Privacy Policy

Last updated: January 12th, 2025

Welcome to HintGo! This Privacy Policy outlines how we collect, use, disclose, and protect your personal information when you access and use HintGo's services, including our survey platform (app.hintgo.ai), website (hintgo.ai), blog, communications, and any associated tools and features (collectively referred to as the "Services").

Definitions

Customer. Individuals who sign up for HintGo to create surveys and gather responses from their audience.

Respondent. Individuals who answer surveys created by Customers.

Notice to Respondents

If you are a Respondent to a survey created by one of our Customers, the Customer controls the information collected through the survey, including your responses, any associated metadata, and any identifying information they may have linked to the survey. HintGo does not control how Customers manage or use this information.

For questions about your information or how it is collected and used, contact the Customer who created the survey and invited you to participate. They are responsible for determining the purposes and methods of processing your data.

Acceptance

By accessing or using our Services, you ("Customer" or "Respondent") agree to comply with our Terms and Conditions. You are also required to read and accept this Privacy Policy.

By continuing to access or use our Services, you confirm that you have read, understood, and agreed to be bound by both our Terms and Conditions and this Privacy Policy. If you do not agree, you may not use our Services.

Why HintGo Collects Personal Information

HintGo collects personal information to provide our Services to Customers, manage subscriptions and payments, improve our platform, and share relevant updates about features or promotions. We collect only the minimum information necessary for these purposes. HintGo does not sell or trade personal information and shares data only as outlined in this Privacy Policy.

Information HintGo Collects

Contact Information. We collect Customer's name, email address, and team's information when you sign up for our Services. This information is used to create and manage your account, grant access to our platform, and communicate important updates. You may also receive marketing communications, which you can opt out of at any time.

Billing Information. When you subscribe to HintGo, we collect payment details to process transactions. Credit card information is handled by a PCI-compliant payment processor. HintGo receives a secure token for future payment processing and does not store credit card details.

Log and Device Information. We collect data such as your browser type, device, and network connection to optimize our platform's performance and usability.

Cookies and Tracking. HintGo uses cookies to enhance functionality, including enabling secure login, saving your credentials, analyzing website usage, and offering personalized ads. You can manage cookie preferences through your browser settings. Web beacons are also used to track email open rates and campaign effectiveness.

Data Ownership and Usage

HintGo owns and operates the platform infrastructure used to store and process data. Customers retain full ownership of their survey content, responses, metadata, and all insights derived from their data. HintGo acts solely as a secure custodian of this data, processing it strictly in compliance with applicable privacy regulations and the Customer's instructions.

Sharing Data. To provide and improve our Services, HintGo may share certain data with trusted third parties as described in the Third-Party Integrations section of this agreement.

Do Not Sell Data. HintGo does not sell data to any third party under any circumstances. The privacy and security of Customer and Respondent data are fundamental to our operations.

Model Training. HintGo may occasionally request consent from Customers to use specific content, such as, but not limited to, anonymized survey templates, question structures or others, for purposes like training and improving AI models. This usage is strictly optional, and Customers are under no obligation to grant consent. Declining consent will not impact the functionality or availability of the Services.

Data Protection. HintGo employs robust security measures, including encryption and compliance with data protection regulations such as PIPEDA, to safeguard all data stored on the platform. Customers are prohibited from using the platform to collect sensitive information, such as Protected Health Information (PHI), without prior authorization and appropriate safeguards.

Customer-Generated Data

To improve the HintGo platform and enhance functionality for all users, customer-generated data—such as, but not limited to, survey templates, survey configurations, and survey structures—may be anonymized and made available to other Customers for reuse.

• HintGo will only use data for this purpose with the Customer's explicit consent.
• Shared data will not include any identifiable Customer information, branding, or proprietary content.
• Customers have the option to opt out by adjusting their account preferences or contacting HintGo support.

This practice is designed to create a collaborative library of resources that saves time and improves efficiency across the platform.

Data Enrichment Use

Data enrichment is a feature where additional data is automatically added to responses to make them more insightful and actionable. This feature is categorized into two types:

1. Customer-Led Enrichment. Customers can proactively provide additional information about a respondent or their context, to make their responses more insightful. Customer-led enrichment is entirely the responsibility of the Customer. Customers must ensure that they have obtained the Respondent's consent to collect and share this data. HintGo acts solely as a data processor for Customer-led enrichment and cannot be held accountable for data provided or ingested on behalf of the Customer.
2. HintGo-Led Enrichment. With the consent of both the Customer and the Respondent, HintGo may use respondent-provided answers as well as customer-led enrichment data—such as contact information, demographic details, metadata, and additional context provided—to enrich responses and enhance survey experiences across multiple Customers. This is entirely an opt-in feature and is not active by default.

