Validata Privacy Policy

1. Who we are

Validata is a survey platform: you build surveys, share them with respondents, collect answers, and analyze the results, with optional AI assistance.

The service is operated by RedOrange Innovations Inc., a California corporation ("RedOrange," "Validata," "we," "us").

For any privacy question, request, or complaint, email hello@validata.so. Email is our official contact channel for everything in this policy, and it is answered by a human.

2. The short version

• We collect what we need to run the product. We say what that is below.
• Survey answers belong to the person who created the survey, not to us. We store and process them on the survey creator's behalf.
• Card payments are handled by Stripe. Card numbers never touch our servers.
• AI features send your prompts and relevant survey content to AI model providers to generate the output you asked for. We do not use your data to train AI models, and our AI providers are configured and contracted not to train on it either.
• AI prompts and outputs kept for debugging are deleted within 90 days.
• When you delete your account, it is deactivated immediately, any active subscription is cancelled, and everything is permanently erased after a 30-day grace period.
• We do not sell personal data.

3. Two roles: your account vs. survey responses

Under data protection law, we act in two different roles. Your rights route differently depending on which data is involved:

• Your account and billing data: we are the controller. For the data you give us when you sign up and use Validata (name, email, billing, settings, AI chat history), RedOrange decides how and why it is processed, and you exercise your rights directly with us.
• Survey responses: we are the processor. When someone answers a survey built on Validata, the survey creator (our customer) is the controller of that response data. We store and process it only on the creator's instructions, as described in this policy and our Terms of Use. If you answered someone's survey and want your answers accessed, corrected, or deleted, contact the person or organization that ran the survey. They control that data. If you cannot reach them, email hello@validata.so and we will help route your request.

Data processing commitments implementing GDPR Article 28 (processing only on instructions, confidentiality, security, subprocessor flow-down, deletion on termination, assistance with data subject requests) are part of our Terms of Use. Customers who need a standalone, signable Data Processing Agreement can request one at hello@validata.so.

4. What we collect from account holders

Identity and login. Email address, password, display name, and language preference. If you sign up or sign in with Google, we receive your Google account email and name; we never see your Google password.

Two-factor authentication. If you enable 2FA, we store the data needed to operate it and a record of 2FA events.

Verification and reset artifacts. Short-lived email verification codes and one-time password reset tokens.

Workspace and team data. Workspace names, membership, roles, and the email addresses of people you invite.

Billing data. Your plan, subscription status, billing period dates, and Stripe customer and subscription identifiers. See section 8. We never store card numbers.

AI usage data. Your AI token balance and a record of token grants and usage.

AI builder chat. The AI chat you use while building a survey (your messages and the AI's replies) is saved per survey so it survives page reloads. It is deleted with the survey.

Support and security logs. Operational logs and security events (such as logins, failed logins, and password resets).

Developer artifacts. If you create API keys or webhooks, we store the configuration needed to operate them.

Correspondence. If you email hello@validata.so, we keep the correspondence so we can help you and keep a record of the request.

5. What we collect from survey respondents

This is data we process on behalf of the survey creator (see section 3). What is actually collected depends on how the creator configured their survey.

Survey answers. Everything a respondent types or selects, including, where the creator added such questions, contact details and uploaded files.

Draft answers. If autosave is enabled, in-progress answers are saved so a respondent can resume where they left off, including optional resume links that expire.

Technical and environment data. Device type, browser and version, operating system and version, country, timezone, screen resolution, and connection type.

IP address. Collected with a response only when the survey creator has not enabled anonymization. When a creator enables anonymization, the IP address and other identifying technical fields are not stored with responses.

Duplicate-prevention fingerprint. When the creator enables duplicate prevention, we store a one-way fingerprint (not raw identifiers) to detect repeat submissions.

Interaction data. Time spent per question and navigation events (which pages and questions were visited), used for the creator's analytics.

Hidden fields. Survey links can carry creator-declared parameters (for example, a campaign tag) that are captured into the response. Creators declare each field, including whether it contains personal data.

Consent state. Whether the respondent accepted cookies and which categories (see section 6), with a timestamp. Consent can be revoked, and revocation is recorded.

Email invitation tracking. When a creator sends survey invitations by email, we store each recipient's email address, an invitation token, and delivery and engagement timestamps (sent, opened, started, completed).

6. Cookies and similar technologies

In the app (account holders): we use strictly necessary cookies to keep you signed in. They are required for the product to work and are not used for advertising.

On public surveys (respondents): if the creator enables the cookie consent banner, no non-essential tracking runs until the respondent consents. Consent is granular across four categories: necessary (always on, required for the survey to function), functional (for example, saving progress), analytics, and marketing. The respondent's choice is stored in their browser and on the response record, and can be revoked at any time. Public surveys also use browser storage for autosave and, where enabled, duplicate prevention.

