Terms of Use

Welcome to TrackForms.

These terms govern your use of the TrackForms platform, its services, websites, dashboards, forms, tracking links, notifications, and any related services. By using the platform, creating an account, completing a form, or subscribing to any plan, you acknowledge that you have read and understood these terms and agree to comply with them.

If you do not agree to these terms, you must not use the platform.

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.

The platform aims to transform forms from simple data collection into an organized experience for managing requests, surveys, and follow-up from start to decision.

2. Service Provider

The TrackForms platform is provided by:

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

Service-provider details may be updated later if a commercial entity is registered, the owner changes, or new official contact methods are added.

3. Important Definitions

For the purposes of these terms, the following expressions have the meanings set out below:

Platform: TrackForms and all services, pages, and tools associated with it. Platform owner: The entity or person responsible for operating and managing TrackForms. Form owner: The user who creates a form, manages requests, or receives responses through the platform. Beneficiary: A person who completes a form, submits a request, or tracks their request through a tracking link. Form: Any page or form created through TrackForms to collect data, receive requests, or conduct surveys. Request: A response or submission made by a beneficiary that becomes a record within the platform that can be tracked and managed. Tracking link: A private link that allows a beneficiary to track the status of their request or reply to updates without creating an account. Subscription: A free or paid plan that defines the usage limits and features available to the form owner.

4. Acceptance of the Terms

By using the platform, you acknowledge that:

1. You are legally eligible to use the platform or represent an entity authorized to use it.
2. The data you provide is accurate and up to date.
3. You will use the platform only for lawful purposes.
4. You agree to comply with these terms and any other policies published on the platform, including the Privacy Policy when available.
5. Your continued use of the platform after these terms are updated constitutes acceptance of the updated version.

5. Scope of Platform Use

TrackForms provides tools that help with:

1. Creating forms manually or with AI assistance.
2. Using and modifying ready-made templates.
3. Receiving requests and responses.
4. Managing requests through statuses such as under review, accepted, rejected, waitlisted, or any other available statuses.
5. Sending messages or updates to beneficiaries.
6. Enabling beneficiaries to track their requests through a private tracking link.
7. Sending brief email or WhatsApp notifications when the service is available.
8. Setting capacity and waitlists for certain forms.
9. Analyzing survey results with organized tools, which may include AI-assisted features.
10. Exporting data or viewing statistics according to the available plan.

TrackForms is not an authority that grants acceptance, rejection, or accreditation, and it does not make decisions on behalf of form owners. It provides a technical tool for organizing the process.

6. User Types and Responsibilities

6.1 Platform Owner

The platform owner may manage the system, configure general settings, monitor service integrity, apply usage limits, address technical issues, suspend non-compliant accounts, and update the platform to improve the service or protect users.

6.2 Form Owner

The form owner is responsible for:

1. The form's content, questions, and required fields.
2. Ensuring that requested data is necessary and appropriate for the stated purpose.
3. Obtaining any necessary consent from beneficiaries when required.
4. The accuracy of instructions published within the form.
5. Managing requests, decisions, statuses, and messages.
6. Not requesting sensitive or unnecessary data unless there is a lawful reason and appropriate consent.
7. Using beneficiary data in accordance with applicable laws and policies.
8. Maintaining the confidentiality of their account and password.
9. Reviewing AI outputs before adopting or using them.
10. Ensuring that their use of the platform does not violate laws or the rights of others.

6.3 Beneficiary

The beneficiary is responsible for:

1. Providing accurate and correct data when completing forms.
2. Not submitting unlawful, misleading, or harmful content.
3. Not uploading files that contain viruses or malware.
4. Not misusing the tracking link.
5. Tracking their request through the link provided to them, when available.
6. Understanding that the final decision concerning their request belongs to the form owner, not TrackForms.

7. Accounts and Login

Some platform services may require an account. When creating an account, the user must:

1. Provide accurate and up-to-date information.
2. Not share login credentials with others.
3. Notify the platform if unauthorized use of the account is suspected.
4. Accept responsibility for activities carried out through their account, unless a security failure on the platform's part is established.
5. Not create fictitious accounts or impersonate any person or entity.

The platform may suspend, restrict, or delete an account if these terms are breached or if its use harms the platform, users, or third parties.

8. Creating Forms and Managing Requests

The form owner acknowledges full responsibility for the purpose, content, fields, instructions, and resulting decisions of all forms they create or publish through TrackForms.

