At FormDr, we are committed to protecting your personal information. We have published this privacy notice and cookie policy to ensure that you are fully aware of what personal information we collect from you, how we use it, who we share it with and what your rights are. This privacy notice and cookie policy applies to prospective, existing, and former customers and any individuals who visit our website.
Our website uses cookies. Please read this privacy notice and cookie policy carefully as it contains important information about who we are and how we use cookies on our website. This privacy notice and cookie policy relates to your use of our websites and apps: www.formdr.com/uk, app.formdr.co.uk, www.formdr.com, app.formdr.com, guide.formdr.com, and application app.formdr.co.uk (“Services”).
“We”, “our” or “us” means the FormDr and STOIC TECHNOLOGY CORPORATION (collectively, “FormDr”). We offer our network-enabled services for customers, based in the United Kingdom and/or the United States.
If you or the organization you work for use our Services, whether as a registered user for business purposes or a reseller of FormDr Services (a “Commercial User”) we will be acting as controller of your personal information. This means that we will be responsible for deciding how we collect, store and use personal information about you.
If you are an end user who uses the Services to submit personal, health, contact, or other information to a Commercial User (a “Non-Member End User”) on the application we will be acting as the processor of your personal information. This means we will be collecting, storing and using your personal information on the instructions of a Commercial User. For example, in specific technical support cases we will be able to view your personal information when we resolve a technical issue with your account. We will not be deciding what personal information to collect from you, what to do with it once collected or how long your personal information will be kept for. We will not use your personal information for any other purpose.
This privacy notice primarily sets out what we do with your personal information as controller. Please see below for more information.
If you have any questions about this privacy notice and cookie policy, please contact us at contact@formdr.com.
We have set out below what personal information we collect about you using cookies and how we use your personal information. In addition, we have set out our legal basis to use your personal information as we need to tell you this under data protection law.
What are Cookies?
We collect, store and use personal information via cookies when you visit our website. A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use our website. These help us recognize you and your device and store some information about your preferences or past use of the website.
We use cookies on this website to:
Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.
For further information on cookies generally visit www.aboutcookies.org or http://www.allaboutcookies.org.
The cookies we place on your device fall into the following categories – please see the table below for which are applicable:
The cookies we place on your device are stored for the following duration – please see the table below for which are applicable:
Detailed cookie information
The table below provides more information about the cookies we use and why:
| The Cookies we use | Name | The type of cookie | Session/ Persistent | How long do they last? | What do they do? |
| Stripe | __stripe_mid | Necessary | Persistent | 1 year | Stripe sets this cookie cookie to process payments. |
| Stripe | __stripe_sid | Necessary | Persistent | 30 minutes | Stripe sets this cookie cookie to process payments. |
| Calendly | __cfruid | Necessary | Session | Session | Cloudflare sets this cookie to identify trusted web traffic. |
| Calendly | OptanonConsent | Necessary | Persistent | 1 year | OneTrust sets this cookie to store details about the site’s cookie category and check whether visitors have given or withdrawn consent from the use of each category. |
| Calendly | __cf_bm | Functional | Persistent | 30 minutes | This cookie, set by Cloudflare, is used to support Cloudflare Bot Management. |
| Facebook Pixels | pys_session_limit | Analytics | Persistent | 1 hour | PixelYourSite plugin sets this cookie to manage the analytical services. |
| Facebook Pixels | pys_start_session | Analytics | Session | Session | PixelYourSite plugin sets this cookie to manage the analytical services. |
|
Analytics |
_gcl_au | Analytics | Persistent | 3 months | Provided by Google Tag Manager to experiment advertisement efficiency of websites using their services. |
| Google Analytics | _gid | Analytics | Persistent | 1 day | Installed by Google Analytics, _gid cookie stores information on how visitors use a website, while also creating an analytics report of the website’s performance. Some of the data that are collected include the number of visitors, their source, and the pages they visit anonymously. |
