1. Who we are
SheetLinkWP ("we", "us", "our") operates the website sheetlinkwp.com and distributes the WordPress plugin SheetLink Forms via wordpress.org/plugins/sheetlink-forms/ and this site. Contact for privacy questions: privacy@sheetlinkwp.com.
This policy describes the personal data we collect about visitors to sheetlinkwp.com, customers of paid SheetLinkWP plans, and end users of the SheetLink Forms WordPress plugin.
2. The three data flows
SheetLinkWP is unusual in that three different data flows run in parallel, and we are a different kind of party in each. Understanding which flow you are in determines what we know about you and how we handle it.
2.1 sheetlinkwp.com visitors
When you visit our marketing website, we collect standard server-side request metadata (IP address, user agent, referrer, pages viewed, approximate location derived from IP) and use privacy-respecting analytics. We do not set third-party advertising cookies. We do not sell any visitor data.
2.2 Paid SheetLinkWP customers
When you purchase a license or create an account, we collect your name, billing email, billing address, payment method (tokenized - we never see card numbers), license key, registered WordPress site URLs, and product usage metrics (submissions processed, add-ons active). We use this to operate your account, enforce entitlements, deliver support, and send service and billing email.
2.3 Form submissions processed by the plugin
The SheetLink Forms plugin runs inside your WordPress site. In the default Apps Script configuration, form submissions flow from your WordPress site directly to your Google Sheet - they do not transit SheetLinkWP infrastructure at all. In this default path we have no knowledge of submission content. Only when you enable an add-on that uses our hosted services (CRM Fan-Out, AI Lead Scoring, AI Analytics) does submission content pass through our systems, and only then are we a processor of that data on your behalf.
3. Legal bases (GDPR)
- Contract: we process account, billing, and license data to perform our contract with paid customers.
- Legitimate interests: we process website analytics and product telemetry to operate, secure, and improve our service.
- Consent: marketing email requires a separate opt-in you can withdraw any time.
- Legal obligation: tax, accounting, and regulatory records.
4. Categories of personal data we process
- Identity and contact: name, email, billing address, phone (if provided)
- Account and license: license key, plan tier, add-on entitlements, activation history, seat count, registered site URLs
- Billing: payment method token (via Stripe), invoice history, tax ID (if provided)
- Website and product telemetry: IP, user agent, event logs, error traces, feature usage counts
- Support communications: email threads, in-app messages
- For customers using hosted add-ons only: form submission field values routed through CRM Fan-Out, AI Lead Scoring, or AI Analytics
5. How we use personal data
- Deliver and operate the service
- Authenticate and enforce license entitlements
- Process payments and issue invoices
- Send transactional and service email
- Provide customer support
- Diagnose bugs and prevent abuse
- Meet legal, tax, and audit obligations
- Send product updates and marketing if you have opted in - with one-click unsubscribe on every message
6. Sharing and sub-processors
We share personal data only with vetted sub-processors acting on our documented instructions. Current sub-processors:
- Stripe, Inc. - payment processing
- Amazon Web Services (AWS) - cloud infrastructure, US regions
- Cloudflare, Inc. - DNS, CDN, DDoS protection
- Postmark (ActiveCampaign) - transactional email
- Plausible Analytics - privacy-respecting website analytics
We do not sell personal data. We do not share personal data with advertising networks. A Data Processing Addendum (DPA) is available on request at privacy@sheetlinkwp.com.
7. Form-submission data (when we are a processor)
When you enable an add-on that uses our hosted services:
- CRM Fan-Out: submission field values pass through our backend and are forwarded to the destinations you configure (HubSpot, Salesforce, Zoho, Pipedrive). We retain the forwarded payload for up to 30 days for retry and diagnostic purposes.
- AI Lead Scoring: submission field values are sent to our self-hosted inference server (running on GPU infrastructure we operate). The model returns a score and category. We retain inference logs for 7 days.
- AI Analytics: two modes depending on which features are enabled. (a) Aggregated analytics (trend detection, duplicate scan, weekly digest) use aggregated metrics only and raw PII is not retained after the aggregation step. (b) Per-submission extras (sentiment classification, summarize, categorize) send each submission's field values to our self-hosted inference server to compute a result. Inference logs are retained for 7 days. Per-submission extras are off by default and require explicit opt-in in SheetLink > Analytics.
None of the hosted add-ons send your data to third-party LLM providers (OpenAI, Anthropic, Google). All inference runs on infrastructure we operate. For BYOK analytics configurations, submission data is sent to the provider you configured (OpenAI or Gemini) using your own API key under that provider's terms.
8. International transfers
Our primary infrastructure is located in the United States. For EU/UK personal data we rely on the Standard Contractual Clauses and Transfer Risk Assessments. The DPA includes the EU SCCs and UK Addendum. If you are in the EU or UK, by using our paid service you acknowledge transfer to the United States under these safeguards.
9. Retention
- Account and license records: for the life of your account plus 7 years for tax records
- Billing records: 7 years
- Support email: 3 years from last contact
- Website analytics: 14 months
- Error and security logs: 90 days
- Add-on submission payloads: 30 days (CRM Fan-Out), 7 days (AI Scoring), 0 days raw for AI Analytics aggregated features (trend, duplicate, weekly digest), 7 days for AI Analytics per-submission extras (sentiment, summarize, categorize) when those toggles are enabled
10. Your rights
Depending on your jurisdiction (GDPR in the EU/UK, CCPA/CPRA in California, PIPEDA in Canada, and similar regimes globally), you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate data
- Delete personal data ("right to be forgotten")
- Receive a portable copy of your data
- Object to processing based on legitimate interests
- Withdraw consent for marketing
- Lodge a complaint with your supervisory authority
To exercise any of these rights, email privacy@sheetlinkwp.com. We respond within 30 days.
11. Children
Our service is not directed to children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us personal data, contact us and we will delete it.
12. Security
We use industry-standard safeguards: encryption in transit (TLS 1.2+), encryption at rest for sensitive data, role-based access controls, audit logging, regular dependency scans, and annual third-party penetration testing. No system is perfectly secure - if you believe your account or data has been compromised, contact security@sheetlinkwp.com immediately.
13. Cookies
We use a small set of first-party cookies for essential functions (session, CSRF protection, load balancing) and privacy-respecting analytics. We do not use third-party advertising cookies or cross-site tracking. Your browser's Do Not Track signal is honored.
14. Changes to this policy
We will post updates to this page with a new "Last updated" date. Material changes will be communicated to paid customers by email at least 30 days before they take effect.
15. Contact
Privacy questions: privacy@sheetlinkwp.com
Security disclosures: security@sheetlinkwp.com
General support: support@sheetlinkwp.com