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Privacy policy and cookies

This page explains what information is processed when you use the self-assessment and the AI assistant, which services are involved, and what cookies (if any) are used.

Privacy policy

The service is designed to work without user accounts. You control what you type into the form and what you share with the AI assistant. Avoid entering sensitive personal data unless it is necessary for your assessment.

Terms of use

By using this service, you agree to use it responsibly. The service is provided as a beta, and the AI assistant may make mistakes.

  • Use the service lawfully and do not attempt to disrupt, overload, or misuse it.
  • Do not enter sensitive personal data unless it is necessary for your self-assessment.
  • AI output is guidance only and is not legal advice. You are responsible for how you use the results.
  • The service is provided “as is”, may change over time, and may be rate-limited for abuse prevention.

Data we process

  • Form answers and free-text you enter during the self-assessment.
  • Chat messages you send to the AI assistant (including tool interactions like field highlighting and suggestions).
  • Files or images you upload to help the assistant answer questions or suggest form entries.
  • Analytics events about how the form is used (for example, step changes and interactions).
  • If you submit feedback via a feedback form, we process the information you include (such as comments and optional contact details).
  • Technical data needed to run and protect the service, such as IP address (used for rate limiting) and user-agent.
  • Operational logs and performance traces (OpenTelemetry). Traces are only exported if an OTLP exporter endpoint is configured.

Third-party services

Depending on configuration, the AI assistant and semantic search may use external providers. When you ask the assistant a question or upload content, the content you provide may be sent to these services to generate an answer.

  • AI provider: Mistral processes chat messages and relevant form context.
  • Embeddings provider: Mistral is used to create embeddings for knowledge-base search.
  • Knowledge base: ChromaDB is used for retrieval of relevant documents (RAG).
  • Voice mode: if enabled, LiveKit and ElevenLabs are used for real-time voice sessions.
  • Abuse prevention: if enabled, Valkey is used to store rate-limiting counters keyed by IP address.
  • Analytics: Matomo is used to collect usage statistics for form events (configuration may be cookie-based or cookieless).

Cookies

FormSurf does not set cookies to remember your language (the locale is part of the URL) and does not use marketing cookies. Analytics may be collected with Matomo; depending on configuration, Matomo may use first-party cookies or run without cookies. Some hosting platforms may also set strictly necessary cookies for security or delivery.

Retention

Chat responses are streamed and the application does not store a persistent chat history in a database by default. Form submissions are validated server-side; during beta, submitted data may be logged for debugging depending on the deployment.