We’re assuming that you know that online forms are really just websites and “apps” and it’s all about collecting personal information and the responsibilities that come with that. Here are six top principles for online forms that collect personal information:
Protected open access
Online forms that collect personal and confidential information should have protected open access for several reasons:
Security: Protecting the access to the online form ensures that only authorised users are able to access it. This helps prevent unauthorised access to sensitive personal information.
Privacy: Protecting the access to the online form can help ensure the privacy and confidentiality of personal information. This includes taking appropriate security measures to prevent unauthorised access or data breaches.
Compliance: Organisations collecting personal information through online forms may be subject to laws and regulations related to data privacy and protection. Ensuring protected open access can help ensure compliance with these laws and regulations.
Accessibility: Protected open access can also ensure that the online form is available to all users who need it, regardless of their location or device. This helps ensure equal access to important services and information.
Part of the protection is the use of electronic signatures.
Electronic Signatures
Electronic signatures are a digital method of signing documents or agreements that are legally binding. Electronic signatures can be created using various digital technologies, including typing a name or initials, using a stylus or finger to sign on a touch screen, or using specialised software that captures a signature image.
Like a signature written on paper, it is a means used to identify a person and to indicate that person’s approval of that information. Just to give you a flavour of an electronic signature it actually can be as varied as:
A scanned image of an ink signature
An electronically drawn signature on a tablet using a finger or stylus
A video or voice signature
Any other form of electronic medium to indicate acceptance of an agreement
A typed name as signature
The selection of a checkbox at point of application for approval
A digital signature: this is more sophisticated and has greater integrity than other types of electronic signatures—they use authentication tools to generate a digital signature, verify the signatory, and secure the signature by encryption
Electronic signatures are often used as an alternative to traditional handwritten signatures, as they offer several benefits, including:
Convenience: Electronic signatures can be added to a document quickly and easily from almost anywhere, using a computer or mobile device.
Efficiency: Electronic signatures can help streamline business processes and reduce paperwork, as documents can be signed and sent digitally without the need for printing or physical delivery.
Security: Electronic signatures can be protected by various security measures, such as encryption and authentication protocols, to prevent unauthorised access or tampering such that any changes after signing are detectable to either the signature or the information.
Legality: Electronic signatures are legally recognized in many countries, including the United States, European Union, and Canada. In some cases, electronic signatures may even be considered more secure and reliable than traditional handwritten signatures.
Overall, protected open access to online forms combined with electronic signatures provide a flexible and secure method for personal information and agreements in a digital age, offering a range of benefits to individuals and businesses alike.
Trusted and authoritative data
Online forms that collect personal information should have trusted and authoritative data for several reasons:
Data Accuracy: Trusted and authoritative data sources can help ensure the accuracy of the data collected through the online form. This includes using reliable sources of information to pre-fill form fields or validate data inputs.
Credibility: Using trusted and authoritative data sources can help establish the credibility and reliability of the online form and the organisation collecting the data.
Compliance: Organisations collecting personal information through online forms may be subject to laws and regulations related to data privacy and protection. Using trusted and authoritative data sources can help ensure compliance with these laws and regulations.
Efficiency: Using trusted and authoritative data sources can help streamline the data collection process, as users may be able to pre-fill certain form fields, reducing the need for manual data entry.
User Experience: Using trusted and authoritative data sources can also improve the user experience by reducing errors and minimising the need for users to provide redundant information.
Overall, using trusted and authoritative data sources can help ensure data accuracy, credibility, compliance, efficiency, and a positive user experience, all of which are important considerations when collecting personal information online.
Well managed
Online forms that collect personal information should be well managed for several reasons:
Data Accuracy: Well-managed online forms can help ensure the accuracy of the data collected. This includes having clear instructions for users, validating data inputs, and using encryption and other security measures to protect data.
User Experience: Poorly managed online forms can lead to a frustrating user experience. This includes issues such as slow load times, unclear instructions, and confusing or lengthy forms. A well-managed form should be user-friendly and easy to navigate.
Privacy: Well-managed online forms should be designed to protect the privacy and confidentiality of user data. This includes taking appropriate security measures to prevent unauthorised access or data breaches.
Compliance: Organisations collecting personal information through online forms may be subject to laws and regulations related to data privacy and protection. Well-managed forms can help ensure compliance with these laws and regulations.
Reputation: Poorly managed online forms can damage an organisation's reputation, leading to lost business and decreased trust among customers. A well-managed form can help build trust and confidence in an organisation's ability to protect user data.
Overall, well-managed online forms can help ensure data accuracy, protect user privacy, improve user experience, ensure compliance with relevant laws and regulations, and enhance an organisation's reputation.
Reusable
Online forms that collect personal information should have data that is reusable to improve the efficiency and accuracy of the data collection process. Here are some reasons why:
Efficiency: When users are required to enter the same information multiple times, it can be time-consuming and frustrating, leading to user abandonment of the form. By having reusable data, users can quickly populate the form, saving time and effort.
