Formidify™

Privacy Policy

Draft — last updated 10 July 2026

Draft — pending legal review. This policy is a working draft published for transparency during the Formidify beta. It has not yet been reviewed by counsel and is not in final form. It accurately describes how the current version of Formidify handles data, but the wording and legal terms may change before general availability.

Formidify is a Microsoft Word add-in that helps law firms fix formatting in legal documents. Because those documents are often privileged and confidential, Formidify was designed around one rule: the text of your document never leaves your machine. This policy explains exactly what that means, what little data our servers do handle, and the choices you have.

The short version

  • Your document's text is never transmitted anywhere. All formatting checks run locally, inside Word, on your computer.
  • In offline mode, nothing leaves your machine at all. With AI analysis switched off, no document content is transmitted — the only thing sent is usage statistics: counts and categories, listed in full in section 5, never text.
  • With AI analysis switched on, Formidify transmits only redacted structural tokens — style names, section-number tokens, font names, and short defined-term phrases — never sentences, clauses, or paragraph text.
  • Our servers store your formatting preferences, a structural change log (style and font names, never document text), usage statistics (section 5), and — only if you upload one — your firm's Word template file.
  • No document text in anything we collect, and no tracking on this website — it is a static site that sets no cookies and runs no analytics scripts.

1. Who this policy covers

This policy applies to the Formidify Word add-in, the Formidify service that supports it, and this website (formidify.ai). It covers you if you use Formidify during the beta or after general release.

The service is provided, and the data described in this policy is controlled, by Formidify, Inc., 200 S. Andrews Ave., Ste. 600, Fort Lauderdale, FL 33301, USA.

2. Your documents

Formatting checks run on your machine

When you click Analyze, Formidify reads your document through Microsoft Word's add-in interface and runs its formatting checks locally, in the Word task pane on your computer. Detecting typed section numbers, mixed fonts, numbering conflicts, and broken cross-references does not require any network connection, and no part of your document is uploaded to do it.

With AI analysis off: nothing document-derived leaves

AI analysis is optional and off in offline mode. When it is off, Formidify makes no network requests that contain anything derived from your document. You can use the core of the product — analysis, review, and applying fixes — entirely offline.

With AI analysis on: redacted structural tokens only

Some findings are ambiguous enough that rules alone can't resolve them — for example, suggesting the correct target for a broken cross-reference. If you enable AI analysis, Formidify sends those specific findings to our server for AI processing. Before anything is sent, a redaction step strips the finding down to structural tokens:

  • Style names — e.g. "Heading 2", "List Paragraph"
  • Section-number tokens — e.g. "Section 5.3"
  • Font names — e.g. "Times New Roman"
  • Short defined-term phrases — e.g. a defined term such as "Confidential Information" when a finding concerns it

The sentences, clauses, and paragraphs of your document are never part of this payload. This is enforced in the product's design, and our automated test suite includes a check that raw paragraph text can never appear in the data sent to the server.

3. What our servers store

Data stored by the Formidify service
Data What it contains Why we store it
Account identifier An identifier from your Microsoft sign-in (used to key your settings). We do not store your Microsoft password. To associate your preferences with you across sessions.
Preferences Formatting settings you choose: preferred numbering style, font name and size, footer text, heading font, whether AI analysis is enabled. So your settings persist across sessions and devices.
Corrections log A structural record of fixes applied: before/after values such as style names and font names, each capped at 200 characters. The database table has no column for document text. So the service can improve its suggestions and you have a record of changes.
Usage statistics Structural counts and categories about how Formidify is used — issue counts by type, accept/skip counts, numbering-pattern shapes, timings. Never document text. Listed in full in section 5. To find and fix false alarms, cover numbering styles we're missing, and measure the product's value.
Firm template (optional) Your firm's Word template file (.dotx), only if you choose to upload one. So Formidify can use your firm's styles. You can replace or remove it.

Our server logs record only the request method, response status, and timing — never request contents. Our error handling is written so that request bodies are never written to logs.

