Privacy Policy

Last updated: Nov 05, 2025

This Privacy Policy explains how Diaform, operated by Accelerated Ideas OÜ (“we”, “us”, or “our”), collects, uses, and safeguards personal information when you visit our websites, use the Diaform platform, or otherwise engage with us. It also outlines the rights and choices available to individuals whose data we process.

1. Who We Are

Diaform is an AI-enabled feedback and customer research platform provided by Accelerated Ideas OÜ. We help teams design conversational questionnaires, collect responses, and surface insights with the assistance of large language models.

2. Scope

This policy applies to all personal data we process about:

Visitors to our marketing websites and public landing pages.
Registered workspace owners, collaborators, and other users of the Diaform application.
End respondents who interact with a Diaform-powered interview or feedback flow.
Individuals who contact us for support, sales, or partnership inquiries.

3. Information We Collect

Account and profile details

When you create or manage an account we collect identifiers such as your name, email address, password, organization details, and any information you choose to add to your profile.

Workspace configuration

We store prompts, questions, integration settings, and other content you configure for your agents, including any context you provide for the AI interviewer.

Interview and response data

When respondents interact with an interview, we collect the messages exchanged, transcripts, audio (if voice capture is enabled), completion status, and metadata such as time spent and conversation identifiers.

Usage and device information

We automatically collect log data including IP address, device and browser characteristics, referring/exit pages, timestamps, and event data to help us secure the service and understand product performance.

Payment and billing information

If you purchase a paid plan, our payment processor collects billing details such as name, organization name, billing address, VAT or tax ID, and payment method. Diaform only receives limited information necessary to confirm your payment status and administer your subscription.

Communications and support

We keep records of your communications with our team, including support tickets, chat messages, feedback, or survey responses.

Third-party sources

We may receive information from service providers, partners, or publicly available sources to verify eligibility, prevent fraud, or enrich business contact data.

4. How We Use Personal Information

Provide, maintain, and improve the Diaform platform.
Authenticate users, administer workspaces, and deliver requested functionality.
Power conversational experiences, generate summaries, and analyse transcripts using large language models.
Process payments, manage subscriptions, and send service-related communications.
Monitor usage, diagnose issues, and protect the security and integrity of our systems.
Provide customer support, respond to inquiries, and address technical or compliance matters.
Conduct research and product development to enhance interview quality and analytics features.
Send product updates, onboarding resources, and marketing communications where permitted by law. You can opt out of marketing emails at any time.
Comply with legal obligations and enforce our agreements or policies.

5. Legal Bases for Processing

Where the EU General Data Protection Regulation (“GDPR”) or the UK GDPR applies, we rely on the following legal bases:

Performance of a contract to provide the services you request.
Legitimate interests such as securing our platform, improving user experience, and communicating with existing customers.
Consent for optional features (e.g., marketing emails, recording voice input) where required.
Legal obligations for maintaining records, complying with tax, accounting, and regulatory requirements.

6. Sharing and Disclosure

We do not sell personal data. We share information with:

Service providers that host infrastructure, manage databases (e.g., Supabase), provide analytics, deliver transactional emails, or support product functionality (e.g., Vercel).
AI model providers to generate interview prompts, follow-up questions, and summaries (e.g., Anthropic’s Claude models). We restrict the data shared to what is necessary for each request and follow provider terms.
Payment processors to complete transactions and handle billing (e.g., Stripe or similar providers).
Integrations authorized by you, such as connections to product analytics or collaboration tools that you enable from within Diaform.
Professional advisors and auditors to obtain legal, financial, or compliance guidance.
Authorities when required to comply with law, enforce agreements, or protect rights, property, or safety.
Business transfers in connection with a merger, financing, acquisition, or dissolution. We will notify you of any material change in ownership or processing.

7. International Data Transfers

Diaform operates globally. Your information may be stored or processed in the European Economic Area, the United States, or other countries where our service providers are located. When we transfer personal data outside the EEA or UK, we rely on adequacy decisions or implement appropriate safeguards such as Standard Contractual Clauses and supplementary security measures.

8. Data Retention

We keep personal information for as long as necessary to fulfil the purposes described in this policy, including providing the service, complying with legal obligations, and resolving disputes. Workspace owners can delete interviews, transcripts, or whole workspaces; deleted items are removed from active systems within a reasonable timeframe and from backups according to our retention schedules.

9. Security

We implement administrative, technical, and organizational measures designed to protect personal data, including encryption in transit, role-based access controls, monitoring, and regular review of service provider practices. No system is entirely secure, so we encourage workspace owners to adopt their own security best practices, including strong passwords and limiting access to authorized personnel.

10. Your Rights and Choices

Depending on your location, you may have rights to:

Access, correct, or delete personal data we hold about you.
Object to or request restriction of certain processing activities.
Port personal data to another service provider where technically feasible.
Withdraw consent where processing is based on consent without affecting prior lawful processing.
Opt out of marketing communications using the “unsubscribe” link or by contacting us.
Lodge a complaint with your local data protection authority if you believe your rights have been infringed.

Workspace owners who act as “controllers” under applicable law are responsible for handling privacy requests from their respondents. We will support workspace owners in fulfilling those obligations when technically possible.

11. AI and Automated Processing

Diaform uses large language models to facilitate interviews, draft follow-up questions, and generate summaries. We send only the conversational context required to complete each task to our AI providers. Responses are reviewed by humans when necessary to troubleshoot issues, improve model performance, or comply with legal obligations. We do not use respondent transcripts to train foundation models, and we implement safeguards to prevent unintended disclosures.

12. Children’s Privacy

Diaform is not directed to children under 16 and we do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us so we can take appropriate steps to remove it.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect product enhancements, legal requirements, or operational changes. Material updates will be indicated by changing the “Last updated” date and, where appropriate, we will provide additional notice. Your continued use of Diaform after an update constitutes acceptance of the revised policy.

14. Contact Us

Accelerated Ideas OÜ (operating as Diaform) remains responsible for the personal data described in this policy. If you have questions, requests, or concerns, please contact us at hello@diaform.io. You may also write to us at Accelerated Ideas OÜ, Tallinn, Estonia.