Accuracy: Reusable data can reduce errors and improve accuracy, as users are less likely to make mistakes when entering information that they have already provided.
Convenience: Reusable data can make the form-filling process more convenient for users, reducing the need to locate and enter the same information repeatedly.
Consistency: Reusable data can help ensure consistency across forms, reducing the risk of errors and omissions and improving data quality.
Customization: Reusable data can be customised to fit the specific needs of the user, providing a personalised experience and improving user satisfaction.
Overall, having reusable data in online forms can improve efficiency, accuracy, convenience, consistency, and customization, providing a better user experience and improving data quality.
Made for people
Much of the issues around data collection are governed by the Privacy Act 2020. While it relates specifically to personal information, its principles have good wider applicability to how businesses collect, store, use and share information at the heart of any electronic form. Key issues include knowing when and why your information is being collected. While forms are explicitly about what is collected, implicit assumptions should be thought through.
Online forms that collect personal information should be made for people for several reasons:
User Experience: Online forms that are designed with the user in mind can help ensure a positive user experience. This includes making the form easy to use, visually appealing, and accessible to users with different needs and preferences.
Accessibility: Making online forms accessible to all users, regardless of their abilities or limitations, can help ensure equal access to important services and information.
Efficiency: Online forms that are designed for people can help streamline the data collection process, making it quicker and more efficient for both the user and the organisation collecting the data.
Accuracy: Clear and concise instructions, as well as user-friendly interfaces, can help reduce errors and improve data accuracy.
Trust: Online forms that are designed with the user in mind can help establish trust and credibility with the user, making them more likely to provide accurate and complete information.
Often overlooked is how people engage with information through translation.
Translatable
Online forms that collect personal information should be translatable (e.g. google translate is available on many devices) to ensure that all users can understand and complete the form. Here are some reasons why:
Accessibility: Translating online forms into multiple languages can make them more accessible to users who speak different languages or have limited proficiency in the language used in the form.
Inclusivity: Translating online forms can help ensure that people from different backgrounds, cultures, and regions can access the form and provide the necessary information.
Compliance: Depending on the jurisdiction, organisations may be required by law to provide forms in multiple languages to ensure equal access to services and information.
User Experience: Providing online forms in multiple languages can enhance the user experience, making it easier for users to complete the form and reducing the risk of errors and omissions.
Trust: When organisations provide online forms in multiple languages, it can help build trust with users, demonstrating a commitment to inclusivity and accessibility.
Overall, designing online forms and making them easily translatable for people can help improve the user experience, accessibility, efficiency, accuracy, and trustworthiness of the data collected through the form, all of which are important considerations when collecting personal information online and making it easier for all users to provide accurate and complete information.
Reasonably Priced
Online forms that collect personal information should be reasonably priced for a few reasons:
Accessibility: If the cost of the online form is too high, it may deter some users from completing the form. This can lead to incomplete or inaccurate information being collected, which can have negative consequences for both the user and the organisation.
Fairness: Charging excessive fees for online forms that collect personal information can be seen as unfair or exploitative. Users may feel that they are being taken advantage of or that their personal information is being used as a commodity.
Trust: If the cost of the online form is reasonable, users are more likely to trust the organisation collecting their personal information. They may feel that the organisation is acting in good faith and is not solely focused on profiting from their data.
Compliance: In some cases, charging excessive fees for online forms that collect personal information may be in violation of privacy laws or regulations. Organisations that charge reasonable fees for online forms are more likely to be compliant with relevant laws and regulations.
Overall, charging reasonable fees for online forms that collect personal information can help to build trust with users, ensure compliance with relevant laws and regulations, and improve the overall accessibility and fairness of the data collection process.
Conclusion
Online forms that collect personal information should have protected open access, be trusted and authoritative, well managed, reusable, made for people, and reasonably priced to ensure that users can access, complete, and submit the form accurately and securely. Here are some explanations for each of these principles:
Protected Open Access: Online forms should have protected open access to ensure that users can access and complete the form securely, without the risk of unauthorised access or data breaches.
Trusted and Authoritative: Online forms should be trusted and authoritative, including using electronic signatures, to ensure that users have confidence in the accuracy and integrity of the data collected and the organisation that collects it.
Well Managed: Online forms should be well-managed to ensure that they are easy to use, free from errors and omissions, and provide a positive user experience.
Reusable: Online forms should have reusable data to improve efficiency, accuracy, convenience, consistency, and customization, providing a better user experience and improving data quality.
Made for People: Online forms should be made for people to ensure that they are accessible, easy to use, translatable and provide a positive user experience, regardless of the user's language, background, or abilities.
Reasonably Priced: Online forms should be reasonably priced to ensure that users can access and complete the form without financial barriers or undue costs.
By following these principles, online forms can provide a secure, efficient, and effective way to collect personal information, benefiting both users and organisations.
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