PingPolls Privacy Policy

PingPolls Privacy Policy

This Privacy Policy describes how PT Internet Respons Lab, operating under the brand name PingPolls ("PingPolls," "we," "us," or "our"), collects, uses, and handles information from our users, referred to as Form Creators, and individuals who respond to forms, referred to as Respondents. Our commitment is to transparency and providing you with control over your data.

By using our service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

A. From Form Creators (Our Users)

• Account Information: We collect your sub, name, and email when you authenticate through third-party providers like Google or GitHub. Your email is necessary for transactional communications, including purchase notifications handled by our payment processor, Dodo Payments. You have the freedom to change your primary login email via your account settings.
• Authentication & Session Data: We use an app-auth-token cookie to maintain your session. We also set a team-id cookie for authenticated users to identify their currently active team, which is automatically removed upon sign-out. These are essential cookies for using our web application. We utilize cf_clearance cookie (managed through Cloudflare Challenge Page) to separate real users and bots.
• Form Data: We store the forms you create, including questions, options, and settings.
• Email Communications: We use Resend to send emails, including updates and newsletters.

B. From Respondents

• Form Responses: We store the answers you submit to a form, including text, selections, and ratings.
• Local Progress Data (IndexedDB): We store a copy of your in-progress form responses and any temporary file uploads in your browser's local storage (IndexedDB). This is used to maintain your progress in case of device/server restarts or interruptions. This data is not uploaded to our servers until submission. It is automatically deleted upon manual deletion, form submission, or use of the form reset button.
• Anonymized Respondent Data: We use a mandatory, anonymized respondent-id cookie (a JWT with a UUID payload) to identify your browser or device (respondent). This ID is not tied to your IP address or any personal information. It is used solely to maintain your unique session and allows you to view your own response results. Deleting this cookie or using a private browsing mode will cause your personal response history to be lost.
• Form Authentication Cookie: We use a form-auth cookie for forms protected by a password (locked forms). This cookie is set upon successful password entry to allow submission and has an expiration time of seven days.
• AI-Processed Data: For open-ended questions (text and numbers) where the Form Creator has enabled AI features, the data is processed by third-party AI models. An AI indicator is displayed to ensure you are explicitly aware that your input is being sent to a third-party AI provider.

C. General Data Collection

• Communications Data: When you contact us via the get in touch page, we collect your email address and any information you provide to respond to your inquiry.
• Future Data: We plan to integrate Google Analytics for SEO purposes in the future. At that time, we will update this policy accordingly.

2. How We Use and Handle Your Information

A. Core Operations

• We use the data you provide to deliver our services, including creating, distributing, and analyzing forms.
• Your account information is used to manage your subscription and provide support.
• The respondent-id cookie is used to provide a consistent and personal experience for Respondents while maintaining anonymity.
• The team-id cookie is used to display the active team for Form Creators.
• We use Resend to send product updates, newsletters, or important announcements.

B. Data Processing & Security

• Data at Rest: We do not encrypt data at rest. Therefore, we strongly advise you not to ask for or submit any sensitive information like passwords, bank account details, or credit card numbers in our forms.
• Data in Transit: All communications between your browser and our servers are encrypted using HTTPS to ensure data security.
• Role-Based Access Control (RBAC): We use an RBAC concept to ensure that only authorized members of a team can access a specific form's data.
• Third-Party AI Processing: When a Form Creator enables an AI feature, the relevant data is sent to trusted third-party AI providers (e.g., Gemini and OpenAI APIs) for processing. The raw data is also stored in our database. Prompts and responses may be logged temporarily by the provider solely for abuse monitoring and required legal disclosures.

C. Data Ownership & Sharing

• Data Ownership: All data submitted to PingPolls is owned by PT Internet Respons Lab.
• Sharing with Third Parties: We do not sell or share raw Respondent data with third parties.
• Aggregated Data: We may use aggregated and anonymized data for our own publications and insights. This data cannot be traced back to an individual.
• Model Training: We do not use Respondent data for training our own models unless explicitly stated elsewhere in this policy. We use the paid Gemini API for data processing, and under Gemini’s privacy policy for paid services, your content is not used to train or improve Google’s models or products. It is processed solely to generate the requested outputs.

3. Data Storage & Transfer

• Primary Data Location: Our web, database, and Redis servers are now located in DigitalOcean SFO2 (San Francisco).
• File Storage: Our S3 storage (Cloudflare R2) is located within the Western North America (WNAM) jurisdiction. Temporary file objects stored in the Respondent's local browser (IndexedDB) are securely uploaded to our Cloudflare R2 provider only upon form submission and are deleted from the local browser storage afterwards.
• File Access Security: Files submitted by Respondents are stored privately. Access to uploaded files is strictly controlled and permitted only via a time-limited, pre-signed URL. This URL can be generated exclusively by the Form Creator or by the same respondent (identified by the 'respondent-id' cookie) that initially uploaded the file for temporary viewing.
• Cross-Border Transfers: By using PingPolls, you acknowledge that your information may be transferred to and stored in countries outside your own. We comply with applicable regulations, such as GDPR, by relying on approved data transfer mechanisms where required.

4. Your Rights & Data Deletion

• Right to Access & Deletion: Both Form Creators and Respondents have the right to request access to or deletion of their personal data.
• Deletion via /account: The deletion process is available on the /account page and is only permitted if your team (where you are the leader) has no active subscription.
• Immediate & Permanent: Deletion happens immediately and is permanent. Please proceed with caution.
• We Delete the Following Data:
  • All your data stored in our application.
  • Objects stored in Cloudflare R2.
  • Your contact information stored in Resend, ensuring you no longer receive emails from us.
• We Cannot Delete:
  • Customer data stored in Dodo Payments, because Dodo acts as the Merchant of Record. You are technically subscribing to Dodo Payments' product, not directly to ours. To delete your Dodo Payments data, you must contact Dodo Payments directly.
• Impact of Deletion: If your data was previously included in a repurposed form for model training, your personal data will be deleted, but trained models already created will remain.

5. Security Measures

• We take reasonable measures to protect your information. Access to our databases is restricted to founders and authorized database administrators.
• While we do not yet have specific security certifications (e.g., SOC 2, ISO 27001), we are committed to best practices and may seek certification in the future.

6. Compliance With Global and Local Data Protection Standards

PingPolls adheres to internationally recognized data protection principles. We follow the standards set by the General Data Protection Regulation (GDPR) and store all data securely in San Francisco (SFO2). Our company, PT Internet Respons Lab, operating under the PingPolls brand, is based in Indonesia and complies with Indonesia's PDP Law, the national personal data protection framework that is closely aligned with GDPR. For complete details, please see our full Privacy Policy or visit:

• GDPR: https://gdpr-info.eu/
• PDP Law reference: https://www.dlapiperdataprotection.com/index.html?t=law&c=ID

7. Transparency and Updates

• We will notify Form Creators of any significant changes to this Privacy Policy via email and across our official channels.
• Our Certiscore™ whitepaper is a working paper and can be accessed on our GitHub repository for transparency on our methodology.

By using PingPolls, the brand of PT Internet Respons Lab, you confirm that you have read and understood this Privacy Policy.