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Privacy Policy

Last updated: 17 July 2026

This English version is provided as a translation for convenience. The Arabic version is authoritative and governs if any inconsistency arises.

At TrackForms, we respect users' privacy and are committed to handling personal data carefully and responsibly. This policy explains how we collect, use, retain, and share data when you use the TrackForms platform, its websites, forms, dashboards, tracking links, or any related services.

By using the platform, creating an account, completing a form, or tracking a request, you acknowledge that you have read and understood this policy.

1. About the Platform

TrackForms is a digital platform that helps users create forms, receive requests, manage statuses and decisions, follow up with beneficiaries, send notifications, use ready-made templates, and analyze survey results, including certain AI-assisted features.

2. Service Provider Information

Platform name: TrackForms Website: https://trackforms.app Owner or operator: TrackForms is currently operated by the Platform Owner in the Hashemite Kingdom of Jordan until registration of the commercial entity is complete. Official contact email: admin@trackforms.app Country/jurisdiction: Hashemite Kingdom of Jordan, unless otherwise stated in a separate agreement.

3. Scope of This Policy

This policy applies to:

  1. TrackForms account holders.
  2. Form owners who create and manage forms.
  3. Beneficiaries or applicants who complete forms.
  4. Website visitors.
  5. Users of tracking links.
  6. Anyone who interacts with TrackForms services or notifications.

4. Types of Data We May Collect

TrackForms may collect different types of data depending on how the platform is used, including:

4.1 Account Data

Such as:

  1. Name.
  2. Email address.
  3. Mobile number, when available.
  4. Password in encrypted form.
  5. Account or plan type.
  6. Login and session data.
  7. Account settings, language, and preferences.

4.2 Form Data

Such as:

  1. Form title and description.
  2. Form fields and questions.
  3. Capacity and waitlist settings.
  4. Statuses and custom messages.
  5. Notification settings.
  6. Templates used or modified.
  7. Sharing and link settings.

4.3 Beneficiary and Applicant Data

This may include data entered by a beneficiary when completing a form, such as:

  1. Name.
  2. Email address.
  3. Mobile number.
  4. Employer or educational institution.
  5. Answers entered in the form.
  6. Uploaded files.
  7. Date and time of submission.
  8. Request reference number.
  9. Request status and related updates.
  10. Replies or messages sent through the tracking link.

The types of data depend on the fields selected by the form owner. The form owner is therefore responsible for not requesting data that is unnecessary or inappropriate for the stated purpose.

4.4 File and Attachment Data

The platform may allow files such as images, PDFs, or Office files to be uploaded, subject to limits set by the platform or subscription plan.

These files may contain personal data or documents provided by a beneficiary to the form owner, and they are handled in accordance with this policy and the Terms of Use.

4.5 Usage and Technical Data

We may collect technical data that helps us operate, improve, and protect the platform, such as:

  1. IP address.
  2. Device and browser type.
  3. Operating system.
  4. Login and usage times.
  5. Pages visited.
  6. Error and performance logs.
  7. Login attempts.
  8. Security and abuse-prevention data.

4.6 Payment and Subscription Data

When paid plans are available, we may process subscription-related data such as:

  1. Plan type.
  2. Subscription status.
  3. Renewal or cancellation date.
  4. Invoices or receipts.
  5. Payment status.

TrackForms does not ordinarily retain full bank card details. Payments may be processed through third-party payment providers in accordance with their own policies.

4.7 Notification Data

When email or WhatsApp notifications are used, we may process data such as:

  1. Email address.
  2. Mobile number.
  3. Notification delivery status.
  4. Delivery time.
  5. Notification type.
  6. Tracking link or reference number, when needed.

WhatsApp notifications are intended only as brief alerts. The core details remain within the tracking link or the platform.

4.8 Artificial Intelligence Data

When AI features are used, certain inputs provided by the user may be processed, such as the form idea, a description of its purpose, the type of beneficiaries, or survey results to be analyzed.

This processing is intended to generate helpful suggestions, summaries, or analyses. AI outputs are not used as final or binding decisions.

5. Sources of Data Collection

We may collect data from the following sources:

  1. Data provided directly by the user when registering or creating a form.
  2. Data provided by a beneficiary when completing a form.
  3. Data resulting from use of the dashboard or tracking link.
  4. Technical data resulting from use of the website or platform.
  5. Data received from service providers such as email, payment, or notification providers.
  6. Data generated by the system while managing requests, changing statuses, or sending messages.