| Google Analytics | _ga_SQPSJJL4L4 | Analytics | Persistent | 2 years | This cookie is installed by Google Analytics. |
| Google Analytics | _ga | Analytics | Persistent | 7 days | The _ga cookie, installed by Google Analytics, calculates visitor, session and campaign data and also keeps track of site usage for the site’s analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognize unique visitors. |
| Facebook Pixels | pys_first_visit | Analytics | Persistent | 7 days | PixelYourSite plugin sets this cookie to manage the analytical services. |
| Facebook Pixels | pysTrafficSource | Analytics | Persistent | 7 days | PixelYourSite plugin sets this cookie to manage the analytical services. |
| Facebook Pixels | pys_landing_page | Analytics | Persistent | 7 days | PixelYourSite plugin sets this cookie to manage analytic services. |
| Facebook Pixels | last_pysTrafficSource | Analytics | Persistent | 7 days | PixelYourSite plugin sets this cookie to manage the analytical services. |
| Facebook Pixels | last_pys_landing_page | Analytics | Persistent | 7 days | PixelYourSite plugin sets this cookie to manage the analytical services. |
| Hotjar | _hjFirstSeen | Analytics | Persistent | 30 minutes | Hotjar sets this cookie to identify a new user’s first session. It stores a true/false value, indicating whether it was the first time Hotjar saw this user. |
| Hotjar | _hjIncludedInSessionSample | Analytics | Persistent | 2 minutes | Hotjar sets this cookie to know whether a user is included in the data sampling defined by the site’s daily session limit. |
| Hotjar | _hjIncludedInPageviewSample | Analytics | Persistent | 2 minutes | Hotjar sets this cookie to know whether a user is included in the data sampling defined by the site’s pageview limit. |
| Hotjar | _hjAbsoluteSessionInProgress | Analytics | Persistent | 30 minutes | Hotjar sets this cookie to detect the first pageview session of a user. This is a True/False flag set by the cookie. |
| Wistia | undefined | Analytics | Persistent | never | Wistia sets this cookie to collect data on visitor interaction with the website’s video-content, to make the website’s video-content more relevant for the visitor. |
| Google Ads | _gat_gtag_UA_102054905_1 | Analytics | Persistent | 1 minute | Set by Google to distinguish users. |
| YouTube | CONSENT | Analytics | Persistent | 2 years | YouTube sets this cookie via embedded youtube-videos and registers anonymous statistical data. |
| Google Analytics | _gat | Performance | Persistent | 1 minute | This cookie is installed by Google Universal Analytics to restrain request rate and thus limit the collection of data on high traffic sites. |
| Bing Ads | _uetsid | Performance | Persistent | 1 day | Bing Ads sets this cookie to engage with a user that has previously visited the website. |
| Bing Ads | _uetvid | Performance | Persistent | 1 year 24 days | Bing Ads sets this cookie to engage with a user that has previously visited the website. |
| Calendly | _calendly_session | Performance | Persistent | 21 days | Calendly, a Meeting Schedulers, sets this cookie to allow the meeting scheduler to function within the website and to add events into the visitor’s calendar. |
| Bing Ads | MUID | Targeting | Persistent | 1 year 24 days | Bing sets this cookie to recognize unique web browsers visiting Microsoft sites. This cookie is used for advertising, site analytics, and other operations. |
| .doubleclick.net | test_cookie | Targeting | Persistent | 15 minutes | The test_cookie is set by doubleclick.net and is used to determine if the user’s browser supports cookies. |
| _fbp | Targeting | Persistent | 7 days | This cookie is set by Facebook to display advertisements when either on Facebook or on a digital platform powered by Facebook advertising, after visiting the website. | |
| Youtube | YSC | Targeting | Session | Session | YSC cookie is set by Youtube and is used to track the views of embedded videos on Youtube pages. |
| Youtube | VISITOR_INFO1_LIVE | Targeting | Persistent | 5 months 27 days | A cookie set by YouTube to measure bandwidth that determines whether the user gets the new or old player interface. |
| Youtube | yt-remote-device-id | Targeting | Persistent | never | YouTube sets this cookie to store the video preferences of the user using embedded YouTube video. |
| Youtube | yt.innertube::requests | Targeting | Persistent | never | This cookie, set by YouTube, registers a unique ID to store data on what videos from YouTube the user has seen. |
| Youtube | yt.innertube::nextId | Targeting | Persistent | never | This cookie, set by YouTube, registers a unique ID to store data on what videos from YouTube the user has seen. |
