How Privacy and Safety Work in Agoo Forms

This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.

Privacy and Retention

Mark answers personal or sensitive, keep sensitive answers sealed, choose how long answers are kept, and know what respondents are told, under Ghana's Data Protection Act.

Whoever makes a form decides what it asks and why, and is responsible for the answers under the Data Protection Act, 2012 (Act 843). Agoo processes them for you. Ask only what you need, and say why in the form's words.

Personal and Sensitive Answers

Each question has privacy marks in the inspector:

Ghana Card questions are always sensitive and masked, and can't be marked otherwise. Even an export that includes sensitive answers shows a Ghana Card number masked (GHA-•••••••89-0); the full number is shown only by revealing it on one response. Mark health details, and anything else that could harm someone if it got out, as sensitive too.

A checked email (Forms Plus): when a form asks people to confirm their email, the confirmed address is kept with each response, shown to the people who read responses and included in exports, and deleted with the response. It's also kept with the person's Agoo ID, so one response a person works however they come back. Receipts go only to a confirmed address, and never carry a sensitive answer.

Who can reveal: a workspace's Owners, and on Forms Team, the people you allow form by form. Each reveal, and each export that includes sensitive answers, is recorded.

How Long Answers Are Kept

Choose a time, and Agoo deletes what's past it, checking every hour:

• For a question: in its privacy marks. When its time is up, that answer is blanked and the rest of the response stays.
• For a form: under the responses table, Change.
• For the whole workspace: under Exports (Owners and Admins).

A form's own time comes before the workspace's. Responses in the bin go after 30 days. A team workspace that's deleted can be restored for 30 days, then everything in it is deleted.

What Respondents Are Told

Every form shows:

• who receives the answers: the workspace's name, or your organisation's;
• that the maker sees the answers and when they were sent, and that Agoo keeps a scrambled form of the connection's address for 30 days to stop abuse. A form says "This form doesn't ask who you are" only when nothing in it says who someone is; the word "anonymous" alone is never used;
• "Agoo Forms will never ask for your password or PIN";
• Your data, where they can ask you about their answers, and Report this form (see Reporting a form and your data).

What someone types is kept in their own browser for up to a day, so a dropped connection loses nothing; a Ghana Card number is never kept there. No cookies are set on a form to answer.

Answering Data Requests

Someone who answered your form can ask you, from Your data on the form, for a copy of their answers, a correction, deletion, or for you to stop using them. They confirm their email with a code first, so you know the address is theirs.

• A team or personal workspace: the request reaches Data requests, in the workspace's side bar on agooforms.com, and its Owners and Admins are emailed. Open it to read what they asked, add notes for your team, or reply by email; replying moves it to In progress. When you're done, choose Completed or Refused and write what you did or why not: that's emailed to them.
• Your organisation's workspace: requests go to the organisation's own inbox in the Console (Settings → Data & privacy → Data requests), with the form named, and are answered there with the organisation's other requests.

Agoo reminds your Owners and Admins before a request is due and when it's past due. If one goes unanswered, Agoo follows it up with you and may help the person directly, as Ghana's Data Protection Act provides. A closed request is kept for two years.

Your Workspace's Data

Owners export the whole workspace whenever they like. For an organisation's workspace, its forms and responses are part of the organisation's own export and deletion.

Read more in the privacy notice, the terms and the acceptable use policy.

Reporting a Form and Your Data

For anyone who answers a form on Agoo Forms. Report a form that looks wrong, and ask its maker for a copy of your answers, a correction or deletion, with the dates they must answer by.

Every form on Agoo Forms has two links at its foot: Report this form and Your data. You need no account for either.

Report a Form

1. 1

   Choose Report this form

   It's at the foot of the form.

2. 2

   Say what's wrong

   Pick the closest reason:

   Reason	For a form that…
   Scams and fraud	tricks people out of money or information: fees before a job or a loan, fake prizes
   Asking for passwords and payment details	asks for a password, a PIN, a one-time code or card details
   Pretending to be a bank, network or government	looks like it comes from a bank, a mobile network, a government body or Agoo, but doesn't
   Impersonation	pretends to be a person or an organisation it isn't
   Harassment	targets, threatens or humiliates someone
   Hate	attacks people for who they are
   Child safety	puts a child at risk in any way
   Sexual content	shows or asks for sexual content
   Threats and incitement	threatens violence or urges others to it
   Illegal and regulated goods	sells or offers things that are against the law
   Collecting sensitive information unlawfully	asks about health, religion, ethnicity, politics or the like with no good reason
   Private information	exposes someone's private details, such as their address or phone number
   Spam and manipulation	is spam, or tries to game people
   Something else	breaks the rules in another way

   Add a note if it helps (up to 1,000 characters), and, if you'd like to hear what happens, your email address.

3. 3

   Send it

   A person on Agoo's safety team looks at the form. A report about a child's safety, or several people saying a form is after passwords or payment details, stops the form taking answers while they do.

The form's maker is never told who reported it. If you gave your email address, we write once with the outcome, then forget the address. Once you've reported a form, there's no need to again while Agoo's team is looking at it; if it's urgent, write to support@agoohq.com.

