Privacy Policy

1.Who holds what

Formist is used by organisations to prepare sustainability and regulatory compliance work: carbon, product footprints and filings such as CBAM, CSRD/ESRS and the GHG Protocol. That gives the information here two different origins, and they are governed differently.

Information about you as a user

Your account holds your name, your email address and the sign-in methods you have registered, because you have a Formist account. We decide what is held and why, and this policy is the description of that.

Information your organisation puts into Formist

Everything inside a space, including uploaded documents, the compliance records an organisation builds (companies, products, processes, installations, shipments, fuels), chat history, and files synchronised from a connected SharePoint, OneDrive or Outlook account, belongs to the organisation whose space it is. They decide what goes in, who may see it and when it is removed. We hold and process it on their behalf and under their instructions, and we do not use it to train any model.

If your details appear in someone else's Formist space, because your organisation is a contact, a counterparty or a stakeholder recorded there, that organisation is the one to approach first. We will help them respond, and you can also contact us directly using the details at the end.

2.This website

You can read every page of this website without giving us anything. There is one form, and a small number of things the page loads from elsewhere.

The enquiry form

If you submit an enquiry we receive the fields you filled in: your first and last name, email address, phone number, company, position, the type of enquiry, optionally how you heard about us, and whatever you wrote in the message box. We also receive the language you were browsing in, so the confirmation email comes back in that language.

That enquiry is sent to us by email and a confirmation is sent to you. It is not written into the Formist application or into any customer space. We use it to answer you and to keep track of the conversation that follows.

Your IP address

Submitting the form uses your IP address twice: to count submissions so the form cannot be flooded, and as part of the anti-bot check described below. The submission counter holds your IP address for one hour and then discards it. We do not otherwise log your IP address against your identity.

What the page loads from other companies

These requests on this site go somewhere that is not us, and each one lets that company see your IP address and browser details, because that is how an HTTP request works:

• Cloudflare Turnstile: the anti-bot widget on the enquiry form. Loaded on any page carrying the form; when you submit, we also send your IP address to Cloudflare so it can validate the challenge.
• Google Fonts: only if you switch the site to Arabic. The Arabic typeface is fetched from Google at that moment. No other language triggers it.

Cookies and analytics

This website sets no analytics or advertising cookies and runs no third-party analytics or session-recording script. The only thing stored in your browser is your language and theme preference, kept so the site does not forget them between visits. The application at app.formist.ai sets one further cookie, described in the next section.

3.Your Formist account

A Formist account holds:

• your email address, your name, and a profile picture if you set one;
• the country you selected, and, if you answered them during onboarding, your organisation size, sector, and how you heard about Formist;
• the sign-in methods you have registered.

There is no password. You sign in with your Microsoft work account, with a Google account, with a Lark or Feishu account, with a passkey, or with a six-digit code sent to your email address.

Signing in with Microsoft, Google, or Lark/Feishu means that provider confirms your identity to us and passes us your email address and name. For Microsoft we also store the identifiers it gives us for your account and tenant, and, where you have granted it, an encrypted token that lets Formist read the Microsoft 365 data you authorised. If you use a passkey we store only its public key, which cannot be used to sign in as you; the private key never leaves your device.

Being signed in sets one cookie on the application, which identifies your session and expires after seven days. It is strictly necessary for the application to work and is not used for tracking.

If you send feedback from inside the application, we receive your message together with the page you were on, your browser and window size, and a screenshot if you chose to attach one.

4.What a space holds

A space is where an organisation does its sustainability and compliance work. Depending on what they use, it may contain:

• Documents: uploaded files, and files synchronised from a connected SharePoint or OneDrive. We store the file itself, its name, size and type, who uploaded it, and a text version extracted so the file can be searched and read by the assistant.
• Compliance records: the structured entities an organisation tracks for its filings, such as companies, products, processes, installations, shipments and fuels, and the data fields attached to each.
• Contacts: people an organisation records against this work, such as a counterparty or a stakeholder, including their name, email, organisation, role and any notes added.
• Conversations: the messages exchanged with the Formist assistant, and the record of proposed changes the assistant made to records on the space's behalf, for a person to approve or reject.
• Mail and calendar: where a Microsoft 365 account is connected, the subject, sender, recipients, body and time of synchronised messages, and the details of synchronised calendar events.
• A change history: an entry for each change made to a record, showing who or what made it, when, and the values before and after.

We also record, for each request the assistant makes to an AI model, which model was used, how many tokens it consumed and what it cost. That record contains a one-way fingerprint of the request rather than its text: the contents of your documents and conversations are deliberately kept out of it.

5.How the AI works

Formist is built around an assistant that reads what is in a space, including documents, compliance records, connected data sources and earlier messages, and helps you collect, structure and report the data behind your filings. Answering a question or filling a field therefore means sending relevant material to a large language model.

Two commitments about that:

• Your content is not used to train models. It is sent to obtain an answer and for no other purpose.
• It goes only to the model providers named under sub-processors below, under the terms we have with them.

AI output can be wrong. Formist writes drafts, summaries and suggested changes to your records; it does not verify them, and neither the assistant nor this policy makes them accurate. Changes the assistant proposes to your records are proposals, not changes: a person reviews and approves them. Anything that matters for a filing should be checked by a person before it is relied on.

6.Who else is involved

Running Formist means other companies handle some of this data on our behalf. We use them for the purposes below and nothing else, and we do not sell personal information to anyone.

Always involved

• Microsoft Azure: hosting. Our servers, databases, file storage and secrets all run on Azure. Effectively everything Formist holds is stored there.
• Azure AI Foundry: the AI models behind the assistant and behind document summarisation. Document text, compliance-record data and conversation content are sent here to produce an answer.
• Azure Communication Services: the email we send, including sign-in codes, space invitations, reminders, comment notifications, and the replies to enquiries from this website. It receives the recipient address and the message.