4. AI processing

When AI analysis is enabled, the redacted structural tokens described above are processed by Anthropic's Claude API, called exclusively from our servers — never directly from your computer or browser. Under Anthropic's commercial API terms, API inputs and outputs are not used to train Anthropic's models.

[Draft note: Formidify is establishing a Zero Data Retention (ZDR) arrangement with Anthropic for production. Until ZDR is in effect, Anthropic's standard commercial retention applies: API data is deleted within 30 days. Under ZDR, inputs and outputs are not retained, with one exception — content flagged for a safety-policy violation may be retained by Anthropic for up to 2 years. This section will be updated to state the final arrangement before general availability.]

5. Usage statistics

To improve Formidify — and to know whether it is actually saving you time — the add-in reports usage statistics to our servers. These are counts and categories only, never text. We publish the complete list here, so you can judge for yourself:

  • Analysis results — how many issues of each type were found, and the document's overall shape: its approximate size, the share of numbering that is automatic versus typed by hand, and whether it counts as mostly manual, mixed, or mostly clean.
  • Review outcomes — how many suggestions of each type you accepted or skipped. (A frequently-skipped suggestion is a false alarm we need to fix.)
  • Numbering conversion — the shape of the numbering pattern detected (for example "ARTICLE 1 / Section 1.1 / (a)"), whether it matched one of our built-in styles, which target style you chose, how many sections converted, and the category of any failure. This is how we learn which numbering conventions we should add.
  • Reliability — how long analysis took, the add-in and Word version, and error codes.
  • Identifiers — your account identifier (the same one that keys your preferences), and a random document identifier that Formidify stores in the document's add-in settings so we can count unique documents without knowing anything about them. It is a random value, computed from nothing in your document.

Usage statistics never include: any text from your document, heading or section titles, defined terms, file names, or the names of your firm's custom styles (a custom style is recorded only as "custom").

Because statistics are keyed to your account, they are usage data tied to you, not anonymous data — that is what makes per-user views like "time saved" possible. When we publish or share statistics, we only ever do so in aggregate.

[Draft note: usage statistics are being introduced during the beta and are disclosed as part of beta participation. This list will be kept one-to-one with what the add-in actually sends; the default setting for general availability (and any opt-out control) will be finalized before then.]

6. What we deliberately don't do

  • No document text in usage statistics, logs, or anywhere else — the statistics above are counts and category labels, and our database has no column for document text.
  • No document content in logs — anywhere, ever.
  • No selling or sharing of data — we do not sell, rent, or share your data with third parties for their own purposes.
  • No cookies or trackers on this website — it is a static site with no analytics scripts.

7. Sign-in and authentication

Formidify uses Microsoft sign-in (via login.microsoftonline.com) to authenticate you. During sign-in your browser communicates directly with Microsoft; Formidify receives an authentication token that identifies your account, not your Microsoft credentials, and no document content is involved. Microsoft's own privacy statement governs the sign-in service itself.

8. Retention and deletion

  • Your preferences, corrections log, usage statistics, and any uploaded template are retained while your account is active.
  • You can request deletion of your account data at any time by emailing support@formidify.ai; we will delete your stored preferences, corrections log, account-linked usage statistics, and any uploaded template. Statistics already folded into aggregate figures (which identify no one) remain in the aggregates.
  • [Draft note: specific retention periods after account closure to be finalized with counsel.]

9. Your choices

  • Keep AI analysis off. It is a setting you control. With it off, no document content is transmitted — only the usage statistics described in section 5 — and the rules-based checks still work.
  • Work offline. In offline mode Formidify runs its rule-based checks with no connection at all.
  • Don't upload a template. The firm-template upload is optional; Formidify works without it.
  • Ask us anything. Questions about this policy or your data: support@formidify.ai.

10. Changes to this policy

We will update this page as the product and this draft evolve, and we will note the date of the latest change at the top. Material changes during the beta will be announced to beta participants by email.

11. Contact

Formidify, Inc.
200 S. Andrews Ave., Ste. 600
Fort Lauderdale, FL 33301, USA
Email: support@formidify.ai
Website: https://formidify.ai/

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