Ask About Your Data

The person, team or organisation named on the form received your answers and decides what they're for, so they answer requests about them. Your data sends your request to them.

1. 1

   Choose Your data on the form

   The page says who made the form and what Agoo keeps. It works for any form, even one that's closed or taken down.

2. 2

   Confirm your email

   Type your email address and we send you a six-digit code. Type the code to show it's yours.

3. 3

   Say what you'd like

   Request	What you're asking for	Answered within
   A copy	What you sent	40 days
   A correction	An answer put right: say which, and what it should be	30 days
   Deletion	Your answers deleted	30 days
   Stop using it	Your objection to how your answers are used	30 days

   Add your name and anything that helps them find your answers, such as the reference on your thank-you page.

You get a reference by email (FDR- and eight letters and numbers, or DR- for an organisation's form) and the date it's due.

• An organisation's form: your request goes to that organisation's own data request inbox, and it answers you by email.
• Anyone else's form: the workspace's Owners and Admins answer on agooforms.com, and we email you their replies and their answer.

We remind the maker before the due date. If they haven't answered by then, Agoo steps in: we follow it up with them, and you can write to support@agoohq.com with your reference for our help. The law is Ghana's Data Protection Act, 2012 (Act 843).

What Agoo Itself Keeps

Agoo keeps a scrambled form of your connection's address for 30 days to stop abuse, and your report or request for as long as the privacy notice says. To ask what Agoo holds about you itself, write to support@agoohq.com.

• Safety, holds and appeals: For makers: why a form is held, what a takedown means and how to appeal.
• Privacy and retention: What respondents are told, and how makers answer data requests.

Safety, Holds and Appeals

How Agoo Forms checks a form when you publish it, why a form can be held, what a person on Agoo's safety team may decide, what a takedown or a paused workspace means, and how to appeal.

The people who answer your form trust it with what they type. To keep that trust, Agoo Forms checks forms when they're published, lets anyone report one, and has people on Agoo's safety team decide what happens to a form that breaks the rules. It's the same safety team, policy and record of decisions as the rest of Agoo.

What no form may do is in the acceptable use policy: in short, no phishing, no asking for passwords, PINs, one-time codes or card details, no taking payments outside Agoo's own payment step, no pretending to be a bank, a network, a government body or anyone you don't represent, no scams, harassment, hate or threats, no collecting a child's details without a parent's consent, no collecting sensitive details without a lawful reason, and no spam.

When You Publish

Every form is checked as you choose Publish:

• Most forms publish at once. The link works straight away.
• Some are held for a person. A form that seems to ask for passwords, PINs, one-time codes or card details, or that uses the name of a bank, a mobile network or a government body when your workspace isn't verified as them, waits for a person on Agoo's safety team. You see "We're checking this form, usually within a few hours. It isn't taking responses until then." There's nothing you need to do; you're emailed when a person has looked.
• A new workspace's forms are read again. Within a minute of publishing, Agoo's checks read the forms of new workspaces, and of some others, such as forms people have reported. They can hold a form for a person to look at; they never take a form down.

A new workspace can publish only a few forms on its first day. That's to stop someone making a workspace just to send out a scam; it doesn't limit how many responses your forms take.

Reports

Anyone who opens your form can choose Report this form and pick the rule they think it breaks. You're never told who reported it. A person on Agoo's safety team looks at each report. Some reports, such as one about a child's safety, or several people saying a form is after passwords or payment details, stop the form taking responses while they look.

What a Person May Decide

Agoo's checks only sort what the safety team looks at first, and can hold a form for them. Every decision is a person's:

Your workspace's Owners and Admins are emailed each time, with the rule, what it means and what to do next, and the bell on agooforms.com shows it too. Safety, in your workspace's side bar, lists every hold and decision from the last two years; its Owners, Admins, Builders and Analysts can read it.

Nobody on the safety team reads your responses to decide. They see the form as respondents see it, and your workspace's name and history.

Appealing a Decision

An Owner or Admin can appeal a decision once, within 90 days of it:

1. 1

   Open the decision

   Open Safety in your workspace on agooforms.com (for your organisation's forms, Agoo Forms › Safety in the Console), or follow the link in the email, and choose Appeal on the decision.

2. 2

   Say why

   Write why you think it's wrong, or what you've changed, in your own words (10 to 2,000 characters), and send it.

3. 3

   Hear back

   Someone on Agoo's safety team who made neither the decision nor its case looks again, within 7 days. They may keep the decision, undo it or change it, and you're emailed what they decided and why.

A hold while a person checks isn't a decision, so it can't be appealed: it ends when they've looked. Builders and Analysts can read the record but can't appeal.

If Your Organisation Uses Agoo

An organisation's workspace is checked the same way. Being verified as your organisation means your forms can use its name without being held for it.

• Reporting a form and your data: For people who answer forms: reporting one, and asking about your answers.
• Privacy and retention: Sensitive answers, how long answers are kept, and answering data requests.
• Building a form: Checks, preview, publishing and versions.