Privacy Policy
What we know about you, why, and what you can do about it.
Last updated: 21 October 2026
This policy explains what UiNform knows about you, why, and what you can do about it. We have tried to write it the way we would want it written for us: plainly, and only promising what the app actually does.
Who we are
UiNform helps nonprofit organisations write their project documents, from a concept note to a full proposal and the reports that follow.
UiNform is registered in the Netherlands with the Chamber of Commerce (KvK) under number 95512144. For anything about your privacy, write to privacy@uinform.app.
Two kinds of information, two kinds of responsibility
Your organisation's work. The projects, documents, answers and files your organisation puts into UiNform belong to your organisation. For that work, your organisation decides what goes in and why, and UiNform looks after it on your organisation's behalf, under our Data Processing Agreement. In the law's words, your organisation is the controller and UiNform is the processor.
You, as a person using UiNform. Your name, email address and how you use the app are information UiNform is responsible for itself. This policy is mostly about that.
What we know about you
- Your account: your name, your email address, and the organisations you belong to with your role in each (owner or member). Our sign-in provider also keeps the record of your sign-ins that keeps your account safe.
- What you do in the app: which documents you open and download, and when. We keep this as a security record, so that if something ever went wrong we could say exactly who saw what.
- Your notifications: the messages in the bell, for example that a document is ready, and the emails we send an organisation's owners about its free trial.
- How much writing your documents took: we count the words the AI read and wrote for each document, to understand our costs. We count, we never keep what was written.
- Your organisation's billing: if you look after the plan, the name, address, email and VAT number on its invoices, and which plan it is on. Card details are held by our payment provider, never by us.
- Your messages to us: what you write to support@uinform.app or privacy@uinform.app.
- Error reports: when something breaks, we are told what failed. The words you wrote are removed from a report before it leaves the app.
We do not use advertising, we do not track you across other websites, and we do not sell anything about you to anyone.
Why we use it
- To run the service you signed up for: to sign you in, show you your organisation's work and write your documents. This is the contract between your organisation and us.
- To keep UiNform safe and working: the security record, the error reports and the cost counts. This is our legitimate interest in running a secure, reliable service.
- To answer you when you write to us.
- Because the law asks us to, if it ever does.
Your data never trains AI
Nothing you or your organisation puts into UiNform is used to train any AI model, by us or by anyone we work with. Read more.
When our team looks at a workspace
To understand how UiNform feels to use, and to see what we could design or organise better for you, someone on our small team may sometimes look at an organisation's workspace. When we do:
- we only look. Nothing can be changed, saved, generated or deleted while we are viewing; the app refuses it.
- it ends by itself after one hour at most.
- it is recorded, when it started and when it ended, in the same security record that notes every time a document is opened.
We do this to make UiNform better for the people using it, never to judge your work and never to share it.
Who else handles it
A small number of companies help us run UiNform: storing data, running the app, signing you in, writing documents with AI, taking payments, keeping backups, telling us about errors, our email, and sending our emails to you. What each kind does, and where, is on Where your data lives. Each is bound by a data protection agreement with us. The companies are named on our Sub-processors page once you are signed in, and we send the names to anyone who asks at privacy@uinform.app.
Your data is stored in the European Union. Three of these services work with it in the United States: the AI company that writes your documents, our sign-in provider, and our payment provider. Those transfers are covered by the safeguards the European Union approves: the EU-US Data Privacy Framework or the European Commission's Standard Contractual Clauses.
How long we keep it
| What | How long |
|---|---|
| Your account | Until you delete your login, or your organisation is deleted |
| Your organisation's work | Until your organisation deletes it. A deleted organisation is hidden at once and erased for good 30 days later |
| The security record of who opened what | 1 year |
| Notifications | 90 days |
| A record of the emails we sent you (which one and when, never your address or the words) | As long as your organisation exists |
| An export you prepare ("Download everything") | 7 days, then it is deleted |
| Our backups | 30 days. Something deleted from UiNform leaves our backups within 30 days |
| Cost counts | Kept as our accounts. When you delete your login, your name is taken off them |
| Messages you send us | As long as we need them to help you, and no longer than 2 years |
| Invoices | 7 years, because Dutch tax law requires it |
Your rights
You can ask us to show you what we hold about you, to correct it, to delete it, to hand it to you in a form another system can read, or to stop using it for a purpose you object to. Write to privacy@uinform.app and we will answer within one month.
You can also do much of this yourself:
- Delete your login, from the menu under your name. Your login is deleted and you are signed out. The work you did stays with your organisation, because it is your organisation's.
- Take everything with you. An owner can download every document, every file and all your organisation's data from the Team page.
- Delete your organisation, as an owner, from the Team page. It is hidden at once, can be restored for 30 days, and is then erased.
If your question is about your organisation's work rather than about you, we will usually ask your organisation first, because it is theirs to decide.
If you think we have handled your information wrongly, please tell us first. You also have the right to complain to a data protection authority, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or the one where you live.
Cookies
UiNform uses only the cookies it needs to keep you signed in. Your choice of light or dark appearance is remembered in your own browser. There are no advertising or tracking cookies, so there is nothing to accept. When you pay, you do so on our payment provider's own secure page, which has its own cookie notice.
Security
Your data travels encrypted and is stored encrypted. Each organisation can only ever reach its own work, and the app checks this on every request. Our backups are encrypted with a key only we hold. If something ever went wrong, we would tell the organisations affected without delay, and the authorities within 72 hours, as the law requires.
Changes
If we change this policy in a way that matters, we will tell you in the app before it takes effect.