Terms of Service

Agreement

By accessing or using Sansform ("the Service"), you agree to these Terms of Service. If you're using Sansform on behalf of an organization, you agree to these terms on their behalf. If you don't agree, don't use the Service.

What Sansform does

Sansform lets you create digital forms by uploading documents or describing what you need. Our AI extracts fields from uploaded documents and generates live, fillable forms. You can edit, publish, and collect submissions through these forms.

Your account

By creating a Sansform account, you represent and warrant that:

• You have the legal capacity to enter into these Terms.
• You are at least 18 years old. This age requirement applies to account holders — not to end users submitting data through your published forms.
• All information you provide is and will remain true, accurate, current, and complete.
• You will not access the Service through automated means (bots, scripts, scrapers) except as expressly permitted.
• You will not use the Service for any illegal or unauthorized purpose, or in violation of any law that applies to you.

• You're responsible for keeping your login credentials secure.
• You're responsible for all activity under your account.
• One person or organization per account — don't share credentials.
• If you provide information that turns out to be inaccurate or incomplete, we may suspend or terminate your account.

Our intellectual property

Sansform itself — the source code, designs, software, website, the “Sansform” name and logo, and everything we've built that makes the platform run — is owned by Sansform Technologies, Inc. and protected by copyright and trademark law.

Your subscription grants you a non-exclusive, non-transferable, revocable license to use the Service for your own personal or business purposes. You may not copy, reproduce, republish, resell, sublicense, reverse-engineer, or otherwise exploit Sansform or its content except as expressly permitted in these Terms.

Your content

You own everything you create on Sansform — your forms, submissions, uploads, and data. We don't claim any intellectual property rights over your content.

By using the Service, you grant us a limited license to process, store, and display your content as needed to operate Sansform — including sending documents to our AI provider for form extraction.

Acceptable use

You agree not to use Sansform to:

• Collect information through deception, phishing, or impersonation.
• Distribute malware, spam, or harmful content through published forms.
• Violate any law or regulation, or collect data you're not authorized to collect.
• Attempt to access other users' data or interfere with the Service's infrastructure.
• Resell, sublicense, or white-label Sansform without written permission.

We reserve the right to suspend or terminate accounts that violate these rules.

Plans and billing

• Free accounts are subject to usage limits (digitizations, submissions, published forms).
• Paid plans are billed monthly or annually, in advance. Prices are in USD.
• You can upgrade, downgrade, or cancel at any time. Changes take effect at the next billing cycle.
• Refunds for Sansform subscription fees are handled on a case-by-case basis — contact us within 14 days of a charge. Refunds for customer payments collected through your forms are your responsibility (see “Payments collected through forms”).
• We may change pricing with 30 days' notice. Existing subscriptions are honored until renewal.
• We reserve the right to correct typos, inaccuracies, or pricing errors on the Service at any time — even after an order has been submitted or a charge has been processed. If a correction affects your subscription, we'll notify you and let you cancel or accept the corrected terms.

Payments collected through forms

Paid plans let you add payment fields to your forms and collect money from your end users via Stripe Connect. When you do this, you acknowledge and agree that:

• You, not Sansform, are the merchant of record for every payment collected through your forms.
• Funds are disbursed by Stripe directly to the bank account you connect during Stripe onboarding. Sansform does not hold or touch customer funds.
• You are responsible for completing Stripe's KYC and identity verification requirements before you can accept payments.
• Refunds, disputes, chargebacks, and customer support for form payments are your responsibility. Sansform is not a party to the transaction between you and your end users.
• You are responsible for any taxes owed on the revenue you collect, including determining the correct tax treatment for your jurisdiction.
• You must comply with Stripe's Connected Account Agreement and all applicable payment card industry (PCI) and financial regulations.

Card details are collected directly by Stripe Elements inside the form — Sansform never sees or stores full card numbers. We retain payment intent IDs, amounts, currencies, and statuses for audit and display purposes.

AI-generated content

Forms generated by our AI are provided as-is. While we strive for accuracy, AI extraction may not perfectly replicate every field or layout from your source document. You're responsible for reviewing and editing generated forms before publishing. Sansform is not liable for errors in AI-generated content.

Electronic signatures

Sansform allows form creators to include signature fields in their forms. By using or collecting electronic signatures through the Service, you acknowledge and agree that:

• Electronic signatures captured through Sansform are intended to be legally binding, consistent with applicable electronic signature laws (including the US ESIGN Act, Canada's provincial electronic transactions acts, the EU eIDAS Regulation, and the UK Electronic Communications Act).
• It is your responsibility as the form creator to determine whether electronic signatures are appropriate and legally sufficient for your specific use case and jurisdiction.
• Sansform provides a "simple" electronic signature mechanism (canvas-drawn signatures). This may not meet the requirements for transactions that require advanced, qualified, or notarized signatures under applicable law.
• Sansform does not provide legal advice regarding the validity, enforceability, or appropriateness of electronic signatures for any particular purpose.
• You are responsible for maintaining adequate records of signed submissions and for complying with any record-keeping requirements that apply to your use case.