Involved when you use the relevant feature

• Microsoft 365: if you connect it. Formist reads the files, mail and calendar you authorised, and can send email on your behalf from the address you connected.
• Google: if you sign in with a Google account, Google confirms your identity and passes us your email address and name. Separately, the Arabic typeface used when you switch this site or the application to Arabic is fetched from Google Fonts, which lets Google see the request.
• Lark / Feishu: if you sign in with a Lark or Feishu account, or if your space connects a Lark or Feishu workspace to read messages or group content you authorised. Formist's integration runs on Feishu, the mainland-China cloud of this product.
• Anthropic, OpenAI, or another AI provider: only if you choose it. The assistant's own models all run on Azure AI Foundry; Formist holds no account of its own with these providers. One of them sees your content only if someone in your space configures their own API key with that provider as the space's AI connection, or connects their own AI client (such as Claude, ChatGPT, Cursor or Manus) to Formist through our integration endpoint. In both cases, that space's conversations run on your account, not ours.
• Cloudflare: the anti-bot check on this website's enquiry form. It receives your IP address and the challenge token.
• Stripe: where you pay for Formist. Card details go from your browser to Stripe directly and never reach our servers; we send them the space name and its internal identifier so a payment can be matched to an account.
• Connectors you authorise: Dropbox, Fireflies.ai, OpenLCA, PACT and similar services, each connected with your own credentials and reading only what you granted. Turning one on is a decision your space makes, not one we make for you.

This list changes as the product does. When we add a sub-processor that handles personal information, this section is updated and the date at the top changes with it.

7.Where your data is kept

Formist runs in a single region today. Unlike some of our other products, there is no regional choice to make: every space, and every account, is held in the same place, on Microsoft Azure.

Our infrastructure and the AI providers we use are described under sub-processors above. Some of them operate across borders, so where cross-border transfer matters to you, read that section together with this one.

8.How long we keep it, and how to remove it

We do not delete space content on a timer. What an organisation puts into Formist stays there until someone removes it, or until the space itself is deleted. That is deliberate, since a compliance record is often needed years later for an audit or a future filing, but it means deletion is something you do, not something that happens.

A few things do expire on their own:

• your sign-in session, after seven days;
• an upload you started and abandoned, together with the partial file, after twenty-four hours;
• the counter behind the enquiry form's rate limit, one hour after your first submission in a window.

Deleting a single item

Deleting a document, a record or a message removes it rather than hiding it, and deleting an uploaded file also deletes the stored file and the text extracted from it. Comments are the one exception: deleting a comment hides it, and the text remains in the database until the space is deleted.

Deleting a space

A space owner can delete the whole space. That removes its records across every table and deletes its stored files. It cannot be undone and we cannot restore it for you, so export first.

Deleting your account

You can delete your own account from within the application. Doing so removes your user record, your registered passkeys, the link to your Microsoft account and any stored Microsoft token, your feedback, and your personal settings.

Content you contributed to a space shared with other people is not deleted, because it is theirs as much as yours. Files you uploaded, records you created, comments you wrote and shared chats stay in the space, with your name detached from them. Spaces you alone owned and alone belonged to are deleted with the account.

Two situations block deletion until they are resolved: being the sole owner of a space that still has other members (transfer ownership first), and being the last administrator of the platform. In both cases we tell you which one it is.

Exporting

Any member of a space can export it as a structured file, with credentials and tokens removed. Use it before deleting anything you may want back.

Backups

Our databases are backed up, and a deleted record can persist in those backups for a period after it has gone from the live service. Backups are encrypted, are used only to restore the service after a failure, and roll off on their own schedule.

9.Your rights

Depending on where you live, you may have the right to ask what personal information we hold about you, to have it corrected, to have it deleted, to receive a copy in a portable form, and to object to or restrict some uses of it. Where we rely on your consent, you can withdraw it.

For your account, the application itself is the fastest route: your profile is editable, your spaces are exportable and your account is deletable, all without asking us.

For information held inside an organisation's space, that organisation decides. Ask them first; if you cannot reach them, or you do not know which organisation holds your details, contact us and we will identify them and pass the request on.

Exercising a right costs nothing and we will not treat you differently for it. If we cannot do what you ask we will say why. You may also complain to the data protection authority where you live.

10.Security

What we actually do:

• Traffic between you and Formist is encrypted in transit, and stored data is encrypted at rest by our cloud provider.
• There are no passwords to steal: sign-in is through your Microsoft, Google or Lark/Feishu account, or a passkey, and a passkey's private key never leaves your device.
• The token that lets Formist read your Microsoft 365 data is encrypted before it is stored, and is never shown back to anyone.
• Access to a space is enforced on the server for every request rather than in the interface.
• Changes to records are written to a change history showing who made them and what they were before.
• Our own administrative actions are logged separately.

We hold no security certification and this policy claims none. No service is perfectly secure, and we cannot guarantee that yours will never be compromised.

If a breach affects your personal information we will act on it and notify those who need to be notified as the applicable law requires.

11.Children

Formist is a business product and is not intended for children. We do not knowingly collect information from a child. If you believe a child's information has reached us, tell us and we will remove it.

12.Changes to this policy

We update this policy when what we do changes. The date at the top says when it last changed. Where a change materially affects how we handle your personal information, we will give notice, by email or in the application, rather than relying on you to re-read the page.

13.Contact us

Questions about this policy, or a request about your personal information, go to WeCarbon Technology Ltd, info@we-carbon.com, 3F DIFC Innovation One, Dubai, UAE. You can also use the enquiry form on this site.