Version: 2026-10-24
This privacy policy applies to the website www.funnelforms.io. It explains which personal data we process when you
visit the website, contact us, subscribe to the newsletter or make a purchase. How we process data in your customer
account, for licences, updates and support is described in our privacy notice for customers.
1. Controller
Funnelforms LLC, a limited liability company under the laws of the State of Wyoming, USA.
Address: 1021 E Lincolnway #9517, Cheyenne, WY 82001, USA.
Represented by its managing members.
Contact: see our legal notice on www.funnelforms.io.
Contact for privacy requests: via the contact form at funnelforms.io/en/contact/?topic=privacy (the topic “Privacy” is preselected) or by email to the address in the legal notice
2. What data we process and why
| Processing | Purpose | Data | Legal basis | Retention |
|---|---|---|---|---|
| Billing and checkout | Billing subscriptions, calculating taxes | Email address, name, language, billing address, tax ID; payment details only at Stripe | Art. 6 (1) (b) and (c) GDPR | Until the end of the statutory retention period |
| Access logs, application logs and rate limiting | Operation, troubleshooting, defence against attacks | IP address, requested address, status, time | Art. 6 (1) (f) GDPR | 14 days, IP addresses shortened afterwards |
| Backups | Restoration after an outage | Complete database | Art. 6 (1) (f) GDPR, Art. 32 GDPR | 14 versions, encrypted, at a separate location |
| Newsletter and email journeys (planned) | Information about Funnelforms, onboarding and offers by email; journeys triggered by product events (signup, form_created, form_published, lead_generated) | Email address, first name, language, events (for lead_generated only the fact or the number), opens and clicks only with consent (marker per email for no more than 30 days, then only totals per email and link) | Art. 6 (1) (a) GDPR and Section 7 (2) no. 2 UWG (consent with double opt-in, separate checkbox, not tied to anything else); for paying customers alternatively Section 7 (3) UWG with notice of the right to object at collection and in every email; measuring opens and clicks Art. 6 (1) (a) GDPR and Section 25 (1) TDDDG (separate checkbox); profiling based on events Art. 6 (1) (f) GDPR with the right to object under Art. 21 | Until withdrawal; measurement ends with "Stop measuring" or unsubscribing; unconfirmed sign-ups 30 days |
| Proof of consent and suppression list for emails | Proof under Art. 7 (1) GDPR, permanently respecting unsubscriptions | Proof: email, time of sign-up, source, version of the consent text, language, time and IP address of confirmation; suppression list: address (hashed where possible), date, reason; records imported from our previous email service: time of confirmation and text version, original export encrypted in restricted storage | Art. 6 (1) (c) and (f) GDPR, Art. 17 (3) GDPR | Proof 3 years from the end of the year after withdrawal (Section 195 BGB); suppression list for as long as we send marketing; export of the previous email service 3 years |
| Audience measurement of the website without cookies (own beacon, planned) | Understanding how the website is used, improving pages | Page visited, language, entry yes/no, domain of the referring page, utm values, whether a Google or Meta click identifier was present (yes/no), target of clicks on main buttons; no IP address, no fingerprint; only totals per day, page and channel are stored | Art. 6 (1) (f) GDPR; nothing stored on or read from the device, therefore no consent required under Section 25 TDDDG | Totals 13 months |
| Consent management of the website (cookie banner) | Storing and proving visitors' choices | Selected categories, time, version of the banner, in the visitor's browser (localStorage); nothing on the server | Art. 6 (1) (c) GDPR, Section 25 (2) no. 2 TDDDG | 12 months, then asked again |
| Contact by email or via the website's contact form (topic, name, email, message; company and website optional; no captcha or third-party service) | Answering enquiries from prospects and customers, including privacy requests | Topic, email address, name, message, company and website if provided | Art. 6 (1) (b) GDPR (pre-contractual steps), otherwise (f); for privacy requests (c) | 24 months after the request is closed, unless a statutory retention obligation requires longer |
| Customer stories and references on the website and in advertising | Presenting Funnelforms with real customer examples | Name, role, photo, quote, video and voice where applicable; proof of approval and consent | Art. 6 (1) (a) GDPR and Section 22 KUG (consent of the person shown); company details with the customer's approval | Until withdrawal or end of use; proof for 3 years thereafter |
