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AI Data Policy

Last updated: 23 September 2026

PulseFormCreator has a few AI features, and they all use OpenAI. This page lists what each one sends, what is never sent, where it goes, and who decides.

1. What we send to OpenAI

  • AI form builder. Your description of the form you want, and nothing else: not your account email, your other forms or any responses.
  • AI triage, only on forms whose owner turns it on (Workflows, AI triage). For each new response: the form's title, the owner's triage instructions and tags, a few of the owner's earlier corrections, and the answers, minus everything in section 2. On a saved form, Try it sends the form's latest response (or a made-up one) with the instructions being typed. On a draft form, Try it sends the draft's questions and the instructions being typed, and the response it labels is made up.
  • AI draft replies (Pro), only when the owner asks for a draft on a response or adds one to a workflow: the form's title, the owner's instructions and tone notes, the name they sign with, the triage summary, and the answers, minus everything in section 2. The owner edits and sends the reply themselves; a draft is never sent on its own.
  • "What people are saying" in a form's digest email (Pro), only when the owner turns the digest on: the one-line triage summaries of the period's responses, not the answers.
  • AI themes in Results, only when the owner clicks “Summarize with AI” on a written question: up to 300 of that question's newest answers, each cut to 280 characters, with email addresses, phone numbers and links masked first. Opening Results sends nothing: the themes it shows first are worked out on our own servers. AI themes are labeled as written by AI.
  • Spam screening, only on forms whose owner turned AI triage on: when a response has a written answer that contains a link or is 30 characters or longer, its written answers (short and long text only, at most 8, each cut to 1,200 characters) go to OpenAI for a yes-or-no spam check, links included, since links are what spam looks like.
  • Ask why on polls, only when the poll's owner turns it on for a question: the question and the option the voter picked, so the follow-up question can mention it. The voter's written reply is not sent.

Links, email addresses and phone numbers in what OpenAI writes back (a triage summary, a digest paragraph) are removed before we store or show it. A draft reply keeps only the links, addresses and phone numbers the owner wrote in their own instructions.

2. What we never send to AI providers

For AI triage and draft replies we never send answers to email, phone, name, address or website questions, files people upload (not even the file name), signatures, booked meetings, hidden fields or calculated values. In the other answers, email addresses, phone numbers and links someone typed are replaced with [email], [phone] and [link] before anything is sent; AI themes mask them the same way. The digest paragraph never sees answers at all. Spam screening and AI themes read written answers only, and neither runs on a form in anonymous mode.

Other personal details typed into a written answer (a street address, a health condition) are part of the answer, so choose the questions you ask with that in mind. No AI feature sends your account email, your password or your billing details. Charts and answer counts are worked out on our own servers, without a language model.

3. OpenAI's data handling

We use OpenAI's API, not ChatGPT, and OpenAI processes what we send in the United States. Under OpenAI's API data commitments, data sent through the API is not used to train OpenAI's models. OpenAI may keep it for up to 30 days to monitor for abuse, longer only if the law requires, and then deletes it. See OpenAI's official documentation:

4. Training on your data

We do not use your forms, your responses, or anything the AI writes about them to train any AI model, ours or anyone else's.

5. Opting out of AI features

Form owners decide. Every feature in section 1 is off until the owner turns it on or asks for it: AI triage (and the spam screening that comes with it) and the digest in the form's Workflows, draft replies on each response, AI themes one question at a time in Results, Ask why on each poll question. Nothing else depends on AI: every PulseFormCreator feature works without it, and the Free plan is the same.

If you answered someone's form, its owner decides which of these features run on your answers. Ask them, or contact us if you can't reach them.

6. Privacy guidance

If you turn on AI triage, say so in your form (its description is a good place): your respondents' answers will go to OpenAI.

Don't paste sensitive personal information into AI prompts (PulseFormCreator's or anyone else's). The Office of the Australian Information Commissioner (OAIC) publishes guidance on this, and its Australian Privacy Principles underpin how we handle personal data in Australia.

7. Changes

We will email all account holders and post on this page at least 14 days before any change that materially expands what we send to AI providers. No retroactive opt-in.