6. Why Do We Use Data?

We use data for the following purposes:

  1. Creating and operating accounts.
  2. Enabling form owners to create and manage forms.
  3. Receiving and retaining requests and responses.
  4. Creating reference numbers and tracking links.
  5. Enabling a beneficiary to track a request without signing in.
  6. Sending email or WhatsApp notifications when the service is available.
  7. Managing statuses, decisions, and messages.
  8. Providing ready-made templates.
  9. Operating AI features when they are used.
  10. Analyzing survey results and providing summaries and indicators.
  11. Improving platform performance and the user experience.
  12. Providing technical support.
  13. Protecting the platform against fraud, intrusion, or misuse.
  14. Managing subscriptions, invoices, and payments when available.
  15. Complying with legal, security, or accounting requirements when needed.

7. Legal Basis for Processing Data

We process data when doing so is necessary for one of the following purposes:

  1. Providing the service requested by the user.
  2. Performing the contractual relationship between the user and the platform.
  3. The consent of the user or beneficiary, when required.
  4. Pursuing a legitimate interest of the platform, such as preventing misuse and improving the service.
  5. Complying with any legal or regulatory requirements.
  6. Enabling the form owner to manage requests received for the stated purpose.

8. The Form Owner's Responsibility for Beneficiary Data

The form owner is responsible for the data requested from beneficiaries within the form, for defining the purpose of collecting it, and for ensuring that it is appropriate and necessary.

The form owner must:

  1. Not request unnecessary data.
  2. Explain the purpose of the form to beneficiaries.
  3. Not use beneficiary data outside the stated purpose.
  4. Not share data with unauthorized parties.
  5. Comply with any laws or internal policies applicable to the entity represented by the form owner.
  6. Review questions and fields before publishing the form.
  7. Handle sensitive data with additional care when needed.

TrackForms provides the technical tool, but it does not control every field added by the form owner or every decision made on the basis of the data.

9. Who Can Access the Data?

Access to data differs according to the type of user and their permissions:

9.1 Form Owner

The form owner can access data for the forms, requests, responses, and files associated with forms they own or manage.

9.2 Beneficiary

The beneficiary can access their request data and updates through their tracking link.

9.3 Platform Owner and Operations Team

The platform owner or operations team may have limited access to certain data when needed for purposes such as:

  1. Technical support.
  2. Resolving faults.
  3. Protecting the platform.
  4. Investigating misuse.
  5. Legal compliance.
  6. Maintaining and improving the service.

TrackForms seeks to minimize unnecessary access to form and request data as far as possible.

9.4 Service Providers

Some data may be shared with or processed through service providers that help operate the platform, such as providers of:

  1. Hosting.
  2. Databases.
  3. Cloud storage.
  4. Email.
  5. WhatsApp notifications.
  6. Payment services.
  7. Security and monitoring services.
  8. AI services, when used.

This sharing is limited to what is necessary to provide, operate, and protect the service.

10. Sharing Data with Third Parties

TrackForms does not sell user or beneficiary data.

We may share data in the following cases:

  1. With service providers necessary to operate the platform.
  2. With the form owner in relation to requests concerning their form.
  3. With the beneficiary in relation to their request through the tracking link.
  4. Where there is a legal requirement or a request from a competent authority.
  5. To protect the rights of the platform or its users, or to prevent misuse.
  6. When payments or subscriptions are processed through an external payment provider.
  7. When AI features that require processing user inputs are used.

Data is shared only to the extent necessary for the specified purpose.

11. Artificial Intelligence and Privacy

TrackForms may use AI tools to help the user:

  1. Generate forms.
  2. Suggest fields and answer types.
  3. Improve the wording of descriptions or questions.
  4. Analyze survey results.
  5. Extract structured indicators and summaries.

When using these features, the user should not enter sensitive or unnecessary data unless they have an appropriate basis for doing so.

AI outputs are only supporting tools and may require human review before they are relied upon. These outputs do not constitute final legal, academic, administrative, or statistical advice.

12. WhatsApp and Email Notifications

TrackForms may use email or WhatsApp to send brief notifications, such as:

  1. Confirmation that a request has been submitted.
  2. Delivery of a tracking link.
  3. An alert that a new update is available within the platform.
  4. Messages related to an account or subscription.
  5. Support or security messages.

WhatsApp notifications are not intended to display the full details of a request or decision. They alert the beneficiary that an update is available while keeping the details within the tracking link.

Notifications may be delayed or may not arrive for reasons outside the platform's control, such as phone or email settings, service-provider policies, poor connectivity, or message blocking.

13. Data Retention

We retain data for the period necessary to provide the service and fulfill the purposes described in this policy, or for the period required by legal, operational, security, or accounting needs.

Retention periods may differ according to the type of data, such as:

  1. Account data: for as long as the account exists.
  2. Form and request data: for as long as the form or account exists, unless it is deleted.
  3. Uploaded files: according to platform limits, the subscription plan, or the stated retention period.
  4. Payment and invoice data: according to accounting and legal requirements.
  5. Security and usage logs: for a limited period for protection and problem-investigation purposes.

