Formantiq Privacy Policy
Formantiq is a brand name owned and operated by DGX, LLC ("DGX," "Formantiq," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you access or use Formantiq's websites, applications, workflow services, trial access, support, communications, or related offerings (collectively, the "Service").
This Privacy Policy is incorporated into Formantiq's Terms of Use. Capitalized terms not defined in this Privacy Policy have the meanings given to them in the Terms of Use or an applicable Order.
1. Information We Collect
Identity and contact data — name, email address, company name, role, and similar contact information provided during registration, purchase, support, or contact requests.
Account credentials — email/password credentials, password hashes, OAuth identity information, authentication tokens, and similar information used to authenticate access to the Service.
Payment, credit, and billing data — billing email, billing address, plan information, credit purchases, subscription or paid-access status, invoices, payment status, and usage associated with paid access. Payment card details are processed directly by our payment processor and are not stored on our servers.
Customer Data — documents, files, data, instructions, content, and other materials submitted to or through the Service, and outputs generated from those materials, including structured data extracted or produced through the Service.
Service usage and log data — IP addresses, browser and device information, request logs, error logs, timestamps, authentication events, pages or documents processed, account activity, and other information about use, performance, reliability, and security of the Service.
Communications — information you provide when you contact us, request support, respond to communications, or otherwise communicate with Formantiq.
2. How We Collect Information
We collect information in the following ways:
- Directly from you when you register, purchase credits or paid access, upload or submit Customer Data, configure or use the Service, contact us, or request support.
- Automatically when you access or use the Service, including through server logs, security logs, and similar operational technologies.
- Through OAuth or other authentication providers when you sign in or connect an account using a third-party identity provider.
- From service providers and customer-authorized sources when needed to operate the Service, process payments, authenticate users, provide support, or receive information you have authorized to be provided to Formantiq.
3. How We Use Information
We use information to:
- provide, operate, and maintain the Service;
- authenticate users and manage accounts;
- process Customer Data and deliver workflow outputs;
- process credit purchases, paid access, subscriptions, invoices, usage limits, and billing records;
- provide support and respond to requests;
- communicate about the Service, including administrative, security, billing, support, and product notices;
- monitor performance, debug errors, maintain reliability, and prevent abuse;
- protect the security and integrity of the Service;
- improve the Service, including through aggregated or de-identified usage information that does not identify a customer or individual;
- enforce our Terms of Use, Orders, and other applicable agreements; and
- comply with legal obligations and protect rights, safety, and property.
We do not sell personal data. We do not use personal data for third-party advertising.
4. Customer Data and Business Customer Responsibilities
Formantiq provides the Service to business customers. Customer Data belongs to the customer that submitted it or on whose behalf it was submitted.
When Formantiq processes Customer Data that contains personal information, we generally process that information to provide the Service to the customer and in accordance with the Terms of Use, this Privacy Policy, any applicable Order, and the customer's instructions. Customers are responsible for ensuring they have the rights, notices, permissions, authorizations, and lawful basis necessary to submit Customer Data to the Service and to use the outputs generated by the Service.
Do not submit sensitive personal data, such as government identification numbers, medical records, payment card numbers, children's data, or other regulated information, unless you have all required rights and authorizations to do so and the Service or applicable Order permits that use.
5. AI and Workflow Processing
The Service may use automated processing, AI systems, OCR, data extraction tools, third-party AI APIs, cloud infrastructure, and related service providers to process Customer Data and provide workflow outputs.
Documents and related Customer Data may be transmitted to third-party providers as necessary to provide the Service. Neither Formantiq nor its third-party AI providers use Customer Data to train, fine-tune, or improve AI or machine learning models. Customer Data is processed to provide the Service to the customer.
This restriction does not prevent Formantiq from using aggregated or de-identified usage metrics, such as request volumes, processing volumes, document types, error rates, or performance data, provided such information does not identify a customer or individual and cannot reasonably be used to reconstruct Customer Data.
6. How We Share Information
We may share information as described below:
Service providers — with vendors and processors that help us operate the Service, including cloud hosting, storage, databases, AI processing, authentication, payment processing, email delivery, security, monitoring, support, and related operational services.
Customer-authorized destinations — with systems, services, accounts, or recipients that a customer configures, authorizes, or otherwise directs us to use in connection with the Service.
Legal, safety, and compliance — if required by law, legal process, or government request, or if we believe disclosure is necessary to protect rights, safety, property, security, or the integrity of the Service.
Business transfers — in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction involving Formantiq.
We require service providers to process information only as needed to provide services to Formantiq or as otherwise permitted by this Privacy Policy and applicable law.
7. Cookies
We use essential cookies and similar technologies to keep users authenticated, maintain sessions, remember preferences, operate the Service, and protect security. Disabling cookies may prevent parts of the Service from functioning.
We do not use analytics, marketing, or advertising cookies unless this Privacy Policy is updated or we otherwise provide any notice and controls required by applicable law.
8. Data Retention and Deletion
Unless a different retention period applies under an Order or other written agreement, documents submitted to the Service and associated extracted data are automatically deleted from active systems after thirty-five (35) days.
You may delete available documents and associated data earlier through the dashboard or API where deletion functionality is available. Deleting your account removes account information and remaining Customer Data from active systems, except for information we need to retain for billing, security, fraud prevention, legal compliance, dispute resolution, business records, or other legitimate operational purposes.
Backups, logs, and security records may persist for a limited period before deletion in the ordinary course. Account, billing, tax, and legal records may be retained for longer periods where required or permitted by law.
9. Security
We use commercially reasonable administrative, technical, and organizational safeguards designed to protect information under our control. These safeguards include encryption in transit and at rest, access controls, and restrictions on personnel access to personal data and Customer Data.
No system can be guaranteed to be completely secure. You are responsible for maintaining the security of your account credentials and for managing access by your users.
If we determine that a security incident requires notice under applicable law or an agreement with you, we will provide notice as required.
10. International Transfers
Formantiq operates in the United States. If you access or use the Service from outside the United States, your information may be transferred to and processed in the United States or other locations where Formantiq or its service providers operate.
Where required by applicable law, we use lawful transfer mechanisms for international transfers, such as Standard Contractual Clauses or other approved mechanisms.
11. Children
The Service is not intended for children under thirteen (13). We do not knowingly collect personal data from children under thirteen (13). If we learn that we have collected personal data from a child under thirteen (13), we will delete it as required by law.
12. Your Rights and Choices
Depending on your location and applicable law, you may have the right to access, correct, delete, restrict, object to, or receive a copy of certain personal data. You may also have the right to withdraw consent where processing is based on consent.
To exercise privacy rights, contact us at legal@formantiq.com. We may need to verify your identity and may decline requests where permitted by law, including where we must retain information for legal, security, billing, or operational reasons.
If your personal information was submitted to Formantiq by or on behalf of a customer, we may direct your request to that customer or respond in accordance with that customer's instructions.
You may opt out of non-essential marketing communications by using the unsubscribe instructions in those communications or by contacting us.
13. Changes
We may update this Privacy Policy to reflect changes in our practices, the Service, or applicable law. For material changes, we will provide notice to the email address associated with your account or through the Service at least fourteen (14) days before the change takes effect, unless a shorter period is required for legal, security, or operational reasons. For non-material changes, we will post the updated policy and revise the date above.
Continued use of the Service after the effective date of an updated Privacy Policy constitutes acceptance of the updated Privacy Policy.
14. Contact
Questions or requests regarding this Privacy Policy or your personal data may be sent to:
legal@formantiq.com
General support requests may be sent to:
support@formantiq.com