Privacy
What the ExForms app, the service behind it and this website do with personal data, and where.
Candidate data never reaches us. Candidates' names, licence numbers, dates of birth and signatures are kept on the organisation's iPads and in those iPads' own backups, go only where the examiner shares them, and are never sent to ExForms.
Who we are
ExForms makes the ExForms iPad app and portal. Write to us about privacy at info@exforms.eu.
ExForms is supplied to organisations — approved training organisations and airlines — not to individuals. The organisation decides how the app is used: it is the controller of its candidates' data, which ExForms never receives, and of its people's account data, which ExForms processes on its behalf under a data processing agreement.
Candidates
- When the examiner scans a licence, the details are read on the iPad itself. Neither the image nor the text read from it is sent to ExForms or to any other service.
- No candidate document or data is ever sent to an AI service or used to train one.
- On the iPad, the app locks with Face ID, Touch ID or the passcode, the app switcher shows a blank card instead of the check, and the app's data is stored under iOS file protection.
- The app encrypts the candidate's details, the answers, the signatures and every document of a check, with a key kept in iCloud Keychain. A backup of the iPad therefore holds the records encrypted; only the file names, which include the candidate's name and the date, stay readable. The records restore to a replacement iPad signed into the same Apple ID, and a backup together with its password, or the Apple ID itself, also opens them.
- Apart from the iPad's own backups, documents go only where the examiner shares them — by email, files or whatever the organisation uses.
- Deleting a check deletes the candidate's record and every document with it. There is no copy at ExForms to delete.
Questions about a check you took — what was recorded, how long it is kept — go to the organisation that conducted it.
Examiners and the organisation's staff
To provide the service, ExForms processes the following on the organisation's behalf.
| Data | Why | Kept |
|---|---|---|
| Name, email address, organisation, role; invitation and revocation dates | Your account, and signing in | For the organisation's contract; a revoked membership is kept as a record of who had access |
| Your iPads' registration and your recent sign-ins | So the organisation can see and sign out its iPads | For the organisation's contract |
| Sign-in attempts: time and network address | To stop repeated guessing | Briefly |
| A signed check's seal: examiner, device, time, form version and fingerprints of the documents — never the documents | So the back office can prove documents arrived as they were signed | For the organisation's audit record |
Where, and who else
- The service runs in Amsterdam on Scaleway, a French, EU-owned provider.
- Two sub-processors in total: Scaleway for hosting, and WorkOS, which sends the sign-in code and holds your email address for that.
- The app contains no advertising, analytics or tracking. Nothing is sold or shared for marketing.
This website
This website sets no cookies, runs no analytics and loads nothing from other companies — even its fonts are served from here. Its hosting provider handles your network address to deliver the pages. If you email us, we use your message only to answer it.
Your rights
You can ask to see, correct or delete your personal data, or object to how it is used. For your account in the app, ask your organisation: it manages accounts in the portal and decides on them. You can also write to us, and we will pass your request on or answer it ourselves. You may complain to a data protection authority; in the Netherlands, that is the Autoriteit Persoonsgegevens.
Last updated 29 September 2026.