Privacy Policy
Last Updated: January 16, 2026
FormHold is committed to protecting the privacy and security of your family's information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our digital forms management platform.
Important: FormHold is designed with privacy features that support compliance with child and education privacy laws such as COPPA and FERPA. However, actual compliance depends on how your organization configures and uses the service.
Information We Collect
Personal Information
When you create an account and use FormHold, we may collect:
- Parent/guardian name, email address, and contact information
- Child profile information (name, date of birth, grade level)
- Emergency contact details
- Medical information (allergies, medications, conditions) when provided for healthcare forms
- Organization associations (schools, sports teams, healthcare providers)
- Form submissions and digital signatures
Automatically Collected Information
We automatically collect certain information when you use FormHold:
- Device information (browser type, operating system, device identifiers)
- Usage data (pages visited, features used, time spent on platform)
- Log data (IP address, access times, error logs)
- Cookies and similar tracking technologies
How We Use Your Information
We use the information we collect to:
- Provide our services: Process form submissions, manage child profiles, and facilitate communication with organizations
- Improve our platform: Analyze usage patterns to enhance features and user experience
- Ensure security: Protect against unauthorized access, fraud, and abuse
- Send notifications: Provide updates about form deadlines, submission confirmations, and important announcements
- Comply with legal obligations: Meet regulatory requirements and respond to legal requests
- Support compliance: Help organizations meet their obligations under COPPA, FERPA, and other privacy laws
How We Share Your Information
Organizations You Choose
We share your information with schools, sports organizations, and healthcare providers only when you explicitly authorize us to do so through your data sharing settings. You maintain full control over which organizations can access your family's information.
Service Providers
We work with trusted third-party service providers who help us operate our platform (hosting, analytics, customer support). These providers are contractually obligated to protect your data and use it only for specified purposes.
Legal Requirements
We may disclose information when required by law, such as in response to court orders, legal processes, or to protect the rights, property, and safety of FormHold, our users, or others.
We Never Sell Your Data
FormHold will never sell, rent, or trade your family's personal information to third parties for marketing purposes. Your trust is our top priority.
Children's Privacy (COPPA Compliance)
FormHold is designed to support compliance with the Children's Online Privacy Protection Act (COPPA). We take special precautions to protect children's privacy:
- Parents/guardians maintain control over their children's information at all times
- We collect only the minimum information necessary to provide our services
- Children's information is never used for behavioral advertising or profiling
- Parents can review, modify, or delete their children's information at any time
- We implement strict access controls and encryption to protect children's data
- Organizations using FormHold must comply with COPPA when collecting information from children under 13
Educational Records (FERPA)
When FormHold is used by educational institutions, we support compliance with the Family Educational Rights and Privacy Act (FERPA):
- FormHold acts as a service provider to schools and maintains student data on their behalf
- We use student information only for authorized educational purposes
- Parents have the right to access, review, and request corrections to their children's educational records
- We implement appropriate security measures to protect educational records
- Student data is not disclosed without parental consent, except as permitted by FERPA
Note: Schools and educational institutions are responsible for ensuring their use of FormHold complies with FERPA and other applicable laws.
Data Security
We implement industry-standard security measures to protect your information:
- End-to-end encryption for data transmission (TLS/SSL)
- Encryption of sensitive data at rest
- Regular security audits and vulnerability assessments
- Strict access controls and authentication requirements
- Secure data centers with physical security measures
- Employee training on data privacy and security best practices
- Incident response procedures for potential data breaches
While we take reasonable measures to protect your data, no internet transmission is completely secure. You are responsible for maintaining the confidentiality of your account credentials.
Data Retention
We retain your information only as long as necessary to:
- Provide our services and maintain your account
- Comply with legal obligations and regulatory requirements
- Resolve disputes and enforce our agreements
- Support audit trails for submitted forms
When you delete your account, we will delete your personal information within 30 days, except where we are required to retain it for legal purposes. Some information may be retained in backup systems for a limited time.
Your Rights and Choices
You have the following rights regarding your information:
Access and Review
View and download your personal information and form submissions through your account settings.
Update and Correct
Edit your profile information and child details at any time through the platform.
Data Sharing Control
Manage which organizations can access your information through Privacy Settings.
Export Your Data
Download a copy of your data in a portable format through Data & Export settings.
Delete Your Account
Permanently delete your account and associated data through Privacy Settings.
Opt-Out of Communications
Manage notification preferences through Notification Settings.
Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Maintain your login session and remember your preferences
- Understand how you use our platform and improve our services
- Provide security features and prevent fraud
- Analyze site performance and user experience
You can control cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of FormHold.
Third-Party Links
FormHold may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party services you visit.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:
- Posting the updated policy on our platform
- Updating the "Last Updated" date at the top of this page
- Sending you an email notification for significant changes
Your continued use of FormHold after changes are posted constitutes your acceptance of the updated Privacy Policy.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
FormHold Privacy Team
Email: privacy@formhold.com
Phone: 1-800-FORMHOLD
Mailing Address:
FormHold, Inc.
123 Privacy Lane
San Francisco, CA 94102
State-Specific Privacy Rights
California Residents (CCPA/CPRA)
California residents have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information we collect and how it's used
- Right to delete personal information (subject to certain exceptions)
- Right to opt-out of the sale of personal information (we do not sell personal information)
- Right to non-discrimination for exercising your privacy rights
Other States
Residents of other states with privacy laws (Virginia, Colorado, Connecticut, etc.) may have similar rights. Contact us to exercise your rights under applicable state laws.
Your Privacy Matters
FormHold is committed to maintaining the highest standards of data privacy and security. We continuously work to improve our practices and protect your family's information. Thank you for trusting us with your data.