Rules for HintGo-Led Enrichment. The HintGo-led enrichment feature is a powerful opt-in feature that enhances the usability of responses while ensuring privacy and compliance. HintGo will not share Respondent data with other Customers unless explicit consent has been granted by the Customer and the Respondents. Customers and the Respondents can manage their preferences for data enrichment and sharing via HintGo's settings or by contacting support.

Enrichment Usage Restrictions. Customers may only use enriched data to facilitate surveys or for purposes explicitly permitted under HintGo's policies. The enrichment feature is designed to:

• Streamline Survey Interactions: Reduce repetitive tasks for Respondents, saving them time and making it easier to complete surveys quickly and efficiently.
• Improve Response Quality: Add valuable context to responses, helping Customers gain more meaningful and actionable insights from the data.
• Enhance User Experience: Create personalized and relevant surveys, providing Respondents with a smoother and more engaging experience.

Enriched data cannot be exported outside of HintGo and may not be used for unauthorized purposes, including marketing or unrelated data processing.

Third-Party Integrations

HintGo integrates with select third-party services to enhance platform functionality and ensure seamless operations. These integrations include, but are not limited to:

• Website Builders to promote our services.
• Hosting Platforms that provide secure and reliable infrastructure for storing and processing data.
• Domain Providers to make our service available and support the integration of custom domains for survey sharing.
• Email Services to communicate with Customer and Respondents.
• Analytics Platforms to track and optimize our services performance.
• Payment Processor to capture payment information and process payments.
• AI Providers to improve platform features using advanced artificial intelligence capabilities.

Any data shared with third-party integrations is handled securely, in compliance with applicable privacy regulations, and under strict confidentiality agreements. These measures ensure that your data remains secure and is used solely to deliver and improve the platform's services.

Although we regularly review these terms and carefully select integrations to uphold the highest standards of reliability and data protection, HintGo is not responsible for the functionality, availability, or changes to the terms of these external services.

Respondents Data

Respondent Data Collection. Customers use HintGo to create surveys and collect Respondent data, which may include survey responses, metadata, and any identifying information linked by the Customer. Respondents remain anonymous by default unless explicitly identified through the data they provide or metadata added by the Customer (Customer-Led Enrichment).

Customer's Role. Customers control Respondent data and determine:

• What data to collect;
• How the data will be used;
• Who has access to the data;
• How long the data is stored; and
• When and how the data is deleted.

Customers are solely responsible for compliance with privacy laws and for establishing the legal basis for processing Respondent data.

HintGo's Role. HintGo acts as a service provider and data custodian, storing Respondent data securely and providing access to Customers through our platform. HintGo does not control Respondent data and only accesses it under the Customer's instructions or when necessary to address technical issues, support requests, or legal requirements.

Session Tracking. HintGo tracks Respondent sessions for a limited period (typically a few hours) to improve the survey experience. During this time, Respondents can return to incomplete surveys or review prior responses. Once a session expires, the survey must be restarted. This process ensures a smooth experience while maintaining data integrity.

Data Transfers Outside of Quebec

HintGo is based in Quebec, Canada, and complies with applicable privacy laws, including the Act Respecting the Protection of Personal Information in the Private Sector (Quebec Privacy Law). Please note that data collected through HintGo's platform may be transferred to and processed in jurisdictions outside of Quebec, including other provinces in Canada or internationally, to facilitate our Services.

When transferring data outside of Quebec, HintGo ensures that appropriate legal and technical safeguards, such as compliance with international privacy standards, contractual agreements, and secure data encryption, are in place to protect your personal information.

Data Requests

Customer Data Deletion. Customers can request the deletion of their data by contacting HintGo support. Upon termination, all Customer data will be permanently deleted, and the process is irreversible. This process may take some time to complete.

Respondent Data Requests. Respondents with questions or requests regarding their data must contact the organization that sent them the survey. HintGo does not have direct control over Respondent data collected by Customers. Any concerns or requests regarding data usage or deletion should be directed to the survey creator.

Changes to Terms

HintGo reserves the right to modify or update this policy at any time. Customers will be notified of significant changes through email or within the platform. Changes will take effect immediately upon posting unless otherwise specified.

By continuing to access or use the Services after changes are implemented, you agree to be bound by the revised Terms. If you do not agree with the updated Terms, you must stop using the Services and may terminate your account by contacting HintGo support. We encourage you to review these Terms periodically to stay informed of any updates.

Contact Us

For questions about these Terms or our Services, please contact us at: info@hintgo.ai.