No advertising trackers. We do not run third-party advertising or cross-site tracking scripts in the app or on published surveys.

Do Not Track. There is no accepted industry standard for responding to browser "Do Not Track" signals, so the service does not change its behavior when it receives one. We also do not track you across third-party websites, so there is nothing a Do Not Track signal would turn off. For Global Privacy Control signals, see section 16.

7. AI features and your data

Validata has two AI capabilities: AI survey creation (generating and editing surveys through chat) and AI analysis (turning collected responses into an analysis report).

What gets processed. When you use AI creation, your prompt, the chat conversation, the current survey content, and any context you attach are processed by third-party AI model providers to generate the output. When you run AI analysis, your survey's collected responses are processed to produce the report. Respondent answers are processed by AI only when you, the survey creator, run analysis. That is part of the processing you instruct us to perform.

No training. We do not use your prompts, survey content, or respondents' answers to train AI models. We configure and use our AI providers so that your data is not used to train their models either. If we ever wanted to change this, we would have to change this policy first and notify you before the change took effect (see section 20).

Prompt storage for debugging. To debug failures, monitor quality and safety, and prevent abuse of the AI features, we may store AI prompts and AI outputs (including the survey context sent with them). Where we do:

• they are retained for no more than 90 days and then deleted;
• access is restricted to personnel who need it to operate, debug, or secure the service;
• they are never used to train AI models, never sold, and never used to build advertising profiles;
• they are deleted earlier on verified request where we are able to isolate them, subject to security and legal retention needs.

Separately, your builder AI chat history is stored as a product feature so your conversation survives reloads (see section 4). You can clear it by deleting the survey.

AI metering. We record AI usage to operate the token system.

AI output is not advice. AI-generated surveys and analysis can be wrong. Review outputs before relying on them (see the Terms of Use).

8. Payments: Stripe

Paid plans and AI token purchases are processed by Stripe. Your card number and full payment credentials go directly to Stripe and are never stored on Validata's servers. We store only what we need to manage your subscription: Stripe customer and subscription identifiers, your plan, and billing period dates. Stripe processes your payment data under its own privacy policy, available at stripe.com/privacy.

9. Email: how we contact you

We send transactional email (such as verification codes, password resets, and workspace invitations) through a third-party email delivery provider. We do not send marketing email without a separate opt-in, and every marketing email we ever send will have a working unsubscribe link.

Survey creators can also send survey invitation emails through Validata (see section 5). The creator chooses the recipients and content and is responsible for having a lawful basis to email them.

If you fill in the contact or early-access form on our marketing site (validata.so), your submission is stored with our form and workspace providers so we can respond to you. That data is used only to handle your inquiry.

10. Spam and abuse protection

Where a survey creator enables CAPTCHA protection, survey submissions are verified through a third-party bot-protection provider. That provider processes technical signals from the respondent's browser to distinguish humans from bots. We also apply rate limits and duplicate detection (section 5) to protect surveys from abuse.

11. Hosting, file storage, and error tracking

• Hosting: the platform runs with a US-based cloud hosting provider. Our processing happens primarily in the United States.
• File storage: uploaded files (survey images, respondent file uploads) are stored on our hosting infrastructure.
• Error tracking: we use a third-party error monitoring provider to capture application errors so we can fix bugs. Error reports can include technical context about the request that failed.

12. Who we share data with (subprocessors)

We share personal data only with service providers that help us run Validata, under contracts limiting what they may do with it:

We keep this list current. When we add a new category of service provider that handles personal data, we update this policy before that provider processes customer data, and material changes are announced under section 20.

We do not sell personal data and we do not share it with advertisers. We may disclose data if the law requires it, to protect our rights or users' safety, or as part of a merger or acquisition (in which case this policy continues to apply to data collected under it).

13. International data transfers

RedOrange is a US (California) company and our providers process data primarily in the United States. If you use the service from outside the US, including the EU/EEA, UK, or Switzerland, your data is transferred to and processed in the United States and any other countries where our subprocessors operate.

Where personal data of EU/EEA, UK, or Swiss users is transferred to the US, we rely on appropriate safeguards: the EU-US Data Privacy Framework (and its UK and Swiss extensions) where the receiving provider holds an active certification, and Standard Contractual Clauses otherwise. You can ask hello@validata.so which mechanism applies to a specific provider.