The form owner must not use the platform to:

1. Collect data that is unnecessary or unrelated to the stated purpose.
2. Mislead beneficiaries about the entity responsible for the form.
3. Make inaccurate or unfulfillable promises.
4. Use the platform for discriminatory decisions or decisions that violate applicable laws.
5. Publish fraudulent forms or impersonate other entities.
6. Collect financial, health, or sensitive information without a clear lawful basis and appropriate consent.

9. Tracking Link

The platform may provide each beneficiary with a private tracking link that allows them to view the status of their request, read messages, or reply to updates without creating an account.

The beneficiary must safeguard the tracking link and not publish it if it contains information concerning them. The form owner must not use the tracking link in a way that harms beneficiaries or exposes their data to unauthorized persons.

The tracking link is not a formal means of identity verification and should not be relied upon alone in situations requiring a high level of legal or security verification.

10. Statuses and Decisions

TrackForms provides tools for organizing requests through statuses and decisions such as accepted, rejected, waitlisted, under review, or other statuses.

The form owner is solely responsible for:

1. Selecting the appropriate status for each request.
2. Drafting messages sent to beneficiaries.
3. The fairness and soundness of the decision.
4. Complying with any internal or legal standards applicable to the entity they represent.
5. Handling objections or inquiries concerning the decision.

TrackForms is not responsible for form owners' decisions or their consequences.

11. Capacity and Waitlist

The platform may allow the form owner to set an acceptance capacity and waitlist. This feature is an organizational tool that helps the form owner manage request volumes.

The platform does not guarantee fairness in acceptance or selection priority unless the form owner configures the settings and criteria correctly. The form owner remains responsible for announcing acceptance terms, priority rules, or the selection method when needed.

12. Ready-Made Templates

The platform may provide ready-made templates as a starting point for creating forms. These templates are prepared for general organizational purposes and do not constitute specialized legal, administrative, or academic advice.

The form owner must review and modify a template before publishing it and ensure that it is appropriate for the intended purpose, the entity represented, and the target beneficiaries.

13. Artificial Intelligence in Form Creation

TrackForms may provide features that help a form owner generate an initial form or suggest fields, answer types, or descriptive text using artificial intelligence.

The user acknowledges that AI outputs:

1. Are supporting suggestions and not binding final results.
2. May contain errors, omissions, or inappropriate wording.
3. Must be reviewed and modified before publication.
4. Do not replace the form owner's expertise or review.
5. Do not constitute legal, administrative, educational, or professional advice.

The form owner is responsible for every form they publish, even if it was generated or suggested with AI assistance.

14. AI Analysis of Survey Results

The platform may provide tools to analyze survey results and extract summaries, indicators, and organized interpretations. Some of these tools may be AI-assisted.

The resulting analyses are supporting tools for understanding and organization. They are not a final judgment, a completed scientific study, or specialized academic or statistical advice unless verified and reviewed by the user or a specialist.

The user must not rely on analysis outputs alone for high-impact decisions without appropriate human review, particularly in academic, health, legal, financial, or employment contexts.

15. WhatsApp and Email Notifications

The platform may provide brief WhatsApp or email notifications, such as:

1. A request-submission notification.
2. A notification that a new update is available within the tracking link.

These notifications are intended only as alerts and need not contain all details of a request or decision. The core details remain within the platform or tracking link.

The user acknowledges that notifications may be delayed or may not arrive for reasons outside the platform's control, such as service-provider issues, phone or email settings, message blocking, poor connectivity, or third-party platform policies.

WhatsApp is not an official channel for receiving replies within TrackForms unless this is expressly enabled within the platform.

16. Files and Attachments

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

The user must not upload:

1. Harmful files or files containing viruses.
2. Files that infringe intellectual property rights.
3. Files containing unlawful or prohibited content.
4. Files containing sensitive data without a lawful basis or appropriate consent.
5. Large or duplicate files intended to harm the service.

The platform may set file sizes, types, and retention periods. Files may be deleted or access to them restricted when the specified period expires, these terms are breached, the subscription ends, or the account is deleted.

17. Data and Privacy

TrackForms handles user, form, and request data in accordance with the Privacy Policy published on the platform when available.

The form owner must inform beneficiaries of the purpose for collecting data, avoid collecting excessive data, and use data only for lawful and stated purposes.

The platform may process data for operational purposes such as retaining requests, sending notifications, improving the service, preventing misuse, providing technical support, making backups, and complying with legal requirements.

The form owner must not use beneficiary data outside the stated purpose or share it with unauthorized parties.

18. Subscriptions and Plans

TrackForms may provide free and paid plans. Plans differ according to available features and limits, such as:

1. Number of active forms.
2. Number of requests or responses.
3. Storage capacity.
4. Export and analysis features.
5. Email or WhatsApp notifications.
6. Use of AI tools.
7. Advanced templates.
8. Technical support.
9. Administration or permission features.

