What is a data processing agreement?

A data processing agreement (DPA) is a legal contract established between two parties, typically a data controller (such as a company or organization collecting personal data through web forms) and a data processor (such as a third-party service provider handling the processing of that data). The agreement outlines the terms and conditions governing the processing of personal data, including its collection, use, storage, and security measures.

Who needs a data processing agreement?

• Data Controllers: Businesses or organizations that determine the purpose and means of personal data processing typically act as data controllers. They have a legal obligation to ensure the data is processed lawfully and securely. A DPA helps them fulfill this obligation by clearly defining expectations with data processors.
• Data Processors: Any third-party company that processes personal data on behalf of a data controller is considered a data processor. This could include cloud storage providers, marketing automation platforms, or customer relationship management (CRM) software companies. A DPA protects data processors by clarifying their specific tasks and limitations regarding data handling.

In essence, any organization involved in the processing of personal data, either as a controller or processor, should have a DPA in place to ensure compliance with data protection regulations and mitigate risk.

Key elements:

Scope of processing: Clearly defining the purpose and scope of the data processing activities covered by the agreement.

Data protection measures: Specifying the security measures and safeguards implemented to protect the confidentiality, integrity, and availability of personal data.

Data transfers: Addressing any cross-border transfers of personal data and ensuring compliance with relevant data protection laws and regulations.

Confidentiality obligations: Outlining obligations regarding the confidentiality and non-disclosure of personal data by the data processor.

Subprocessing: Detailing any subcontracting arrangements or engagements of sub-processors by the data processor, with appropriate safeguards in place.

Data subject rights: Clarifying the responsibilities of the data processor in assisting the data controller in responding to data subject requests, such as access, rectification, or deletion of personal data.

Data breach notification: Establishing procedures for reporting and handling data breaches, including notification obligations to the data controller and relevant authorities.

Duration and termination: Specifying the duration of the agreement and conditions for termination or renewal.

Liability and indemnification: Allocating responsibilities and liabilities between the parties in case of non-compliance with the agreement or data protection laws.

Compliance with laws: Ensuring compliance with applicable data protection laws, regulations, and industry standards.

Data processing agreements are essential for establishing clear legal obligations and responsibilities between parties involved in the processing of personal data, helping to ensure transparency, accountability, and compliance with data protection regulations such as the GDPR (General Data Protection Regulation).

Download the FormAssembly DPA here.

Key regulations include the General Data Protection Regulation (GDPR), the American Privacy Rights Act (APRA), the California Consumer Privacy Act (CCPA), and many others globally that prescribe specific requirements and guidelines for handling personal data to safeguard individual privacy rights.

Components of Privacy Compliance:

1. Data Collection: Ensuring transparent and lawful collection of personal data, including obtaining user consent where required.
2. Data Usage: Limiting the use of collected data to specified purposes and obtaining additional consent for any secondary processing activities.
3. Data Storage: Implementing appropriate security measures to safeguard personal data against unauthorized access, disclosure, or loss.
4. Data Transfer: Adhering to regulations governing the cross-border transfer of personal data to jurisdictions with differing privacy standards.
5. User Rights: Respecting individuals’ rights regarding their personal data, such as the right to access, rectify, or delete their information.
6. Compliance Documentation: Maintaining records of compliance efforts, including privacy policies, consent forms, and data processing agreements.

Organizations collecting data through web forms must ensure compliance with relevant privacy regulations to mitigate legal risks, protect user privacy, and maintain trust and credibility with stakeholders. This involves implementing robust data protection measures, conducting regular audits and assessments, and staying informed about evolving privacy laws and best practices.

Privacy Compliance with Web Forms

Web forms play a vital role in collecting personal information online, making privacy compliance essential. Here’s how to ensure compliance:

1. Data Encryption: Secure data transmission over the internet.
2. Secure Storage: Safeguard collected data from unauthorized access.
3. Obtain Consent: Obtain explicit consent before using personal data.
4. Data Retention Policies: Regularly review and delete unnecessary data.
5. Periodic Audits: Conduct routine audits to ensure compliance with regulations.

Implementing these measures demonstrates a commitment to safeguarding individuals’ information and maintaining compliance with privacy laws.

Form redirects can serve various purposes, including:

• Confirmation: Redirecting users to a “thank you” page or confirmation message to acknowledge their successful form submission.
• Additional Information: Providing users with supplementary content, resources, or next steps relevant to their form submission.
• Dynamic Routing: Redirecting users to different pages based on their form responses or behavior, ensuring personalized and tailored experiences.
• Workflow Integration: Integrating form redirects as part of larger workflows or automation sequences to streamline processes and guide users through desired actions.

Form redirects can be configured using triggers or settings within form-building platforms or web development tools, allowing organizations to optimize post-submission interactions and maximize the utility of collected data.

Examples of A/B form testing

• Modifying the form layout/design (e.g., single-column vs. multi-column layout)
• Testing different form lengths (e.g., short vs. long forms)
• Varying the number and types of form fields (e.g., reducing or increasing required fields)
• Adjusting the language and wording used in form fields and call-to-action buttons
• Changing the color scheme or visual elements of the form
• Testing different form submission CTA buttons (e.g., “Submit” vs. “Get Started”)
• Experimenting with the placement of the form on the webpage (e.g., above the fold vs. below the fold)
  
  
  

Why does A/B testing matter when it comes to web forms?

Optimizing Conversion Rates: By testing different versions of web forms, you can identify which design, layout, or content elements result in higher conversion rates. This optimization helps maximize the number of users who complete the desired action, whether it’s signing up for a newsletter, making a purchase, or submitting a contact form.

