Privacy Policy

Introduction

Respona is a forms and survey platform that organizations deploy in their own environments (“Licensed Software”). We also operate a website and account console for licensing, downloads, and support (the “Site” or “Account Services”). Licensed Software and Account Services together are the “Services.”

The Services are operated by Respona (the “Company,” “we,” “us”). Contact: [email protected].

Deployment. Form responses, survey results, and operational records collected by Licensed Software running on your servers remain in your environment. We receive that data only if you upload or email it to us (for example, support diagnostics).

This policy applies when:

• (a) we act as a data controller (account, website, and support data); and/or
• (b) we act as a data processor (support or diagnostic data you send under your instructions).

By accessing or using the Account Services, you acknowledge that you have read this policy.

How we use your personal data

We process personal data to:

• provide, operate, and secure the Site and Account Services;
• manage accounts, licenses, receipts, and downloads;
• facilitate payment and prevent fraud;
• provide customer support and send service notices;
• understand Site usage and maintain reliability;
• comply with legal and accounting obligations; and
• where permitted, send product communications (you may unsubscribe).

Account, billing, and support data

When you create an account, sign in, or contact us, we may collect:

• name, work email, and optional company name;
• password (stored as a hash) and authentication metadata;
• order and license records;
• contact-form fields, IP address, and user agent;
• optional support diagnostic packages; and
• support correspondence.

We use this data to authenticate you, fulfill orders, answer questions, and keep business records.

Form responses and operational data

Depending on how you configure Licensed Software in your environment, it may process:

• form response content and metadata;
• survey completion statistics;
• user and operator identifiers;
• audit logs and technical records.

This operational data is processed under your control as controller. Respona processes it as a processor only if you transmit it to us.

You are responsible for informing form participants and configuring retention periods.

Cookies and similar technologies

On the Site we use cookies for authentication (session cookies), security, and operation of the Account Services.

Forms may use Google reCAPTCHA or similar bot-prevention tools. Those tools may set cookies under the provider’s terms.

We do not use third-party advertising cookies on the Site. Disabling essential cookies may prevent sign-in.

Sharing of personal data

We may share personal data with:

• providers of hosting, email, payment processing, and support tools;
• professional advisors under confidentiality;
• authorities where required by law or to protect rights; and
• a successor in connection with a merger or acquisition.

We do not sell personal data. We do not share personal data for cross-context behavioral advertising.

Security of information

To protect personal data in the Account Services, we apply measures including access controls, encrypted transmission (HTTPS), logging, and least-privilege administration.

For Licensed Software, you are responsible for securing your deployment — including backups, network controls, and record storage.

Data retention

We retain controller data (accounts, orders, inquiries) for as long as needed to provide the Services and meet legal requirements.

Support diagnostics are retained while useful for support, then deleted or anonymized on a commercially reasonable schedule.

International data transfers

We may process personal data outside your country. Where required, we use appropriate transfer mechanisms (such as Standard Contractual Clauses). Details are in the DPA.

Your privacy rights

Depending on your location, you may have rights to access, correct, delete, restrict, or port your data. For requests, contact [email protected].

If we process data only as your processor, we will direct you to the relevant customer/controller.

When we act as a processor

When you send support diagnostics or correspondence, we process that personal data as a processor. We process it only to provide support and Account Services; we do not use it for our own marketing.

You remain the controller of that data.

Children’s privacy

The Services are not directed to children under 16, and we do not knowingly collect personal data from children.

Changes to this policy

We may update this Privacy Policy from time to time. Material changes are indicated by updating the “Last updated” date.

Contact

For privacy questions: [email protected]