SmplForms- Overview
- Information We Collect
- How We Use Information
- Text Messaging
- HIPAA and Protected Health Information
- How We Share Information
- Data Retention
- Security
- Your Rights
- Cookies
- Children
- Changes to This Policy
- Contact Us
1. Overview
SmplForms is a form management, data collection and automation platform operated by Durga-Dagda Technologies LLC ("we," "us," or "our"), located in Napa, California. This Privacy Policy describes how we collect, use, disclose and protect information when you use SmplForms at smplforms.com and its subdomains (the "Platform").
SmplForms serves two groups: Tenant Organizations (healthcare providers, businesses and other organizations that subscribe to SmplForms) and End Users (people who complete forms published by those organizations). This Policy applies to both.
2. Information We Collect
Information provided directly
- Account details for Tenant Organization staff (name, email address, organization)
- Form responses and files End Users submit to Tenant Organizations
- Mobile numbers and email addresses Tenant Organizations enter so that forms can be sent
- Messages you send us
Information collected automatically
- Log data such as IP address, browser type, pages requested and times
- Diagnostic telemetry, collected without the contents of forms or responses
Information from service providers
- Sign-in providers you choose to use (Microsoft or Google)
- Delivery status of email and text messages from our messaging provider
3. How We Use Information
- Provide, operate and maintain the Platform
- Authenticate people and keep each Tenant Organization's data separate
- Send forms, reminders, codes and notices by email or text on behalf of Tenant Organizations (see Section 4 and our SMS policy)
- Run the automations a Tenant Organization configures
- Comply with legal obligations and enforce our Terms
- Respond to support requests
We do not sell personal information, and we do not use it for advertising.
4. Text Messaging
You receive text messages only from Tenant Organizations you have given your mobile number to and agreed to be texted by. Reply STOP to stop and HELP for help. Message and data rates may apply. Message frequency varies.
SmplForms sends text messages from a toll-free number through Amazon Web Services (AWS End User Messaging) on behalf of Tenant Organizations. Messages are transactional: form invitations and reminders, notices and one-time codes. Full details, including how consent is obtained, are in our SMS messaging policy.
Mobile numbers and text-message consent are never sold, rented or shared with third parties or affiliates for marketing or promotional purposes.
5. HIPAA and Protected Health Information
SmplForms is designed for HIPAA Covered Entities. Durga-Dagda Technologies LLC acts as a Business Associate when it processes Protected Health Information (PHI) on behalf of Tenant Organizations.
- We sign a Business Associate Agreement (BAA) with a Tenant Organization before it processes PHI on the Platform.
- The Platform runs on Microsoft Azure, and email and text messages are sent through Amazon Web Services; both are under business associate agreements with us.
- PHI is encrypted, access-controlled and kept separate for each Tenant Organization.
- PHI is never used for advertising, sold, or disclosed beyond what the BAA allows.
For requests about PHI (access, amendment, an accounting of disclosures), contact the Tenant Organization whose form you completed; it is the Covered Entity that controls that information.
6. How We Share Information
- With Tenant Organizations: responses and files go to the organization that published the form.
- With service providers: Microsoft Azure (hosting), Amazon Web Services (email and text delivery), Anthropic (AI form building, under a business associate agreement) and the sign-in providers you choose, each under confidentiality terms and only to provide the Platform.
- When the law requires it: to comply with law or legal process, or to protect the rights and safety of people.
- In a business transfer: to a successor, under the same protections.
We do not sell, rent or trade personal information.
7. Data Retention
We keep information for as long as needed to provide the Platform and meet legal obligations. Form responses are kept according to each Tenant Organization's settings; message delivery records are kept for a limited period; audit records are kept as long as the law requires.
8. Security
- Encryption in transit (TLS) and at rest
- Role-based access and separation between Tenant Organizations
- Malware scanning of uploaded files
- An audit trail of access and changes that cannot be edited
No method of transmission over the internet is perfectly secure. If you believe your information has been compromised, contact us at support@smplforms.com.
9. Your Rights
Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information. California residents have the rights the CCPA provides; we do not sell personal information. For information you gave a Tenant Organization through its forms, contact that organization first. Otherwise, email support@smplforms.com; we respond within 30 days.
10. Cookies
SmplForms uses only the cookies it needs to keep you signed in and keep the Platform working. This website sets no cookies. We use no advertising cookies and no cross-site tracking.
11. Children
The Platform is not directed to children under 13, and we do not knowingly collect their information except as submitted by a parent, guardian or Tenant Organization on a form.
12. Changes to This Policy
We may update this Policy. When we make a material change we update the effective date above and, where appropriate, tell Tenant Organization administrators by email.