Who we are

Replace the “Our website address is: forms.co.tz” block with:

Oasis Forms is operated by Oasis Technologies (“we”, “us”, “our”).

This Privacy Policy explains how we handle personal data when you:

  1. Visit forms.co.tz (marketing pages, help, legal pages), or
  2. Use Oasis Forms as an administrator (account, workspace, forms, settings), or
  3. Submit information through a public form published by an organization using Oasis Forms.

Important: Organizations that publish forms on Oasis Forms (schools, NGOs, businesses, etc.) usually act as data controllers for respondent data. Oasis Technologies typically acts as a processor for that submission data, processing it on the controller’s instructions to run the Platform. Controllers are responsible for their own privacy notices on their forms and for lawful collection.

What personal data we collect

A. Website visitors (forms.co.tz marketing / help)

We may collect:

  • Technical data: IP address, browser type, device information, pages viewed, referring URL, date/time.
  • Cookies and similar technologies: as described in the Cookies section below (and any cookie banner you use).
  • Contact data: if you email us or use a contact form (name, email, message content).

B. Account holders and workspace administrators

When you register or use the admin area, we may collect:

  • Identity and contact: name, email, phone (if provided), organization name.
  • Account credentials: username/email and hashed password (we do not store plain-text passwords).
  • Workspace and configuration: workspace name/slug, branding settings, form definitions, notification settings, payment method configuration (not full card numbers—see payments below).
  • Usage and security logs: sign-in activity, IP address, actions needed to secure and operate the service.

C. People who submit public forms (“respondents”)

When someone completes a form, we process data entered in the form (for example name, email, phone, ID numbers, addresses, files, payment-related references) as directed by the organization that published the form. That organization decides which fields are required and why they collect them.

We also may collect technical data related to submission (IP address, timestamp, browser/user-agent) for security, fraud prevention, and service operation.

D. Payments

If a form includes checkout, payment processing is generally handled by third-party payment providers (for example gateways you connect such as Snippe). We may receive transaction metadata (amount, status, reference IDs, payer contact fields you choose to collect) but we do not store full card numbers on Oasis Forms.

E. Email and SMS

If enabled for a workspace, we process:

  • Email addresses and message content for notifications you configure.
  • Phone numbers and SMS content for alerts or broadcasts; SMS may use prepaid credits and third-party delivery providers.

Delivery success/failure and related logs may be retained for billing and troubleshooting.

How we use personal data

We use personal data to:

  • Provide and operate Oasis Forms (host forms, store submissions, admin access, exports, receipts where configured).
  • Authenticate users and secure the Platform (access control, abuse prevention, rate limiting).
  • Process payments through integrated providers when checkout is enabled.
  • Send communications you configure (email/SMS confirmations, alerts, bulk messages where allowed).
  • Support users and respond to inquiries.
  • Improve reliability and features (analytics on aggregated or logged usage, debugging).
  • Comply with law and enforce our Terms and Conditions.

We do not sell personal data as a business model. Marketing use of respondent data is the organization’s responsibility unless we explicitly state otherwise in a separate agreement.

Legal bases (where applicable)

Depending on your location and role, processing may rely on:

  • Contract — to provide Oasis Forms to account holders.
  • Legitimate interests — security, fraud prevention, service improvement (balanced against rights).
  • Consent — where required (e.g. certain cookies, optional marketing on the website).
  • Legal obligation — when we must retain or disclose data by law.

Controllers using Oasis Forms must establish their own legal basis for collecting respondent data.

Who we share data with

We may share personal data with:

  • Hosting and infrastructure providers that run forms.co.tz and the application.
  • Payment processors (e.g. Snippe or others you enable) to complete transactions.
  • Email and SMS delivery providers to send messages you configure.
  • Professional advisers (lawyers, accountants) under confidentiality.
  • Authorities when required by law or to protect rights and safety.

We require service providers to handle data only for providing their services to us, subject to contracts where appropriate.

International transfers: If providers process data outside Tanzania, we take steps required by applicable law (your lawyer can specify safeguards).

How long we keep data

Retention depends on the type of data and workspace settings:

  • Account data: while the account is active and for a reasonable period after closure (unless law requires longer retention).
  • Submissions: retained according to the controller’s needs and our operational backups; controllers should export or delete data they no longer need.
  • Logs and security records: typically shorter periods unless needed for investigations.
  • Billing/SMS credit records: as needed for accounting and disputes.

Controllers are responsible for telling respondents how long they keep form answers and for deletion requests directed to them.

Security

We implement technical and organizational measures appropriate to the risk (access controls, encryption in transit where supported, workspace isolation, monitoring). No system is 100% secure; report suspected issues to [security@forms.co.tz or your support email].

Your rights

Rights depend on applicable law (including Tanzania’s data protection framework). You may have rights to access, correct, delete, restrict, or object to certain processing, and to complain to a supervisory authority.

  • Administrators: contact us at [privacy@forms.co.tz] with your account email and workspace name.
  • Respondents: contact the organization whose form you used first; they control your submission. We can assist controllers with technical deletion/export where the Platform allows.

We may need to verify identity before responding.

Cookies (replace WordPress default “Comments / Media” blocks)

forms.co.tz may use cookies and similar technologies for:

  • Essential operation (session, security, load balancing).
  • Preferences (e.g. language, cookie choices).
  • Analytics (if you enable tools such as Google Analytics—list what you actually use).

You can control non-essential cookies through your browser settings and any cookie banner we provide. Blocking essential cookies may affect site functionality.

Delete the default WordPress sections about comment cookies, embedded content from other websites, and Gravatar unless your marketing site actually uses WordPress comments/avatars on this page.

Embedded content and third-party links

Help pages or marketing content may include links to third-party sites (payment providers, social media). Their privacy practices govern those sites. Embedded videos or widgets (if any) may collect data per the embed provider’s policy.

Children

Oasis Forms is intended for use by organizations. Forms should not knowingly collect children’s data without appropriate authority and safeguards. Controllers must comply with laws applicable to minors in their context.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the new version on forms.co.tz and update the “Last updated” date. Continued use after changes means you accept the updated policy where permitted by law.

Contact

Oasis Technologies (operator of Oasis Forms)
Email: support@forms.co.tz
Website: https://forms.co.tz