you from logging in to the Service.

(b) Analytics cookies. We use analytics and usage-measurement tools to understand how the Service is used and to improve it. For users in the European Economic Area, these are set only after you grant consent via our cookie banner, and you may decline or withdraw consent at any time. For users outside the EEA, analytics are enabled by default and you may opt out by declining in the banner or through your browser settings.

We also use error-monitoring and session-diagnostics tooling to detect and fix technical problems. This records masked session activity for debugging; document content and text you type are masked and are never transmitted to these tools.

We do not use third-party advertising cookies or cross-site tracking pixels, and we do not sell your personal information.

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information without parental consent, contact us at support@trueformai.xyz and we will delete it promptly.

If you are a business that processes personal data of your customers or employees through the Service, you may require a Data Processing Agreement (DPA) to comply with GDPR, the Philippines Data Privacy Act (RA 10173), or other applicable data protection laws. To request a DPA, contact us at support@trueformai.xyz.

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by a notice within the Service at least fourteen (14) days before they take effect. Your continued use of the Service after that date constitutes your acceptance of the updated policy. If you do not agree to the updated policy, you must stop using the Service before the effective date.

For questions, concerns, or data rights requests regarding this Privacy Policy, contact us at support@trueformai.xyz.

TrueForm OPC is registered under the laws of the Republic of the Philippines and is subject to the Philippines Data Privacy Act of 2012 (Republic Act No. 10173).