| Partner programme for Pro 5.0 and the Funnelforms account | Admitting partners, attributing referred customer accounts, calculating commissions, paying out via Stripe Connect and settling by self-billed credit note | Name, address, country, VAT ID, channel and application text, partner code, attributed customer accounts, commissions, payouts, credit notes; clicks only as totals per day, target and campaign; bank and identity details only at Stripe | Art. 6 (1) (b) GDPR (partner agreement); bookings and credit notes (c) (retention obligations); attribution of referred customers (f); partner code in the browser only with consent ((a), Section 25 (1) TDDDG, ff-via below) |
Credit notes and bookings 10 years; rejected applications 6 months; attribution until the end of the partnership, afterwards only in bookings |
| Anonymous counting of search terms on the website's Features page | Seeing which features people look for and do not find | Search term (lower case, without links, no more than 60 characters; terms containing an email address or a sequence of 6 or more digits are discarded), day, page, page language, number of searches, of searches without results and of selected results; no IP address, no time of day, no cookie, no session | Usually no personal data; if a term exceptionally identifies a person, Art. 6 (1) (f) GDPR; no access to the device beyond the input, therefore no consent required under Section 25 TDDDG | 13 months |
| Trustpilot reviews on the website | Showing customers' experiences | First name and initial of the last name, text, stars, date, link to the review; source Trustpilot | Art. 6 (1) (f) GDPR (review published on Trustpilot; right to object at any time, Art. 21 GDPR) | Until objection or deletion on Trustpilot; checked monthly |
| AI suggestion for support replies (planned) | Drafting replies faster and consistently; a team member checks, edits and approves every reply before it is sent | Subject and the last 12 messages of a support case (up to 4,000 characters each) with time, including internal team notes, case number and matching Help Center articles; no attachments | Art. 6 (1) (f) GDPR | We do not store the suggestion; at the language model provider under its contractual terms, without training |
| AI sorting of incoming emails (planned) | Sorting emails by department and type, filtering out advertising and spam | Domain of the sender, masked subject, the first 3,000 characters of the masked text, number and file types of attachments; no addresses, names or attachments | Art. 6 (1) (f) GDPR | We only keep the result of the sorting; at the language model provider under its contractual terms, without training |
Where we rely on Art. 6 (1) (f) GDPR, our legitimate interest is the secure and stable operation of the website,
protection against attacks and the improvement of our offer.
Visiting the website
The website runs on our own server at Hetzner Online GmbH, Rechenzentrum Helsinki (Finnland). With every request the server processes your IP address,
the requested address, date and time and the server response, so that the page can be delivered and protected
against attacks. Fonts, images and videos are also served from our server.
Audience measurement
We count page views with our own method on our server, without cookies and without storing anything in your
browser. With every page view the website sends to our server: the page visited, the language, whether you have just
arrived on the website, the domain of the page you came from, campaign details from the address (utm) and whether
the address contained a click identifier from Google or Meta (only yes or no, not the identifier itself), and for a click on one of the main buttons its target (such as download, sign-in,
purchase, demo or contact). We only store totals per day, page and channel, no IP address and nothing in your browser. No profile of you is created. We
delete the totals after 13 months. The legal basis is our legitimate interest in understanding how visitors find and
use the website (Art. 6 (1) (f) GDPR).
Search on the Features page
When you search on the Features page, we count the search term so that we can see which features people look for and
do not find. We only store the term, the day, the language of the page and how often people searched and selected a
result, without IP address, time of day, cookie or any link to your visit. We shorten the term and remove links; we
do not store terms containing an email address or a long sequence of digits such as a phone number at all. Please do not enter personal details
in the search. If a term exceptionally identifies a person, the legal basis is Art. 6 (1) (f) GDPR. We delete the
terms after 13 months.