| Youtube | yt-remote-connected-devices | Targeting | Persistent | never | YouTube sets this cookie to store the video preferences of the user using embedded YouTube video. |
| Hotjar | _hjSessionUser_904206 | Analytical | Persistent | 1 year | Used to persist the Hotjar User ID, unique to that site on the browser. This ensures that behavior in subsequent visits to the same site will be attributed to the same user ID. |
| Hotjar | _hjSession_904206 | Analytical | Persistent | 30 minutes | Ensures subsequent requests in the session window are attributed to the same session. |
| Hotjar | _hjSessionUser_3067079 | Analytical | Persistent | 1 year | Ensures data from subsequent visits to the same site are attributed to the same user ID. |
| Hotjar | _hjSession_3067079 | Analytical | Persistent | 30 minutes |
Holds current session data. Ensures subsequent requests in the session window are attributed to the same session. |
| Stripe | m | Essential | Persistent | 2 years | Aid in fraud detection. For example, the cookies provide data that helps Stripe fraud systems recognize the patterns of fraudulent actors and stop them prior to making the purchase to help protect our business. |
| Zendesk | _zendesk_shared_session | Functional | Session | Session | Authentication cookie |
| Zendesk | _zendesk_session | Functional | Session | Session | Stores account ID, route for internal service calls and the cross-site request forgery token. |
| Youtube | DEVICE_INFO | Analytical | Persistent | 5 months 27 days |
Used to track user’s interaction with embedded content.
|
| Zendesk | _zendesk_authenticated | Functional | Persistent | past | This is a flag set when a user is authenticated to display the most up to date content. |
Please note that we have configured Google Analytics to anonymize the data it processes.
We periodically review the cookies we use and update our cookie table and this website privacy notice and cookie policy accordingly.
Where the table indicates that we use essential cookies, we will use your personal information on the basis that it is in our legitimate interests to do so as essential cookies are necessary for our website to work. Please contact us at contact@formdr.com if you would like further detail about our legitimate interests.
Where we collect information about you from our website using non-essential cookies, we will use your personal information on the basis that you have given us your consent. There is a cookie banner on our homepage which asks for your consent to place cookies on your device.
You can control and/or delete cookies being placed by configuring your browser. For more details, see www.aboutcookies.org or www.allboutcookies.org. You can also delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work or stop working properly.
Links within our website and application to other websites, such as e.g. Calendly and Zendesk, are not covered by this privacy notice and cookie policy. You should review the privacy information on those websites to find out how they may use your personal information.
Third parties that our website links you to may also use cookies, over which we have no control. The third parties may include, for example, advertising networks and providers of external services such as web traffic analysis services. These third party cookies are likely to be analytical or performance cookies or targeting cookies and will each have their own cookie policy in place that can provide you with further information that explains how they will use cookies.
If you are interested in learning more about FormDr and the Services and products we offer and would like to pre-register with us we will collect, store and use the following personal information:
If you (or the organization you work for) decide to create an account with us and we provide the Services to you (or the organization you work for) we will collect, store and use the following personal information:
If you experience any issues with our Services we will collect, store and use the following personal information in addition to the above:
If you (or the organization you work for) are interested in learning more about FormDr and the Services and products we offer and would like to pre-register with us we will use your personal information to:
This will be done on the basis that it is in our legitimate interests to identify you and contact you with further information about our Services and demonstrate our product offerings. We believe that this is a proportionate use of your personal information as it is in accordance with your reasonable expectations, is relevant and appropriate to our relationship with you and we only use your contact details and practice details for matters which relate directly to our relationship with you. We do not use them outside of the business context. Please contact us at contact@formdr.com if you would like further detail about our legitimate interests.