14. How long we keep data

• Account data: for as long as your account exists, then the deletion flow below.
• Account deletion: when you delete your account, it is deactivated immediately. You can no longer log in, the email address cannot be re-registered during the grace period, and any active paid subscription is cancelled with Stripe. After a 30-day grace period, the account and, by cascade, its workspaces, surveys, and the responses collected in them are permanently and irreversibly deleted. During the grace period you can email hello@validata.so to restore the account.
• Survey responses: kept until the survey creator deletes them (individually, by survey deletion, or by account deletion). Creators can also enable anonymization so identifying fields are never retained (section 5).
• AI prompts and outputs in debugging storage: no more than 90 days (section 7).
• Builder AI chat: kept with the survey; deleted with the survey.
• Verification codes and reset tokens: expire quickly and are single-use.
• Operational and security logs: up to 12 months.
• Billing and tax records: up to 7 years, as required by tax and accounting law, which can extend past account deletion.

15. Your privacy rights: everyone

Wherever you live, you can ask us to access, correct, delete, or export the personal data we hold about you as controller, and we will honor the request unless the law requires us to keep something (for example, tax records).

• Account holders: exercise these rights via your account settings (deletion and export are self-serve) or by emailing hello@validata.so. We verify requests against your account email and respond within one month.
• Respondents: the survey creator controls your response data; contact them first (section 3). We assist creators in fulfilling these requests and will route your request to them where we can identify the survey.

We will never discriminate against you, in price, features, or service quality, for exercising a privacy right.

16. California residents (CCPA/CPRA and CalOPPA)

This section supplements the rest of the policy for California residents.

Categories of personal information we collect. In the last 12 months we have collected, for the business purposes described in sections 4 to 11:

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We have not done either in the preceding 12 months. We use sensitive personal information only to provide the service (authentication), never to infer characteristics about you.

Your California rights. You have the right to know what we collect and why, to access it, to correct it, to delete it, to data portability, to opt out of sale/sharing (there is nothing to opt out of; we do not sell or share), to limit use of sensitive personal information (we already limit it to authentication), and to non-discrimination for exercising any of these rights.

How to exercise them. Email hello@validata.so or use your in-account settings. We verify requests by matching your account email (and, where needed, a confirmation from that address). An authorized agent may act for you with written permission; we may still verify with you directly. We respond within the timelines the CCPA sets (45 days, extendable once by 45 days with notice).

Global Privacy Control. We do not sell or share personal information, so there is no sale for a GPC signal to opt you out of. Where a GPC signal reaches us from a browser we can associate with you, we treat it as a valid opt-out-of-sale/share request on file.

Shine the Light. We do not disclose personal information to third parties for their own direct marketing purposes, so there is nothing to request under Civil Code §1798.83.

Do Not Track (CalOPPA). Disclosed in section 6: we do not respond to DNT signals and do not track users across third-party sites.

17. EU/EEA, UK, and Swiss users (GDPR)

Lawful bases we rely on (as controller):

• Contract: running your account, providing the features you use, billing.
• Legitimate interests: securing the service, preventing fraud and abuse, debugging (including the AI prompt storage in section 7), and improving the product. We balance these interests against your rights.
• Consent: where we ask for it (for example, non-essential cookies on surveys, or any future marketing email). You can withdraw consent at any time without affecting past processing.
• Legal obligation: tax, accounting, and responding to lawful requests.

Your rights. Access, rectification, erasure, restriction, portability, objection (including to legitimate-interest processing), withdrawal of consent, and the right not to be subject to solely automated decisions with legal effect (we do not make any). Exercise them per section 15; we respond within one month.

For survey responses, the survey creator is the controller and the correct first contact (section 3); we assist as processor.

Transfers to the US are covered in section 13 (Data Privacy Framework where certified, Standard Contractual Clauses otherwise).

Complaints. You can complain to your local supervisory authority at any time. We would appreciate the chance to resolve it first: email hello@validata.so.

18. Security

We protect personal data with commercially reasonable technical and organizational safeguards, including access controls and optional two-factor authentication. Access to personal data is restricted to personnel who need it to operate, support, or secure the service. No system is perfectly secure. If a breach affects your personal data, we will notify you and the relevant authority as the law requires.

19. Children

Validata accounts are for people 16 or older, and we do not knowingly collect children's data for our own purposes. Survey creators who survey minors are responsible, as controllers, for the lawful basis and any required parental consent. See the Terms of Use.

20. Changes to this policy

When we change this policy, we update the effective date at the top. For material changes we notify account holders by email or in-app notice before the change takes effect. Prior versions are available on request at hello@validata.so.

21. Contact

RedOrange Innovations Inc., a California corporation

Email: hello@validata.so

Email is our official channel for privacy requests, legal notices, and everything else in this policy, and it is answered by a human.