Contact form and email
If you write to us via the contact form or by email, we process the topic, your name, email address and message, and
optionally your company and website, to answer your enquiry. The form does not load any third-party services and no
captcha.
Newsletter
We only send the newsletter if you subscribe and confirm your subscription via the link in our confirmation email
(double opt-in). To prove your consent we store the time of subscription and confirmation, the source, the version
of the consent text and the IP address used for confirming. Without confirmation, we delete the sign-up after 30
days. You can unsubscribe at any time via the link at the end of every email. After that we keep your address only on
a suppression list so that you no longer receive marketing.
We only measure whether you open emails and which links you click if you agreed to this with a separate checkbox
(Art. 6 (1) (a) GDPR, Section 25 (1) TDDDG). For this, the email contains an invisible image and links via our server.
Results are only evaluated in total per email and link; we delete anything linked to an individual email after 30
days. You can stop the measurement at any time via the "Stop measuring" link in every email without unsubscribing.
If you purchased from us, we inform you by email about similar Funnelforms products, even without a newsletter
subscription (Section 7 (3) UWG, Art. 6 (1) (f) GDPR). We point this out at purchase and in every email. You can
object at any time, for example via the link in every email; this only costs the transmission fees at the basic
rates.
Purchase and trial
For purchases and the trial you create a customer account; you sign in with a code that we send you by email. How we
process the data in the account is described in our privacy notice for customers. Payment is handled by the payment
service Stripe, to which we redirect you. Stripe processes your payment details itself, including the payment method
you add for the trial; we only receive the information we need for invoicing and the licence.
Reviews and customer stories
On the website we show a selection of reviews that customers have published on Trustpilot: first name, initial of the
last name, date, text and a link to the review. We take them from Trustpilot and display them ourselves without
loading any content from Trustpilot (Art. 6 (1) (f) GDPR; our interest is to show real experiences with Funnelforms).
If you do not want your review to appear on our website, just send us a message. If you change or delete it on
Trustpilot, we apply this at our monthly check.
We only show customer stories that the company has approved in writing. A person's name, photo, quote or voice only
appears with that person's own consent (Art. 6 (1) (a) GDPR, Section 22 KUG), which they can withdraw at any time.
3. Cookies and browser storage
We only store what the website needs or what you request yourself:
| Name | Type | Purpose | Category | Storage period |
|---|---|---|---|---|
| ff-consent | localStorage | stores your choice in the cookie banner and the version of the banner | necessary | 12 months |
| ff-theme | localStorage | remembers whether you chose the light or dark design | necessary (requested by you) | until you delete it in your browser |
| ff-lang | localStorage | remembers which language (German or English) you chose in the language switcher; without a click the website uses your browser's language and stores nothing | necessary (requested by you) | until you delete it in your browser |
| ff-via | localStorage | remembers which partner referred you (partner code and time) so that the partner receives their commission | marketing (only with consent) | 60 days, deleted immediately on withdrawal |
| ff-herkunft | localStorage | remembers the campaign details (utm) of your first visit and the click identifier if you came via an ad from Google or Meta (gclid, gbraid, wbraid or fbclid), plus the version and time of your consent, so that we can attribute a sign-up or purchase to that ad and report it to Google or Meta | marketing (only with consent) | 90 days, deleted immediately on withdrawal |
Entries in the category "necessary" do not require consent (Section 25 (2) no. 2 TDDDG). We only write all other
entries if you agree in the cookie banner (Art. 6 (1) (a) GDPR, Section 25 (1) TDDDG). You can change your choice at
any time via "Cookie settings" in the footer; withdrawing consent deletes the entries. We treat a "Global Privacy
Control" signal from your browser as a no.
If you arrive via a partner's link, the partner code is part of the address (?via=). Without consent, the website
only passes it on to the checkout page during your visit so that the partner receives their commission
(Art. 6 (1) (f) GDPR).