Details of each plan, its price, and its limits appear on the pricing page or subscription dashboard within the platform. A user's subscription to any plan constitutes acceptance of its fees, limits, and terms.

19. Free Plan

The platform may provide a free plan with specified usage limits. The platform may modify the limits or features of the free plan, discontinue it, or replace it with another plan, while seeking to notify users when appropriate.

The free plan does not guarantee that all features will be available. Some features may be limited to paid plans or available only during a trial period.

20. Trials and Offers

The platform may offer trial periods, promotional offers, or temporary discounts. These offers are subject to the terms stated when they are offered.

The platform may end or modify an offer, or reject its use, in cases of misuse, attempted circumvention, or the creation of multiple accounts to obtain the offer improperly.

21. Fees and Payment

When subscribing to a paid plan, the user must pay the stated fees before the service is activated or continued.

Payments may be processed through external payment providers. TrackForms does not necessarily retain full bank card details, and payment is subject to the terms of the payment service provider used.

Paid TrackForms purchases and subscriptions are processed by Paddle as the Merchant of Record and the seller to the customer in the purchase transaction. Paddle issues the official invoice, and the name PADDLE.NET together with a brief description of the transaction may appear on the bank or card statement.

Fees may include taxes or additional charges depending on the country, payment method, or applicable laws. These will be shown as far as possible before payment is completed.

22. Automatic Renewal

If a plan operates as a recurring subscription, the subscription may renew automatically at the end of each subscription period unless the user cancels before the renewal date through the mechanism available within the platform.

The user is responsible for monitoring the renewal date and cancelling the subscription if they do not wish to continue.

23. Cancellation

The user may cancel a subscription through the options available in the dashboard or by contacting support.

After cancellation, access to paid-plan features may continue until the end of the current subscription period unless the plan or offer states otherwise.

After the subscription ends, the account may be converted to a free plan, certain features may be restricted, some forms may be stopped, or new requests may be prevented if the user exceeds the limits of the available plan.

24. Refund Policy

Unless a specific offer or separate agreement states otherwise, fees for paid subscriptions are non-refundable after the service is activated or the subscription period begins, particularly if features have been used or plan limits consumed.

The platform may, at its discretion, consider refund requests in exceptional cases such as:

1. An accidental duplicate charge.
2. A material technical failure that prevents use of the service for a significant period.
3. Failure to activate the subscription despite completion of payment.
4. Any other case the platform considers justified.

Refunds ordinarily do not include bank charges, payment-provider fees, or non-refundable taxes, if any.

25. Upgrading and Downgrading Plans

The user may upgrade or downgrade their plan according to the available options.

On upgrade, new features may be activated immediately or after payment is processed. On downgrade, some features may be lost or usage limits may change at the end of the subscription period or immediately, according to platform policy.

If the user exceeds the limits of the new plan after a downgrade, the platform may ask the user to reduce the number of forms, requests, or files, or it may restrict certain functions until the limits are met.

26. Fair-Use Limits

All plans are subject to a fair-use policy. The platform may restrict or suspend excessive, abnormal, or harmful use that affects service performance or other users, even if a specified plan limit has not been exceeded.

Unfair use includes, for example:

1. Sending a very large number of requests or messages in an automated or disruptive manner.
2. Using the platform as a spam tool.
3. Intentionally attempting to consume storage or processing resources.
4. Using automated tools to extract data or place pressure on servers.
5. Sharing an account among a large number of people in a manner that exceeds the purpose of the plan.

27. Prohibited Uses

TrackForms must not be used for any of the following:

1. Fraud, deception, or impersonation.
2. Collecting sensitive data without a lawful basis.
3. Publishing prohibited, offensive, or unlawful content.
4. Infringing intellectual property rights.
5. Sending unsolicited or unauthorized messages.
6. Attempting to breach, disrupt, or bypass the platform's systems.
7. Uploading harmful files or malware.
8. Using the platform for unlawful activities.
9. Selling or reselling the service without written permission.
10. Using AI or analytics to produce misleading, harmful, or prohibited content.
11. Attempting to access data the user is not authorized to access.
12. Exploiting technical errors or vulnerabilities without notifying the platform.

28. Intellectual Property

All rights in the platform, including its name, logo, design, software, interfaces, content, text, and general templates, are owned by or licensed to TrackForms. They may not be copied, modified, or reused outside the platform without written permission.