We will also use your personal information to:
We will do so on the basis that you have provided your consent to do so. Should you wish to withdraw your consent you may do so at any time by unsubscribing from our email communications or by contacting us at contact@formdr.com.
If you decide to create an account with us and we provide the Services to you (or the organization you work for) we will use your personal information to:
If we are providing the Services directly to you, we collect, store and use your personal information for the purposes set out above on the legal basis that it is necessary for the performance of a contract with you or in relation to taking steps to put that contract in place.
If we are providing the Services to the organization you work for, it is in our legitimate interests as a business to be able to assist with the conclusion and ongoing performance of a contract with your organization. We have considered our legitimate interests carefully and have balanced our legitimate interests against your rights under data protection law. We consider that this use is proportionate because it is relevant and appropriate to our relationship with you, it is in your reasonable expectations that we would need to use your personal information to contact you in this way and we only use your business contact details for matters which relate directly to our relationship with the organization you work for. Please contact us at contact@formdr.com if you would like further detail about our legitimate interests.
If you experience any issues with our Services we will use your personal information to:
This will be done on the basis that it is in our legitimate interests to identify and fix the issue affecting our Services and to improve them. We believe that this is a proportionate use of your personal information as it is in accordance with your reasonable expectations, is relevant and appropriate to our relationship with you and we only use your contact details, IP address and location for matters which relate directly to our relationship with you. We do not use them outside of the business context. Please contact us at contact@formdr.com if you would like further detail about our legitimate interests.
If you contact us by using the ‘Contact Us’ form on our website or if you send us an email or schedule a consultation or call us we will collect, store and use the following personal information: your full name, your email address, your contact telephone number (if you choose to provide these) and details of your enquiry or issue.
When you contact us we will use your personal information to respond to you and review, consider and deal with any enquiry or issue that you have raised. This will be done on the basis that it is in our legitimate interests to be able to discuss any enquiry or issue that you raise with you. In order to ensure that you receive our best customer service, we will retain previous communications which we have had with you. Please contact us at contact@formdr.com if you would like further detail about our legitimate interests.
Other uses of personal information
Where you have indicated an interest, we may promote products and services of our parent company, Stoic Technology Corporation. If you’re happy to receive marketing about Stoic Technology Corporation products and services we will send you marketing material about them. We will do so on the basis that you have provided your consent to do so. Should you wish to withdraw your consent you may do so at any time by contacting us at contact@formdr.com.
Where you have indicated an interest, we may refer you on an ad hoc basis to one of our trusted third parties who may be able to help you with a service they provide, for example our external website developer. If you’re happy to be referred to one of our trusted third parties regarding a service they provide, we will provide your contact details to them so that they may speak with you further. We will do so on the basis that you have provided your consent to do so. Should you wish to withdraw your consent you may do so at any time by contacting us at contact@formdr.com.
We may collect, store and use your personal information for the purposes of bringing or defending any legal proceedings or meeting any legal or compliance obligations we have. Where we use your personal information for the purposes of meeting any legal or compliance obligations, we will do this on the legal basis that it is necessary for compliance with a legal obligation.
Where we use your personal information for the purpose of bringing or defending legal proceedings our legal basis will be that it is in our legitimate interests. Please contact us at contact@formdr.com if you would like further detail about our legitimate interests.
If you don’t provide the personal information we need when we ask for it, we may not be able to respond to you or enter into a contract with you. For example, if you do not give us your contact details, we will not be able to create an account for you. If you have any concerns about whether you need to provide your personal information, please contact us at contact@formdr.com.
We do not use your personal information to make decisions that will have a significant impact on you based solely on automated decision making (i.e. one without human intervention).
