Privacy Policy | Update Records with Forms

Your privacy is important to us.

Update Records with Forms is provided by Passionate Management Pty Ltd and enables authorised HighLevel users to create secure forms that allow selected CRM records to be viewed, created or updated.

Our approach to privacy is based on a few simple principles:

We collect and retain only the information necessary to provide, secure, support, and improve the service.
We do not store CRM field values or submitted form contents as a duplicate copy of your HighLevel CRM data.
HighLevel remains the source of truth for CRM record data.
We do not sell personal information.
We use technical and organisational safeguards to protect the information required to operate the service.
We limit access to information to people and service providers who need it to operate, secure or support the service.

This Privacy Policy explains how Passionate Management Pty Ltd handles information related to Update Records with Forms, the JetSubmit.com website, and related services.

1. Who we are

In this Privacy Policy, we, us and our refer to:

Passionate Management Pty Ltd
PO Box 197
Noosa Heads, QLD 4567
Australia

Email: support@jetsubmit.com

Our services include Update Records with Forms, related JetSubmit websites, integrations, workflow actions, public forms and support services.

We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles to the extent they apply to us.

2. The most important point about your CRM data

Update Records with Forms does not maintain a duplicate database of your HighLevel CRM field values.

When an authorised form is opened, the service retrieves the relevant current record information from HighLevel so that the form can be displayed and validated.

When a form is submitted, the service sends the authorised changes to HighLevel.

We do not persist the CRM field values displayed in the form or the submitted field values as a separate historical dataset.

This means, for example, that we do not maintain our own stored copy of your customers' names, addresses, phone numbers, notes, custom field values or other CRM field contents simply because those values were displayed or edited through an Update Records with Forms form.

For successfully saved CRM information, HighLevel remains the authoritative destination.

Because submitted form contents are not retained as a separate historical dataset, our support team cannot retrieve details about what a person entered into a form. We do not store any change log.

3. Information processed from HighLevel

To provide the service, Update Records with Forms may temporarily process information obtained through the HighLevel API.

Depending on the form and CRM object involved, this may include personal information contained in:

Contacts
Businesses
Opportunities
Custom Objects
standard fields
custom fields
file fields
other fields made available through the authorised HighLevel integration

This information is processed only as required to perform functions such as:

retrieving the correct authorised record;
pre-filling a form;
determining available fields;
applying Hidden, Read-only and Required field rules;
validating information;
identifying fields changed through a form;
creating a new HighLevel record where creation mode is used;
updating an existing HighLevel record;
processing authorised file changes; and
returning the result to HighLevel.

Processing CRM data in this way does not mean we store it as a duplicate CRM database.

4. Operational information we do store

Although we do not store CRM field values or submitted form contents as a duplicate database, we need to retain a limited amount of operational information to provide and secure the service.

Depending on how the service is used, this may include:

encrypted HighLevel OAuth credentials;
HighLevel agency and location installation identifiers;
object identifiers and record routing identifiers;
form identifiers and Form References;
secure form-link metadata;
secure hashes associated with form tokens;
Hidden, Read-only and Required field configuration;
file handling mode;
link creation and expiry information;
submission state;
first-open and last-open timestamps;
operational and audit events;
keys or identifiers of fields that were changed, without storing the submitted field values themselves;
trigger subscription information;
workflow configuration required to provide the service; and
technical information required for security, diagnostics and abuse prevention.

Our audit design records operational events and field identifiers rather than the contents entered into CRM fields.

5. Information you provide directly to us

We may collect personal information when you communicate directly with us or use our websites and services.

This may include information such as:

your name;
email address;
business or organisation name;
information contained in support requests;
account or installation information needed to investigate a problem;
feedback you provide; and
correspondence between you and our support team.

You are not required to provide personal information to us unless it is necessary for the relevant interaction. However, we may be unable to provide certain services or support without it.

6. Technical and usage information

Like most internet services, our systems may automatically receive technical information when websites, forms or service endpoints are accessed.

This can include:

Internet Protocol addresses;
browser and device information;
request dates and times;
referring information;
request and response metadata;
security events;
error information; and
information used for rate limiting and abuse prevention.

We use this information to operate, diagnose, secure and improve the service.

We may also use cookies or similar browser technologies where reasonably necessary to provide website or application functionality.