The form owner retains rights in content they create or upload, such as form text, data, and files, while granting the platform a limited license to process, operate, store, and display that content to the extent necessary to provide the service.

29. User-Generated Content

The user alone is responsible for any content they create, upload, or publish through the platform, including text, questions, files, messages, and decisions.

The platform may remove or restrict any content that breaches these terms or exposes the platform, users, or third parties to harm or liability.

30. Availability and Technical Interruptions

TrackForms seeks to provide a stable and secure service, but it does not guarantee that the service will be continuously available or error-free at all times.

The service may be temporarily interrupted by maintenance, updates, faults, or causes outside the platform's control, such as an interruption to hosting, database, notification-provider, or payment-provider services.

The platform is not responsible for indirect harm resulting from a service interruption, delayed notifications, or lost business or administrative opportunities, unless gross fault on the platform's part is established under applicable laws.

31. Third-Party Services

TrackForms may rely on third-party services such as hosting, databases, storage, email, WhatsApp, payment providers, analytics tools, or AI providers.

The user acknowledges that certain aspects of the service may be affected by the terms, outages, or policies of these parties. TrackForms is not directly responsible for a failure caused entirely by a third party outside its control, while seeking to address its effects as far as possible.

32. Backups and Data Retention

The platform may make backups or take data-protection measures for operational and security purposes. The form owner should nevertheless export their data or retain appropriate copies when needed, particularly before deleting forms or an account, or before a subscription ends.

The platform does not guarantee recovery of all data in every case, particularly if the user deleted it, its retention period expired, or it was deleted because these terms were breached.

33. Account and Data Deletion

The user may request deletion of their account through the mechanism available in the platform or by contacting support.

Deleting an account may delete or disable the associated forms, requests, files, and links. The platform may retain some data for a limited period if required for security, legal, or accounting purposes, to resolve disputes, or to prevent misuse.

34. Suspension or Termination of Service

The platform may suspend, terminate, or restrict access to an account, form, or feature in the following cases:

1. Breach of these terms.
2. Failure to pay subscription fees.
3. Misuse of the service.
4. A security or legal risk.
5. Receipt of credible reports of prohibited content.
6. An attempt to breach or disrupt the platform.
7. Use of the platform in a way that harms its reputation or its users.

Advance notice may be provided where possible, but the platform may take immediate action when there is a risk or material breach.

35. Limitation of Liability

To the extent permitted by law, TrackForms provides the service as is and as available, and does not guarantee that the service will suit every purpose or achieve specific results.

The platform is not responsible for:

1. Acceptance or rejection decisions made by form owners.
2. The accuracy of data entered by beneficiaries.
3. A form owner's misuse of data.
4. Delayed or failed notifications caused by external parties.
5. A user's reliance on AI outputs without review.
6. Lost profits, lost opportunities, or indirect harm.
7. Content created by users within the platform.

36. Indemnity

The user agrees to indemnify TrackForms, its owner, team, and providers against claims, losses, damages, or costs arising from:

1. Their breach of these terms.
2. Their unlawful use of the platform.
3. Content or data they publish or collect.
4. Their infringement of the rights of others.
5. Their decisions, messages, or actions toward beneficiaries.
6. Their breach of applicable laws or regulations.

37. Amendments to the Terms

TrackForms may amend these terms from time to time. The updated version will be published on the website with an updated last-modified date.

Users may be notified of material changes by email or within the platform when needed. Continued use of the platform after amendments are published constitutes acceptance of the updated terms.

38. Governing Law

These Terms are governed by and interpreted in accordance with the laws of the Hashemite Kingdom of Jordan, unless otherwise agreed in writing or required otherwise by applicable law.

If a dispute arises, the parties will first seek to resolve it amicably by contacting support. If an amicable resolution cannot be reached, the dispute will be referred to the judicial or competent authority in accordance with applicable laws.

39. Contact and Support

For inquiries, complaints, or support requests concerning these terms or use of the platform, contact us through:

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

The platform may request additional information to verify the account or request before processing certain inquiries or sensitive requests.

40. General Provisions

1. If any provision of these terms is found invalid or unenforceable, the remaining provisions remain in effect.
2. A failure by the platform to enforce a right immediately does not constitute a waiver of that right.
3. The user may not transfer their account, rights, or obligations to another party without the platform's consent.
4. The platform may transfer or reorganize the service, its ownership, or its operation when needed, while preserving users' rights in accordance with applicable policies.
5. These terms constitute the entire agreement between the user and TrackForms concerning use of the platform, unless a separate written agreement exists.

By using the TrackForms platform, you agree to these terms and acknowledge your obligation to comply with them.