We will only use your personal information for the purposes set out in this privacy notice and cookie policy. We can only change the purposes we use your personal information for, by telling you where we need to use it for another reason and that reason is compatible with those purposes set out in this privacy notice and cookie policy. If we need to use your personal information for any other purpose, we will notify you and we will explain the legal basis which allows us to use your personal information for this other purpose in a similar way to how we have done it in this privacy notice and cookie policy.
We will not keep your personal information for longer than we need it for the purposes we have explained in this privacy notice. We have outlined our retention periods below.
We will only keep the personal information derived from the cookies for the period specified in the table above.
We will keep your other personal information in our active systems for the length of time your account is in existence or as needed to provide the Services to you, whichever is the longer, and for an additional period of 30 days. For example, if you cancel your subscription we will retain your information for a period of 30 days post cancellation before removal from our systems. We may keep your personal information in our backup systems for a period of 3 months.
We will keep previous communications which we have had with you, which may contain your personal information for as long as you are a customer with us.
If a dispute arises between us, we will keep your personal information for the purposes of responding to and dealing with this dispute and this may mean that we keep your personal information for longer than as set out above. Please contact us at contact@formdr.com if you would like any further information about our retention periods.
We will ensure that your personal information is securely deleted after the retention periods stated above have expired.
We may share your personal information with trusted third parties from time to time. We do not sell any personal information to any third party so that they can send you their marketing material.
We have set out below the third parties we may share your personal information with. If we do this, we will put in place a contract with them which controls how your personal information may be used and which requires that your personal information is treated in accordance with data protection laws.
Using HL7 and our open API, a Commercial User on an Elite Plan may choose to integrate our Services with Electronic Medical Records (EMRs) and other medical software to make patient tracking easier, use payment processing providers to collect payment, and use cloud storage to run back-ups of the personal information they collect using FormDr. Where personal information a Commercial User and/or Non-Member End User is shared using these, we will have access to the personal information that is being shared in order to log the request on our systems and ensure that the request can be carried out, however we will only be acting on the instructions of a Commercial User.
We will only disclose such personal information to any third party as is necessary to enable them to carry out the function or purpose for which it is disclosed. If you would like further information on the third parties we may share your personal information with and our legal basis for sharing your personal information with third parties, please contact us at contact@formdr.com.
European Economic Area (“EEA”) countries are all EU Member countries together with Iceland, Liechtenstein and Norway. The United Kingdom (“UK”) is no longer an EEA country but its data protection laws are aligned with those of the EEA countries. At the present time we store your personal information in the UK only.
We will only transfer your personal information outside the UK and EEA where we have a legal basis for doing so and where we require that your personal information is protected to the same standard as it would be protected in the UK and EEA. We will do this by entering into data sharing agreements with the recipients of your personal information based outside the UK and EEA which comply with the EU Commission’s standard clauses or the UK’s international data transfer agreement for the transfer of personal information.
If you would like further details about our transfer of your personal information outside the UK and EEA or details of the safeguards put in place in relation to your personal information please contact us at contact@formdr.com.
We have put in place appropriate security measures to prevent your personal information being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties (see above) who have a business need-to-know.
We have put procedures in place to deal with any suspected data security breach and will notify you, if we have your contact details, and any applicable regulator of a suspected breach where we are legally required to do so.
Our security procedures mean that we may occasionally request proof of identity before we are able to disclose personal information to you.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal information is being used – please refer to the ICO website for further information about this (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO and so, if you are happy to do so, please contact us at contact@formdr.com.
You have a number of other rights over your personal information which are:
If you want to access or correct your personal information, request your personal information to be deleted, object to, or restrict the processing of your personal information or request that we transfer a copy of your personal information to another party, please contact us at contact@formdr.com.
We keep our privacy notice and cookie policy under regular review. Any changes we make to our privacy notice and cookie policy in the future will be posted on our website and if the changes will have an effect on you or the way we use your personal information, we will bring them to your attention by email where appropriate and where we have your contact details. This privacy notice and cookie policy was last updated on March 13, 2023.
If you have any questions about this privacy notice and cookie policy or about the way we use cookies or your personal information, please contact us at contact@formdr.com.
