Privacy policy

Forms hold some of the most personal information there is. Here is exactly what OtterFill collects, what it keeps and for how long, and who can see it.

Last updated October 9, 2026

What we collect

Forms and documents: The forms and documents you upload, the answers you give and your conversation with the assistant. They are used only to fill in your form.
Your account: If you sign in: your name, email address and sign-in details. You can read and fill in a form without an account.
Payments: Payments are handled by our payment provider. We receive what you bought and a receipt reference, never your card number.
Usage: How many AI requests were made and what they cost, never their content. A scrambled form of your IP address, which cannot be turned back into the address, to limit abuse. Your country, to show the right price.
Organizations: The clients and documents that team members add, and a log of who did what and when, never the answers themselves.

What we keep, and for how long

Forms and documents: Deleted automatically after 7 days, or 30 days for a form you paid for. Delete them yourself at any time.
Organization forms: Kept for the organization's chosen period: 30, 60 or 90 days.
Copies sent for reading: Files sent to our AI provider to read the form are deleted together with the form.
Form structure: To read a form faster next time, we may keep its questions. Never anyone's answers.
Account and billing records: Kept while your account exists, and as long as tax and accounting rules require.

Who can see a form

Your forms: Only you, signed in with your account. A form started without an account opens only through its own private link.
Organization forms: The organization's admins and the member it's assigned to.
Client links: A link needs a separate 6-digit code. Five wrong codes lock it, and a new link ends all earlier access.
What we store about links: Only scrambled fingerprints (hashes) of links, codes and access, never the codes themselves.

What we never do

Log your answers: Answers and document contents are never written to our logs.
Train on your data: Your forms and documents aren't used to train AI models.
Sell your data: We don't sell it, and we don't share it for advertising.
Submit for you: OtterFill never sends a form to an office. You submit it yourself.
Build our own security: Sign-in, passwords and payments are handled by specialist providers, not home-made code.

Who helps us run OtterFill

AI provider: OpenAI reads your form, translates it, answers your questions and finds where answers go. We ask it not to store the content, and the files we send are deleted with the form.
Sign-in: Clerk handles accounts, organizations, members and roles.
Payments: Stripe handles payments, receipts and refunds.
Hosting and protection: Cloud hosting, database and file storage providers keep the service running. Cloudflare's human check stops automated abuse.
Inside ChatGPT: If you use OtterFill in ChatGPT, your conversation is also covered by OpenAI's own terms. In ChatGPT we never ask for ID numbers, card data, passwords or health information.
The law: We share data with anyone else only if the law requires it.

Cookies

Sign-in: Cookies from our sign-in provider keep you signed in.
Language: A cookie remembers the language you chose.
Human check: The human check may set a cookie to tell people from bots.
Statistics: No advertising cookies. Page views and loading speed are counted without cookies, and private form addresses are left out.

Your choices

Delete a form: Use Delete Form on the form page. The form, your documents and the conversation are removed right away, with every copy.
Your data: Ask us for a copy of your data, to correct it, or to delete your account and what we hold about it. We reply within one month.
Complaints: You can also complain to your local data protection authority.

Other things to know

Other countries: Our providers may process data outside your country, including in the United States, under appropriate safeguards.
Children: OtterFill is not meant for children under 16.
Changes: When this policy changes in a way that matters, we update the date at the top.

Questions about your data?

Write to us for any privacy question or request. A person reads every message.

support@otterfill.com