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Personal and Encrypted Fields

Overview

When you collect sensitive data from your respondents, such as Social Security Numbersphone number, passport number, medical data, etc. through your forms, there is a risk that this data will get misused. To ensure that the sensitive data shared by your respondents is securely stored and handled, use the Mark as Personal and Encrypt options in Zoho Forms for certain fields. 


For every field that you have marked as personal or encrypted, you will be alerted with a prompt while:
  1. Configuring Email Notifications using the fields
  2. Printing or downloading Reports
  3. Including PDF of form submission
  4. Configuring Integrations using the fields
  5. Configuring Document Merge (using WebMerge)

Marking Fields as Personal

Personal data is any information belonging to a recognized or identifiable natural person (i.e. the data subject). There is a wide range of personal data that includes email addresses, location, mobile numbers, identification numbers, etc. By marking a field as a personal, you can apply a higher degree of sensitivity to the data collected using the field and exercise more control over how this data is processed. For instance, when you try to export the data from the respective field or insert the data into the triggered email, a warning will appear. Only after providing additional confirmation could the action be carried out for the data collected on the specific field marked as personal.

To mark a field as personal,

  1. In the Form Builder, go to the Properties of a field.

  2. Under Privacy, select Mark as Personal.

    Field Properties

The following fields can be marked as personal:

  • Basic Fields: Single Line, Multi Line, Number, Decimal, Name, Address, Phone, Email, Date, Date-Time, Website, Currency, File Upload, Image Upload

  • Advanced Fields: Signature, Unique ID

Encrypting Fields

You can add an extra layer of security to your form respondents' data while it is stored by enabling field-level encryption. Encrypting data protects your data from any possible data leak or unauthorized access. It is the process of encoding information to make it accessible only to the authorized parties.


To encrypt a field,
  1. In the Form Builder, go to the Properties of the field.
  2. Under Privacy, select Encrypt.

    Field Properties

Field types that can be encrypted:

  • Basic Fields: Single Line, Multi Line, Number, Name, Address, Phone, Email, Date, Date-Time, Website, File Upload, Image Upload, Audio/Video

  • Advanced Fields: Signature, Unique ID

In Report prints and downloads, encrypted fields will be masked.

 

Only the following comparison operators are compatible with encrypted fields for the search filters applied in All Entries and Reports  sections :

  1. is

  2. is not

  3. is empty

  4. is not empty

Notes

Note:

  • You can add up to 25 encrypted fields in a form.

  • Once a field is encrypted in your form, this action cannot be reverted.

  • Encrypted fields are available only in our paid plans.

  • Signature and File/Image upload fields cannot be masked in reports.

  • It is not possible to sort the entries for an encrypted field in the All Entries section and in Reports.


Helpful?241
Updated: 3 months ago
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4 comments

I already have subscribed to WORKPLACE STANDARD - 30GB PLAN,  I now need  Zoho forms do I need to pay extra or is it included

extra

Question when i ask for a email or phone address and the website is not over https, is it normal that these fields get hidden?
Ive not set the fields to "personal", in chrome devtools i see the fields are set to Display: None when the page loads

EDIT
No it doesnt matter, just test an url which does have SSL and the fields still are set to hide. Ive set the fields to Personal Data and later unchecked them. They keep getting hidden when the page loads

EDIT 2
Sorry found i think, its due to form rules, just found out about these

One thing i see is that we can style some of the form fields and elements. But i miss the date picker, it still shows default styling and i can change the colors on that