Privacy Policy
Last updated October 3, 2026
FormPilot (“we”, “us”) is an online tool for filling in and printing California DMV forms. This policy explains what we collect, why, who can see it, and the choices you have. Contact: support email coming soon.
What we collect
- Your account: your email address and sign-in details. Passwords are handled by our sign-in provider and never stored in readable form. If you use Google sign-in, we receive your email address and name from Google.
- Your company profile: company name, dealer or DL/ID number, mailing address and phone number, used to pre-fill your side of a form.
- Forms you fill in: vehicle details and the names, addresses, license or ID numbers, dates, prices and odometer readings you enter for a deal. You decide what you enter and save.
- Printing records: when you print a deal we record the date, the form and side, and a scrambled fingerprint of the vehicle so reprints of the same deal stay free. We do not store the VIN itself in these records.
- Free-trial protection: to keep the free printed forms fair, we store scrambled fingerprints (one-way hashes) of your normalized email address, a random ID kept in your browser, and your network address. These cannot be turned back into the original values.
- Plan and requests: your plan, its dates, and any upgrade or form requests you send us, including a promo code if you use one.
- Technical data: our hosting providers keep standard server logs (such as IP address and time of request) for security and reliability. Our traffic statistics use cookie-less analytics.
Phone scanning
When you use “Fill from phone”, barcodes — a VIN sticker or the back of a license — are read on your phone. Photos of a title, a registration card or the front of a license are sent through our server to an AI reading service (Ollama Cloud), which reads the printed values and does not keep the photo or use it for training. We never store these photos. Only the values you check and send reach your form. Extra details, such as date of birth, height and eye color, are not read or are discarded. To confirm a scanned VIN, our server sends the VIN (and nothing else) to the U.S. National Highway Traffic Safety Administration’s free public VIN decoder, which tells us whether it belongs to a real vehicle and its make, model and year.
How we use it
- To run the service: sign you in, fill and save your forms, print them, and keep your settings.
- To count printed forms against your free allowance or plan, and to prevent abuse of the free trial.
- To keep the service secure, including automatic sign-out and one signed-in device per account.
- To answer your requests and provide support.
We do not sell your personal information and we do not share it for advertising.
Who can see your information
- You. Your saved forms are private to your account.
- FormPilot administrators can see account emails, company profiles, plans, printing counts and requests to run the service. They cannot open your saved forms.
- Service providers who host and operate FormPilot for us: Supabase (database and sign-in), Vercel (hosting), Cloudflare (domain and cookie-less analytics), Ollama (AI reading of scanned documents), and an email delivery provider for sign-up and password emails. They process data only to provide their service to us.
- Authorities, only when the law requires it.
Information about other people
Forms often contain a buyer’s or seller’s personal information. Only enter information you are allowed to use for the transaction. We process it on your behalf to fill in and print your forms.
How long we keep it
- Account, company profile and saved forms: while your account exists. When you delete your account (Account page), they are deleted right away.
- Free-trial fingerprints and printing counts: kept in scrambled form after an account is deleted, so a new account can’t restart the free trial.
- Backups: kept for up to 7 days, then removed automatically.
Your choices and rights
You can view and update your company profile, delete saved forms, change your email, download a copy of your data (Account → Download my data), and delete your account at any time. California residents may request access to, correction of, or deletion of their personal information; we will not treat you differently for making a request. To make a request, contact us (support email coming soon).
Cookies and browser storage
We use cookies that are needed to keep you signed in and secure, plus one random browser ID used for free-trial protection. The form keeps your unsaved work in your browser tab until you save or sign out. We do not use advertising cookies.
Security
Data is encrypted in transit, each account can only reach its own forms, sign-in sessions end automatically after a period without activity, and administrators can only reach what they need to run the service — never your saved forms.
Children
FormPilot is for people 18 and older. We do not knowingly collect information from children.
Changes
If we change this policy we will update the date above, and for important changes we will tell you in the app. See also our Terms of Service.