Form submission and approval records
We do not
store your Google Form submission data and approval records.
This information is retained in your
Google account and is accessed by the add-on with the authorization you provide.
When you install the add-on, it will ask for authorization to run on your account.
The authorizations will be used for the sole purpose of providing the service to you.
The authorizations we require for the add-on to operate are:
||...is required for
|Display and run third-party web content in prompts and sidebars inside Google applications
||This authorization is required for the add-on to work within a sidebar inside Google Forms, where you can add recipients, recipient
order, recipient logic, and configure other settings.
|Allow this application to run when you are not present
||This authorization is required for the add-on to detect when form submissions are made on your form and include information from
the form submission in notifications sent to the requestor and recipients.
|Connect to an external service
||This authorization is required for the add-on to send/retrieve information from Google Cloud Datastore. Refer to section below titled 'Data
|View and manage your spreadsheets
||This authorization is required for the add-on to read and write approval records to the spreadsheet linked to your form.
|View and manage your forms
||This authorization is required for the add-on to access the form for which you have setup the add-on. The add-on obtains response data from this form and includes it in email notifications to your requestor and recipients.
|Send email as you
||This authorization is required for the add-on to send email notifications to requestors and recipients on your behalf. The add-on will send email from your account each time a form submission is received or an approval is made.
It is important to note:
- The add-on does not have authorization to read or modify emails in your email account.
- Unlike other add-ons, Form Approvals does not have broad access to your Google Drive. Only what is required to access your Google Form and linked Google Sheet.
- The add-on will only ever use the authorizations listed above for the sole purpose of providing you the service.
- The add-on developer and support team have no access to your files. Should you require technical assistance we may ask you to grant temporary access to your files in order to troubleshoot. You are under no obligation to grant access.
When developing the add-on, we have consciously designed the information flow in
a way that minimizes the data which is required to be stored. To function, the
add-on stores the following minimal information in Google's Cloud Datastore.
The add-on stores the add-on administrator's email address, authorization details and file
metadata (e.g Form Id, Spreadsheet Id). We may also store usage and subscription related information.
That is the minimum information we are required to store, to provide you the service.
Further details of the information we collect is in our Privacy
. All form response data and approval records are stored in your
spreadsheet and are therefore not required to be stored separately by the add-on.
Data center security
The Service is a cloud service, hosted by Google in data centers with the highest level of
certifications including ISO 27001 and SOC.
For more compliance information, you can visit the Google Cloud Platform (GCP) webpage or refer to
and GCP Compliance
All application servers are hosted by Google and data stored by the add-on is stored in
Google Cloud Platform's datacentres. When first configuring the add-on, you will be asked to select a region 'Americas', 'Europe' or 'Other'.
The Form Approvals add-on stores and processes data in the region you select.
If 'Americas' is selected your data is stored and processed in the US. If 'Europe' is selected your data is stored and processed in the Europe. If 'Other' is selected, your data is also stored and processed in Europe.
Selecting the region closest to you (and your recipients) also provides an incremental performance benefit.
The data stored by the add-on is logically separated
using Google Cloud Platform's multi-tenancy data partitioning.
Note, since your Form Response data and Approval Records are stored in your spreadsheet, the data region policy set by your G Suite Administrator determines the location in which this data is stored.
Decommissioning and data removal
All customer data is stored on GCP services, and follows a strict decommissioning policy
outlined under Secure Data Storage of the Google Infrastructure Security Design Overview.
For customer-specific data, we will manually remove all data associated with your
account from our datastore on request. You may remove the add-ons access to your account
at any time by following the intstructions in Google's support article
remove a site or app with access to your account
Uptime & Reliability
We constantly monitor our service performance and have automatic notifications to ensure
rapid response for service interruptions. All code is audited before deploying to production
servers. We also monitor updates from the security community and immediately update our
systems when vulnerabilities are discovered.
Customer data is encrypted when in-transit and at rest.
When at rest, customer data is encrypted using a key management system which logs all access
automatically. Additionally, encryption key is itself encrypted with a regularly rotated set
of master keys, which protect them even in the unlikely event of unauthorized database
When in transit, mail is encrypted using Transport Layer Security (TLS). TLS ensures that a
message and its metadata is encrypted as it passes between the sending and receiving mail
server. In situations where a receiving mail server doesn’t support TLS, the message is sent
if you use Google Mail, you can check if your emails have been
encrypted. On an email you have received, click the down arrow (show details) next to the
recipients email address. Encrypted emails appear with a closed padlock and non-encrypted
emails appear with an open padlock.
Email notifications can be delivered from your account directly via Google Mail or via the
formapprovals.com domain via Google Mail or Mailgun. Organisations that do not have MX records
pointed to Google for incoming mail will need to use the add-on from another account or request
for emails to be sent from the formapprovals.com domain.
Approval and tracking links within email notifications will direct your users to a
subdomain of formapprovals.com. Organisations that utilise URL protection services, will need
to whitelist our domain / subdomain when using our 1-click approval feature. 1-click approvals
may be disabled in the Settings tab of the add-on.
Internal policies for data handling
All employees undergo training on data handling. No employee is permitted to access end user
data unless required to provide support to an end user. Application level user data is limited
to our developers only who each have physical security keys for their Google account
that meet FIDO standards.
Due to the limited amount of data stored by the application and ease of data restoration, customer data is not backed up.
Google Form submission data and approval records are stored in your linked spreadsheet
and are therefore not
stored by the add-on. It is your responsibility to protect this information.
In the unlikely event of a security breach, our team will promptly notify you of
unauthorized access to your data.
How to contact us
We know these issues are important to you too. If you have any additional questions that
aren't answered above, please email email@example.com.