7. How we use information

We may use information we collect or process to:

provide Update Records with Forms;
authenticate authorised HighLevel installations;
retrieve authorised CRM information from HighLevel;
create or update authorised HighLevel records;
generate and operate secure form links;
process files associated with authorised HighLevel fields;
validate forms and submissions;
deliver workflow and trigger functionality;
provide customer support;
diagnose technical problems;
prevent fraud, misuse and unauthorised access;
enforce rate limits and other security controls;
maintain operational and audit records;
improve the reliability and functionality of our services;
comply with legal obligations; and
protect our rights, users and systems.

We do not sell your personal information or CRM information.

8. Secure form links

Update Records with Forms generates secure, opaque form links.

The public form does not require the HighLevel Record ID to be displayed in the form or exposed as a form field. Our server uses the secure form token to resolve the authorised context.

We generate form tokens using cryptographically secure random data. We store a keyed cryptographic hash of the token rather than storing the raw form token in our database.

Anyone with an active form URL may be able to use the permissions associated with that form. Form URLs should therefore be treated as access credentials and distributed only to their intended recipients.

Every generated link has an expiry to limit the possible exposure.

If a form is configured for a single successful submission, it becomes unusable after that successful submission.

The service does not currently provide manual revocation of individual active links.

9. HighLevel authentication credentials

Update Records with Forms uses OAuth to make authorised requests to HighLevel.

HighLevel access and refresh tokens required to operate the integration are stored encrypted at rest using AES-256-GCM authenticated encryption.

These credentials remain server-side and are decrypted only when required to perform authorised HighLevel API operations.

You should never send OAuth tokens, API secrets or other private authentication credentials to our support team.

10. Account and location separation

HighLevel installations and records are separated by their authorised account and location context.

The service checks that a requested record belongs to the expected HighLevel location when records are accessed or changed.

These checks run on relevant record retrieval, submission, and file operations to reduce the risk of information from one HighLevel location being exposed to another.

11. Concurrent record updates

Update Records with Forms is designed to minimise unnecessary overwriting of CRM information.

For normal field updates, it writes back only the fields actually changed through the form to HighLevel.

This allows, for example, a change made directly in HighLevel to one field and a simultaneous form update to another field to survive without one unnecessarily replacing the other.

If two users change the same field, the most recent successful save will determine the resulting value.

12. File uploads

Where forms permit file uploads, our service may process files for validation and transmission to HighLevel.

We apply file type and size validation and may perform security-related processing appropriate to particular file types, including sanitisation of SVG content to avoid malicious scripts.

We do not operate Update Records with Forms as a separate long-term file storage system for CRM files. HighLevel is the destination for authorised CRM file content.

13. Rate limiting and security monitoring

Public form endpoints, including form opening, submission and file operations, may be subject to per-token, per-IP-address and broader security rate limits.

Marketplace and configuration endpoints may also be rate-limited.

We use these measures to protect users and infrastructure against automated abuse, excessive requests and unauthorised activity.

14. Workflow triggers and redirects

Update Records with Forms can interact with HighLevel workflow functionality.

Where a HighLevel trigger subscription requires an authenticated callback, we restrict supported callback destinations and validate them before sending authenticated requests.

A Redirect on Submission is different. It directs the recipient's browser to another URL after submission. We do not attach JetSubmit or HighLevel authentication credentials to that browser navigation.

The operator configuring a redirect is responsible for the destination they choose and for ensuring that destination handles information appropriately.

15. Disclosure of information

We may disclose information to employees, contractors, infrastructure providers and other service providers where they need access to that information to operate, secure, maintain or support our services.

We may also disclose information:

where you authorise or direct us to do so;
to HighLevel as necessary to provide the service;
where reasonably necessary to investigate security incidents, fraud or misuse;
where required or authorised by law;
in connection with professional advisers such as lawyers, accountants or insurers where appropriate; or
where reasonably necessary to protect our legal rights, our users or the security of our services.

People and organisations processing information on our behalf are expected to handle that information consistently with their obligations to us and applicable law.

We do not rent or sell personal information.

16. Third-party services

Update Records with Forms depends on and interacts with third-party services, particularly HighLevel.

When information is stored in HighLevel, HighLevel's own terms, privacy practices and security arrangements apply to that information.

Our websites and infrastructure may also rely on third-party hosting, communications, monitoring or other technology providers.

These providers may process limited information on our behalf where necessary to deliver their services.

You are responsible for reviewing the privacy practices of third-party applications or services that you independently connect to, redirect users to, or use in conjunction with Update Records with Forms.

17. Overseas processing

Some technology and infrastructure providers used to operate our services may process information outside Australia.

Where we disclose or process personal information overseas, we take reasonable steps appropriate to the circumstances to ensure it is handled consistently with applicable privacy obligations.