When an account or form is deleted, data may be deleted or access to it disabled. Certain records may be retained for a limited period if necessary for legal, security, or technical reasons.

14. Data Deletion

A user can request deletion of their account or certain data through the mechanism available within the platform or by contacting support.

Deleting an account may delete or disable the forms, requests, links, and files associated with it.

In some cases, immediate deletion may not be possible if data is required for legal, accounting, or security purposes, to resolve a dispute, or to prevent misuse.

15. Data Protection

TrackForms uses appropriate technical and organizational measures to protect data against unauthorized access, loss, alteration, or unlawful disclosure, including, where feasible:

  1. Password encryption.
  2. Protected database and storage services.
  3. Restricted permissions.
  4. Monitoring for attempted misuse.
  5. Private tracking links.
  6. File-upload limits.
  7. Security measures for login and sessions.
  8. Backup or recovery procedures when needed.

However, no method of electronic transmission or storage is 100% secure, so absolute protection against all risks cannot be guaranteed.

16. International Data Transfer and Processing

TrackForms may rely on cloud or technology service providers whose servers or operations are located in different countries. Some data may therefore be processed or stored outside the user's country or outside the Hashemite Kingdom of Jordan when necessary to operate the service.

When this occurs, TrackForms seeks to use trusted service providers and apply appropriate safeguards to protect data in accordance with applicable laws and policies.

17. Cookies and Tracking Technologies

The platform may use cookies or similar technologies for purposes such as:

  1. Operating login and sessions.
  2. Remembering user preferences.
  3. Improving performance.
  4. Understanding website use.
  5. Protecting the platform from misuse.
  6. Measuring errors and improving the user experience.

Users can control cookies through browser settings, but disabling certain cookies may affect how the platform works.

18. Children's Privacy

TrackForms does not directly target children. If the platform is used to collect data concerning minors through a form created by a form owner, the form owner is responsible for ensuring that the necessary consents are obtained and that applicable laws are followed.

If TrackForms becomes aware of unlawful collection of a minor's data, it may take appropriate action, including deleting the data or restricting the form or account.

19. Rights of Users and Data Subjects

Subject to applicable laws, a user or data subject may have rights concerning their data, such as:

  1. Requesting information about the data being processed.
  2. Requesting access to the data.
  3. Requesting correction of inaccurate data.
  4. Requesting deletion of data where a lawful basis exists.
  5. Requesting restriction of processing in certain cases.
  6. Withdrawing consent where processing is based on consent.
  7. Submitting a complaint or inquiry concerning privacy.

These requests can be submitted through the official email stated in this policy. We may request additional information to verify the identity of the requester before fulfilling a data-related request.

20. Relationship Between TrackForms and the Form Owner

In many cases, the form owner is the party that determines the type of data requested and the purpose for collecting it, while TrackForms provides the technical tool for processing, retaining, and organizing that data.

Therefore, if an inquiry concerns the content of a particular form, the reason certain data was requested, an acceptance or rejection decision, or the use of data within a particular entity, the form owner may be the most appropriate party to answer that inquiry.

If an inquiry concerns operation of the platform, security, an account, or deletion of data from the system, TrackForms can be contacted directly.

21. External Links

The platform or its forms may contain external links added by a form owner or shown as part of the services. TrackForms does not control the privacy policies or practices of external websites, and users should review those policies before providing any data to those websites.

22. Subscriptions, Payments, and Privacy

When subscribing to a paid plan, data related to the subscription, payment, and invoices may be processed. Some data may be passed to an external payment provider to complete the transaction.

Payment processing is also subject to the payment provider's privacy policy and terms of use. TrackForms is not responsible for payment providers' privacy practices outside its control.

23. Changes in Ownership or Operation

If ownership of TrackForms changes, or if TrackForms is reorganized, merged, or its operation is transferred to another entity, data associated with the service may be transferred to the new entity, subject to protecting the data and using it in accordance with this policy or an alternative policy about which users are notified when required.

24. Updates to the Privacy Policy

We may update this policy from time to time because of changes to the platform, services, legal requirements, or service providers.

The updated version will be published on the website with a revised last-updated date. We may notify users of material changes by email or within the platform when needed.

Continued use of the platform after this policy is updated constitutes the user's acceptance of the updated version.

25. Privacy Contact

For privacy inquiries or requests for access, correction, or deletion, contact us at:

Email: admin@trackforms.app Website: https://trackforms.app

We may need to verify the identity of the requester before processing certain requests, particularly if they concern account data, request data, or uploaded files.

By using the TrackForms platform, you acknowledge that you have read this Privacy Policy and understand how the platform handles data.