4. Recipients
We use the following service providers:
| Provider | Service | Registered office and place of processing | Safeguard for third countries |
|---|---|---|---|
| Hetzner Online GmbH | Servers, database and server backups of the central services | Gunzenhausen (DE), data centre Helsinki (FI) | not required (EU) |
| Stripe | Billing, checkout, tax calculation | USA; for EU customers possibly Stripe Payments Europe (IE) | DPF or standard contractual clauses |
| HubSpot | Support tickets, contacts, notes with diagnostics | USA | DPF or standard contractual clauses |
| Provider of AI language models | Suggested replies and sorting of incoming emails in support (planned) | USA | DPF or standard contractual clauses |
| Google (Google Workspace) | Email mailboxes of Funnelforms | USA; contracting party for customers in Europe Google Ireland | DPF or standard contractual clauses |
| Brevo (Sendinblue GmbH) | Sending newsletters, journeys and service emails via API (planned) | Berlin (DE), place of processing EU according to the provider | standard contractual clauses for the provider's sub-processors |
Transfers to countries outside the EU and the EEA are based on an adequacy decision (such as the EU-US Data Privacy
Framework) or on the standard contractual clauses of the European Commission.
Our company is based in the USA. The website and our own services run on servers in the EU.
5. Retention
We only keep data for as long as it is needed for the respective purpose or as long as statutory retention periods
apply. The periods per processing activity are listed in the table in section 2.
6. Security
- Transport only via TLS (Let's Encrypt) with HSTS; emails are only sent via TLS or STARTTLS.
- Incoming support tickets are stored encrypted with AES-256-GCM and deleted once they have been taken over.
- IP addresses in the support inbox are only stored as an HMAC and removed after about one hour. Website addresses in location records, licence keys from the legacy system, sign-in codes and the ID of the support member are stored as an HMAC.
- In the plugin, credentials (connections, licence tokens, website keys) are encrypted with libsodium.
7. Live chat
You can ask questions on our website through the chat window. Sunny, an AI assistant by Funnelforms, answers first. On request, or when Sunny has no suitable answer, a person from our team takes over.
What data: the content of your messages, the page where you opened the chat, the language, timestamps and, if you give one, your rating of the conversation. If you want us to reply by email, we also process your email address. Please do not write passwords, license keys or payment details in the chat; we mask recognisable details of this kind before the AI processes them.
Purpose and legal basis: answering your request and support for our products, Art. 6(1)(b) GDPR (requests before or under a contract) and otherwise Art. 6(1)(f) GDPR (our legitimate interest in answering requests quickly and well). To prevent abuse we process your IP address briefly in memory without storing it (Art. 6(1)(f) GDPR).
Recipients: For Sunny's answers we use a provider of an AI language model as a processor; it receives the conversation and does not use it for its own purposes. The data is held by our hosting provider. Where this involves a transfer to a country outside the EU, we rely on an adequacy decision of the European Commission or on standard contractual clauses.
Retention: we delete conversations 12 months after the last message. If a conversation becomes a support request by email, the retention periods for support requests apply.
Storage in your browser: so that the conversation survives a page change, the chat stores a random conversation ID in your browser's session storage once you open it. It is deleted when you close the tab. This is strictly necessary for the chat you asked for (Section 25(2) No. 2 TDDDG). Nothing is stored unless you open the chat.
Your rights: you can request access, rectification and erasure and object to processing based on Art. 6(1)(f) GDPR; ideally give us the case number or the time and page of the conversation.
8. Your rights
You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing
(Art. 18) and data portability (Art. 20). You can withdraw consent at any time with effect for the future
(Art. 7 (3)). Please contact us via the contact form at funnelforms.io/en/contact/?topic=privacy (the topic “Privacy” is preselected) or by email to the address in the legal notice
Right to object: Where we process data on the basis of legitimate interests (Art. 6 (1) (f) GDPR), you can
object at any time on grounds relating to your particular situation (Art. 21 (1)). You can object to direct
marketing at any time without giving reasons (Art. 21 (2)).
You can lodge a complaint with a supervisory authority, in particular in the member state of your habitual
residence, place of work or the place of the alleged infringement.
9. Changes
We update this privacy policy when the website or the legal situation changes. The version published on
www.funnelforms.io applies.