Data-Driven Decision Making: A/B testing provides empirical evidence on which variations perform better. Instead of relying on assumptions or opinions, you can base your decisions on actual user behavior and preferences. This data-driven approach leads to more effective and targeted optimizations.

Improving User Experience: Understanding how users interact with different form elements allows you to tailor the user experience to their preferences. By removing friction points, clarifying instructions, and simplifying the process, you create a smoother and more enjoyable journey for users, which can positively impact conversion rates and overall satisfaction.

Maximizing ROI: Investing time and resources in A/B testing forms can yield significant returns by increasing conversion rates and improving the efficiency of your marketing efforts. By continuously refining and optimizing your forms, you can achieve better results with the same or fewer resources, ultimately maximizing your return on investment.

What are hidden fields?

Hidden fields are form fields that are pre-populated with data not visible to the user but are submitted with the form. These fields are often used to include additional information, such as timestamps, user IDs, or tracking data, without cluttering the form for the user.

Use cases

• Timestamps: Automatically record the time when the form was submitted.
• User IDs: Include the unique identifier of the user who is submitting the form.
• Session Data: Pass session-specific information that helps in maintaining the state of the user’s interaction.
• Tracking Information: Include campaign or referral data for tracking the source of form submissions.
• A/B Testing: Track which version of a form a user is interacting with for testing different form designs or calls to action.

Advantages of using hidden fields

• Clean User Interface: Keeps the form uncluttered and focused on essential inputs.
• Automation: Streamlines processes by automatically including necessary background data.
• Data Integrity: Ensures additional necessary data is included with every submission.

What is conditional processing?

Conditional processing is a programming technique used in forms to dynamically control the visibility or behavior of form fields based on user input in other fields. This allows you to create more interactive, personalized, and efficient forms.

For example, in a job application form, additional fields for specific skills or experience might only appear if the user selects a particular job title.

How conditional processing works

You define conditions based on user selections in specific form fields. These conditions can be simple (e.g., “If the user selects ‘Yes’ in the ‘Do you have a car?’ field…”) or complex (e.g., “If the user selects ‘Engineer’ in the ‘Job title’ field and selects ‘Software’ in the ‘Industry’ field…”).

Based on the fulfilled conditions, the system determines how other form fields behave:

Visibility: Fields can be hidden, shown, or made mandatory based on the user’s selections.
Content: The content of drop-down menus, labels, or even entire sections of the form can adapt dynamically.

Benefits of Conditional Processing:

Improved user experience: Users only see relevant fields, making the form more streamlined and user-friendly.
Improved data quality: By hiding irrelevant fields, you reduce the risk of errors and incomplete submissions.
Increased efficiency: Conditional logic can automate tasks like skipping unnecessary sections or pre-filling fields based on user selections.
Personalization: Forms can adapt to individual users, creating a more engaging experience.

Example:
In a job application form, conditional processing can be used to:
Only display questions about specific skills or experience if a particular job title is selected.
Pre-fill fields like salary expectations based on selected job title and experience level.
Hide unnecessary sections for applicants who do not meet certain criteria.

How it works

You define conditions based on user selections in specific form fields. These conditions can be simple (e.g., “If the user selects ‘Yes’ in the ‘Do you have a car?’ field…”) or complex (e.g., “If the user selects ‘Engineer’ in the ‘Job title’ field AND selects ‘Software’ in the ‘Industry’ field…”).

Based on the fulfilled conditions, the system determines how other form fields behave:

Visibility: Fields can be hidden, shown, or made mandatory based on the user’s selections.

Content: The content of drop-down menus, labels, or even entire sections of the form can adapt dynamically.

Benefits of Conditional Processing:

• Enhanced User Experience: Users only see relevant fields, making the form more streamlined and user-friendly.
• Improved Data Quality: By hiding irrelevant fields, you reduce the risk of errors and incomplete submissions.
• Increased Efficiency: Conditional logic can automate tasks like skipping unnecessary sections or pre-filling fields based on user selections.
• Personalization: Forms can adapt to individual users, creating a more engaging experience.

Conditional processing allows you to create smarter, more dynamic forms that improve user experience and data collection efficiency. A feature that allows you to display or hide form fields based on user selections in other fields. This can create a more dynamic and personalized form experience. For example, in a job application form, additional fields for specific skills or experience might only appear if the user selects a particular job title.

What is an autofill form?

Autofill forms are a browser feature that automatically populates form fields based on information you’ve previously entered on websites. This information can include:

• Personal details: Names, addresses, phone numbers, email addresses.
• Payment information: Credit card numbers (with security measures), billing addresses.
• Login credentials: Usernames and passwords (though for security reasons, these are usually not fully displayed).

How does autofill work?

When you visit a website with a form, your browser checks its internal database for any matching information. If a match is found, it pre-fills the corresponding fields in the form. This can significantly speed up form completion and reduce typos.

Benefits of autofill forms

• Saves Time: No need to re-enter information you’ve already provided online.
• Reduces Errors: Minimizes typos and ensures consistency in frequently used information.
• Improved User Experience: Streamlines form filling, making it more convenient for users.

Beyond browser autofill: FormAssembly’s Salesforce prefill

While browser autofill offers convenience, FormAssembly’s Salesforce prefill takes it a step further. It integrates with your Salesforce CRM to dynamically populate forms with relevant data from existing records.

Example: Your website has a customer service form. With Salesforce prefill, when a customer starts filling out the form, their contact information like name, email address, and even past purchase history (if stored in Salesforce) can be automatically populated. This saves the customer time, improves data accuracy, and allows you to personalize the service

With the Salesforce prefill feature by FormAssembly you get streamlined form completion, improved data accuracy, and faster workflows by leveraging existing Salesforce data directly in web forms.