Scheduling and bookings

If you enable scheduling on a form, end users can book time slots based on the availability you configure. By using scheduling, you acknowledge and agree that:

• You are responsible for honoring the appointments, demos, consultations, or meetings booked through your forms.
• Cancellation, rescheduling, and no-show policies are between you and your end users. Sansform is not liable for missed, canceled, double-booked, or otherwise unsatisfactory appointments.
• If you connect your Google Calendar, Sansform will create calendar events on your behalf using the OAuth token you authorize. You can disconnect this integration at any time from your workspace settings.
• Time slots are calculated from the availability, buffer times, and time zone you configure. You are responsible for keeping your availability settings accurate and up to date.

Your responsibility for collected data

When you publish a form and collect submissions from your end users, you are the data controller for that data. Sansform acts as a data processor on your behalf.

This means you are responsible for:

• Having a lawful basis to collect the data your forms request.
• Providing your end users with appropriate privacy notices.
• Complying with all applicable data protection laws (GDPR, CCPA, PIPEDA, etc.).
• Ensuring you have the legal authority and appropriate safeguards before collecting sensitive data (health, financial, biometric, or information about minors).
• Marking fields as “sensitive” in the form editor for any field that collects sensitive personal, financial, health, or identifier data. Only fields you designate as sensitive are encrypted at rest and subject to the 24-hour purge; fields you leave unmarked are stored as ordinary submission values.
• Responding to data subject access, deletion, or correction requests from your end users.

Sansform is not responsible for the legality, accuracy, or appropriateness of the data you choose to collect through your forms, nor for any consequences resulting from your failure to designate a field as sensitive. Our encryption, masking, access-logging, and 24-hour purge apply only to fields you have explicitly marked as sensitive in the form editor. If you collect sensitive data through an unmarked field, it will be stored like any other submission value.

Data security & encryption

Sansform employs industry-standard security measures including encryption in transit (TLS) for all connections. Paid plans (Starter, Pro, and Business) include optional field-level encryption at rest using AES-256-GCM, managed through a third-party key management service (AWS KMS). Each submission that contains a sensitive field is encrypted with its own freshly-generated data encryption key (DEK). At 24 hours after submission the ciphertext is purged from live storage and the submission's DEK is destroyed in the same database update — providing genuine crypto-shredding at the 24-hour mark: copies of the ciphertext sitting in infrastructure backups become cryptographically unrecoverable once the key is gone.

Free plan: Form submissions on the Free plan are stored without field-level encryption at rest. If you collect sensitive information (such as government identifiers, financial account numbers, or health data), you should upgrade to a paid plan to enable encryption, or avoid collecting such data on the Free plan.

While we take reasonable measures to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security and are not liable for unauthorized access to your data resulting from circumstances beyond our reasonable control, including but not limited to breaches of third-party infrastructure providers. You acknowledge that you use the Service and store data at your own risk.

Backups are your responsibility. Although we perform routine backups of our infrastructure, those backups exist for our operational continuity, not as a long-term archive on your behalf. You are responsible for exporting and keeping your own copies of anything critical to your business. We are not liable for any loss or corruption of data, and you waive any claim against us for such loss to the maximum extent permitted by law.

Third-party services

Sansform relies on third-party services to operate, including (without limitation) Stripe for payments, AWS Key Management Service for encryption-key management, Anthropic for AI form extraction, Supabase for data storage, Resend for transactional email, Vercel for hosting, and CloudConvert for document conversion. Each of these services operates under its own terms and privacy policies, which we do not control.

We're not responsible for the availability, accuracy, security, or actions of any third-party service, or for any loss arising from a third party's outage, change, or breach. If a third-party service we depend on becomes unavailable, you agree that we may pause or modify the affected Sansform features without liability to you.

Privacy

Our handling of personal data is described in our Privacy Policy, which is incorporated into these Terms by reference. By using Sansform, you also agree to that Privacy Policy. The Service is operated from Canada, but our data infrastructure (Supabase, Vercel, Anthropic, AWS KMS) is primarily hosted in the United States. If you access the Service from outside the United States, you consent to your data being transferred to and processed in the United States and any other jurisdiction where our service providers operate.

