Can I use Google Forms with client data?

What to check in any tool

• Data processing agreement: the provider processes the data on your behalf and there must be a contract governing it.
• Where the data is stored: if it leaves the European Economic Area, there must be safeguards for that transfer, and you must be able to explain it in your policy.
• Information for respondents: the data protection summary next to the box and the link to your policy.
• Retention period: how long you will keep responses and how you will delete them.
• Security and access: who on your team can see the responses.

In the case of Google Forms

With a Google Workspace business account you can accept Google’s data processing terms and, on some editions, choose the data region. With a personal Gmail account the terms are those of a private user, so it is harder to justify using it for your business’s data.

Either way, layered information and deleting responses are up to you: Google Forms has no field for the basic information and does not delete responses after a period.

What Peachform does

• The data processing agreement is part of the terms of service, with the list of subprocessors published.
• The database and files are in the EU, on every plan.
• The acceptance question includes the basic information with model texts.
• Each form deletes its responses when the period you choose is reached.

Templates to start with

• 👋Contact formReceive customer enquiries with name, email, reason and message.
• 📦Client onboarding for accountantsFor accounting and tax firms: tax details, the services needed and the first documents.
• 😊Customer satisfaction surveyMeasure how satisfied your customers are and find out what to improve.

Frequently asked questions

What if I only run anonymous surveys?

If the form collects nothing that identifies anyone, data protection rules barely apply. Check that it really is anonymous: an email or a phone number already identifies someone.

Who is responsible if something goes wrong?

You are the controller: you decide what data you ask for and why. The tool is your processor and answers for its part under the agreement.

Is this legal advice?

No. It is a practical guide; if you have doubts about your case, consult a professional.