The countries involved may change as our service providers and infrastructure change.

18. Data retention

We retain operational information only for as long as reasonably necessary for the purposes for which it is held, including providing the service, maintaining security and audit records, resolving disputes and meeting legal obligations.

Update Records with Forms does not retain CRM field values and submitted form contents as a separate historical dataset.

Expired form links and exhausted single-submit links may remain in operational systems for a limited period before cleanup.

Our production cleanup design makes expired and exhausted single-submit link records eligible for cleanup after a 30-day grace period. This does not mean that every record will necessarily be deleted exactly 30 days after expiry or submission.

We may retain certain audit information independently of the original form-link record when reasonably necessary for security, diagnostics, or operational accountability.

When an installation is fully removed and associated information is no longer required, we may also remove location-scoped operational information as part of our account cleanup processes, subject to legal, security, and operational retention requirements.

19. Protecting information

We use reasonable technical and organisational measures designed to protect information against loss, misuse, interference, unauthorised access, alteration and disclosure.

Measures used by Update Records with Forms include, where applicable:

encrypted storage of OAuth credentials;
authenticated encryption;
cryptographically generated form tokens;
storage of hashed rather than raw form tokens;
server-side authentication credentials;
HighLevel location and tenant checks;
HTTPS communications;
input and file validation;
rate limiting;
restricted authenticated trigger destinations; and
operational security logging.

No internet service or data storage system can be guaranteed to be completely secure. Users are also responsible for protecting their HighLevel accounts, credentials and generated form links.

20. Your responsibilities when using CRM information

The person or organisation using Update Records with Forms is responsible for ensuring that they have authority to access, process and update personal information through their HighLevel account.

If you use the service to send a form containing another person's information, you are responsible for ensuring that your collection, disclosure and use of that information is lawful and consistent with your own privacy obligations.

You should only expose fields through a form that are appropriate for the intended recipient.

21. Information that should not be sent to support

For security reasons, do not send the following through support messages or public/shared support channels:

passwords;
OAuth access tokens;
OAuth refresh tokens;
API secrets;
private Marketplace authentication credentials; or
complete active secure form URLs that unintended people could access.

If support requires technical information to investigate a problem, provide only the minimum information reasonably necessary.

22. Accessing or correcting your personal information

You may contact us to request access to personal information that we hold about you or to request correction of inaccurate information.

Because Update Records with Forms does not maintain a duplicate database of CRM field values, requests concerning the contents of your HighLevel CRM will generally need to be handled through the relevant HighLevel account or by the organisation responsible for that CRM data.

We may need to verify your identity before providing access to personal information or making a requested change.

In some circumstances, applicable law may permit or require us to refuse a request. If this occurs, we will explain the basis for the refusal where required.

23. Deletion requests

You may contact us at support@jetsubmit.com regarding personal information or operational information associated with your use of our services.

We will assess deletion requests having regard to:

the information we actually hold;
security and fraud-prevention requirements;
audit requirements;
contractual obligations;
legal retention requirements; and
whether the information remains necessary to provide the service.

As we do not retain a historical CRM dataset, we cannot delete CRM field values and submitted form contents from our systems. Changes or deletion of CRM information stored in HighLevel should be performed within HighLevel by the appropriate account holder.

24. Privacy complaints

If you have a concern or complaint about how Passionate Management Pty Ltd has handled your personal information, please provide details of the issue and any relevant supporting information.

Email: support@jetsubmit.com

Post:
Passionate Management Pty Ltd
PO Box 197
Noosa Heads, QLD 4567
Australia

We aim to acknowledge privacy complaints within 20 business days.

We will investigate the matter and aim to resolve the complaint within 30 business days where reasonably practicable. More complex matters may require additional time; in that case, we will advise you accordingly.

If you are not satisfied with our response, you may have the right to lodge a complaint with the Office of the Australian Information Commissioner or another applicable privacy regulator.

25. Changes to this Privacy Policy

We may update this Privacy Policy from time to time as our services, technology, legal obligations or privacy practices change.

We will publish the current version on our website or service with its effective date.

We may also communicate material changes through other reasonable means, where appropriate.

Your continued use of the service following an updated Privacy Policy will be subject to the version then in effect, to the extent permitted by law.

26. Contact

Questions about this Privacy Policy or our handling of personal information can be sent to:

Passionate Management Pty Ltd
PO Box 197
Noosa Heads, QLD 4567
Australia

Email: support@jetsubmit.com