Copyright (DMCA) policy

We respect intellectual property rights. If you believe that content hosted on Sansform infringes a copyright you own or control, you can file a takedown notice under the Digital Millennium Copyright Act with our Designated Copyright Agent.

A valid DMCA notice must include:

• A physical or electronic signature of the copyright owner or someone authorized to act on their behalf.
• Identification of the copyrighted work claimed to be infringed.
• Identification of the allegedly infringing material and its location on Sansform (a URL is best).
• Your contact information — address, telephone number, and email.
• A statement that you have a good-faith belief that the use is not authorized by the copyright owner, its agent, or the law.
• A statement, under penalty of perjury, that the information in the notice is accurate and that you are the copyright owner or are authorized to act on their behalf.

Counter-notice.If we remove content because of a notice and you believe the removal was a mistake or misidentification, you may file a counter-notice with the same Agent. A valid counter-notice must include the removed material's identification and former location, your contact information, a statement under penalty of perjury that the removal was a mistake, and your consent to the jurisdiction of the federal district court for your address (or, if outside the United States, for any district in which we operate).

Repeat infringers.We may terminate the accounts of users who repeatedly upload content that infringes others' intellectual property rights.

Misuse.Filing a knowingly false DMCA notice or counter-notice can result in legal liability under 17 U.S.C. § 512(f), including damages and attorneys' fees.

Availability

We work hard to keep Sansform available, but we don't guarantee 100% uptime. The Service may be temporarily unavailable for maintenance, updates, or circumstances beyond our control. We'll do our best to notify you of planned downtime in advance.

Electronic communications

By using Sansform, you consent to receive electronic communications from us — including email, in-app notifications, and notices posted on the website. You agree that any agreements, notices, disclosures, and other communications we send to you electronically satisfy any legal requirement that they be in writing. You also consent to the use of electronic signatures, contracts, orders, and records, and to the electronic delivery of any related notices, policies, and transaction records.

Warranty disclaimer

The Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory. We disclaim all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranties arising from course of dealing or usage of trade. We do not warrant that the Service will be uninterrupted, error-free, secure, or free of harmful components.

Limitation of liability

To the maximum extent permitted by law, Sansform and its team are not liable for any indirect, incidental, special, consequential, or punitive damages — including loss of data, revenue, or business opportunities — arising from your use of the Service. Our total liability is limited to the amount you paid us in the 12 months preceding the claim.

Indemnification

You agree to indemnify, defend, and hold harmless Sansform, its officers, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from: your use of the Service, your violation of these Terms, the data you collect through your forms, or your violation of any third-party rights or applicable laws.

Dispute resolution

Any dispute arising from these Terms or your use of the Service will be resolved through binding arbitration administered under the rules of the British Columbia International Commercial Arbitration Centre, rather than in court. You agree that any dispute resolution will be conducted on an individual basis, and you waive any right to participate in a class action, collective action, or representative proceeding.

Termination

• You can delete your account at any time from your settings page.
• We may suspend or terminate your account if you violate these terms, with or without notice.
• On termination, your data will be permanently deleted within 30 days.
• Sections on liability, intellectual property, and disputes survive termination.

Changes to these terms

We may update these terms from time to time. If we make significant changes, we'll notify you by email or through the app at least 30 days before they take effect. Continued use of Sansform after changes constitutes acceptance of the updated terms.

California users

California residents may contact the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs in writing at 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834, or by phone at (800) 952-5210 or (916) 445-1254, with any unresolved complaint regarding the Service.

Miscellaneous

• Entire agreement. These Terms (together with the Privacy Policy and any other operating rules we post) are the entire agreement between you and Sansform regarding the Service, and supersede any prior agreements on the same subject.
• No waiver. Our failure to enforce any provision of these Terms is not a waiver of that provision or our right to enforce it later.
• Assignment. You may not assign these Terms or your account without our written consent. We may assign these Terms or any of our rights and obligations under them in connection with a merger, acquisition, financing, or sale of substantially all of our assets.
• Force majeure.We are not liable for any delay or failure to perform caused by events beyond our reasonable control — including natural disasters, war, civil unrest, labour disputes, government actions, internet or infrastructure-provider outages, or pandemics.
• No agency. Nothing in these Terms creates a partnership, joint venture, agency, franchise, or employment relationship between you and Sansform.
• Construction. These Terms will not be construed against us simply because we drafted them. Section headings are for convenience only and do not affect interpretation.

Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

Governing law

These terms are governed by the laws of British Columbia, Canada. Any disputes not subject to arbitration will be resolved in the courts of British Columbia.

Contact

Questions about these terms? Email us at support@sansform.ai.