Privacy policy

1. What we collect

We may collect the following.

• The name, email address and message you enter in our contact form
• The name, contact person, contact details and billing information of the organisation that subscribes to the service ("the customer")
• What the customer enters into the service, such as questions, email wording and records of how each response was handled
• What a person answering the customer's form ("the respondent") enters, such as their name, email address, answers and uploaded files
• Information recorded automatically when a response is submitted: IP address, host name, browser and device details, and the time of submission
• Access logs, cookies and information about the browsing environment

2. How we handle a respondent's information

A respondent's information is handled in the service so that the customer can receive and act on the response. We hold and process it on the customer's behalf.

We use it only to provide, maintain and troubleshoot the service, and never for any other purpose without the customer's instruction.

If you are a respondent and want your information disclosed, corrected or deleted, please ask the organisation whose form you answered first.

3. Why we use it

We use what we collect for the following.

• Answering enquiries, discussing how to get started, and preparing quotes
• Providing the service, issuing accounts, billing and support
• Sending the email that follows a response (auto replies, notifications to the people handling it, announcements) and recording whether it arrived, was opened and was clicked
• Improving the service, investigating faults and preventing misuse
• Sending our own announcements, which you can stop at any time

4. Cookies and analytics

We may use analytics tools on the website to understand how it is used and to improve it. These tools use cookies and similar means to collect browsing information, which does not identify individuals.

You can turn cookies off in your browser, though some parts of the site may then not work.

5. Third parties and cloud services

We do not pass personal information to third parties except where the law requires it or the person has agreed.

We use outside cloud services for servers, for sending and receiving email, and for storing and delivering video. In each case the provider is contractually barred from handling the personal data stored there, and access is properly controlled. For that reason this does not amount to passing personal data to a third party or to entrusting it.

If you pay by card, the card details are handled by our payment provider, Stripe, Inc. We never hold them.

How we handle information when you connect an AI assistant such as ChatGPT (OpenAI) or Claude (Anthropic) is set out in section 6.

We do not outsource the running of the service to anyone else.

6. Connecting an AI assistant (ChatGPT, Claude and others)

When you connect an AI assistant such as ChatGPT (OpenAI) or Claude (Anthropic) to the service, the assistant acts only inside the workspace you authorized, with the same permissions as the person who authorized it. It cannot change the subscription or billing, issue API keys, invite members, or delete forms or responses. The one exception: if you tell it to remove a question from a form, the answers given to that question are deleted with it.

Information handled through the connection is as follows.

• What we receive from the assistant: the title, intro text, questions and choices of forms it creates or edits, the status to set on a form, filters for reading responses (search text, stage, date range), changes to a response's stage, assignee and tags, and the text of internal notes
• What we return to the assistant: the list of forms and their questions, public and editor links, the answers in each response, the respondent's name and email address, stage, assignee, tags, internal notes, activity history, and emails exchanged with the respondent
• What we store about the connection: the name of the connected assistant, the person and workspace that authorized it, when it was authorized and last used, and the key that identifies it (stored only as a hash, never in its original form)
• Purpose: we use this information only to carry out what you asked the assistant to do and to return the result. Changes made through the assistant appear in the activity history, the same as changes made on screen. We do not use it for advertising, to train AI models, or for any other purpose.
• Recipients: what we return is sent, at your direction, to the provider of the assistant (such as OpenAI or Anthropic), and its handling from then on is governed by that provider's privacy policy. When the assistant moves a response to another stage, the response is also sent to the notification destinations set on the form (such as webhooks or Google Sheets), exactly as when the change is made on screen. When the assistant publishes a form, anyone with its link can open it.
• Your controls: you can disconnect an assistant at any time under API keys in Settings. From that moment it can no longer reach the service.

7. How long we keep it

• Forms, responses, uploaded files, handling records and email records are kept for as long as the workspace exists. The customer can delete forms and responses from the admin screen at any time.
• After cancellation, data is deleted once the period set in the terms of service has passed, and we always tell you before we delete anything. If you ask us to delete a workspace, we delete it once we have confirmed who you are.
• Deleted data is removed from the live database immediately and from backups within 32 days.
• Keys used by a connected AI assistant expire after one hour, and refresh keys after 90 days. The record of a disconnected assistant is kept for as long as the workspace exists.
• Server access logs are kept for up to one year.

8. Keeping it safe

We take proper measures against loss, damage and leaks, including encrypted communication, controlled access rights and keeping each customer's data separate.

Data is stored on servers in Japan, and each workspace is separated at the database row level. One workspace cannot reach another's data.

9. Disclosure, correction and deletion

Where you ask us to disclose, correct, delete or stop using your own personal information, we will act on it in line with the law once we have confirmed who you are. Please get in touch through the form below.

10. Changes

We may revise this policy as the law or the service changes. A revision takes effect when it appears on this page.

11. How to reach us

LIFE SCAPE, K.K.

1-5-1 Tsukishima, Chuo-ku, Tokyo, Japan

For anything about personal information, please use the contact form.

Language

This English text is provided for convenience. If it differs from the Japanese version, the Japanese version governs.