Collecting feedback from employees or customers sounds simple. But if you’re in an enterprise, “simple” is usually the first casualty of compliance and security. If you need to use a form tool like Jotform, and you actually care about privacy, it’s easy to get lost in the weeds of settings, legal requirements, and a sea of “secure” marketing claims.
This guide shows you how to build a secure, real-world feedback collection system in Jotform that your security team won’t hate. It’s for IT folks, admins, or anyone who has to balance “easy to use” with “our lawyers won’t freak out.” We'll go step-by-step, call out what matters, what’s just fluff, and where you need to pay special attention.
1. Know What “Secure” Actually Means (and Doesn’t)
First, let’s get real about what Jotform can and can’t do. Jotform is a hosted form builder — convenient, but you’re trusting them with your data. They offer security features, but you still have to set things up properly.
What Jotform does well: - Forms are HTTPS by default (good start). - Data is encrypted at rest and in transit. - Supports SSO (Single Sign-On) for Enterprise accounts. - Offers some role-based permissions.
Where you still need to worry: - Data is stored on Jotform’s servers, not yours. - You control access, but mistakes are easy (wrong sharing settings, emailing submissions, etc.). - “HIPAA compliant” and “GDPR ready” don’t mean you’re off the hook legally — it just means the tools can be used in compliant ways.
Bottom line: Jotform is as secure as you configure it — and as your users’ habits allow.
2. Map Out What You’re Actually Collecting
Don’t just spin up a form and start sending it around. Before you touch Jotform:
- List the data you’re collecting. Is it anonymous feedback, or tied to users? Any PII? Anything sensitive?
- Decide who needs to see the responses. The fewer, the better.
- Check with legal or compliance. Seriously, get sign-off on what’s being collected and how it’s handled.
Pro tip: If you can avoid collecting names, emails, or other identifiers, do it. Less data means less risk.
3. Create Your Form — With Security in Mind
Now you’re ready to build. Here’s the right way to do it in Jotform:
a. Start with a Blank Form
- Don’t use public templates that could have odd sharing settings or hidden fields you miss.
b. Add Only the Fields You Need
- Stick to essential fields. The more fields, the more data you need to protect.
- For anonymous feedback, skip name/email fields.
- Mark any optional fields as such — people fill in less than you think.
c. Use Conditional Logic Carefully
- If you use logic to reveal certain fields, double-check it. Sometimes hidden fields still get submitted.
d. Review Field Types
- Avoid file uploads unless absolutely necessary. File uploads are a big attack vector and a data headache.
4. Lock Down Access and Sharing
This is where most “secure” form setups actually fall apart.
a. Set Form Access to “Private” or “Company Access”
- By default, Jotform forms are public. Change this!
- For enterprise, use “Company Access” if you have SSO. This means only users with your company email (and SSO login) can view or submit.
b. Limit Who Can View Submissions
- Go to the submissions table and set sharing to “Private.”
- Only add specific reviewers (by email), and use least privilege: only those who need access get it.
c. Disable Email Notifications of Submissions
- By default, Jotform wants to email you every submission. Don’t. Email is not secure.
- If you must, use generic notifications with no sensitive data included.
d. Turn Off Public Reports and Widgets
- Jotform lets you generate public “reports” and visualizations. Make sure these aren’t enabled, or you’re basically posting feedback on a billboard.
5. Enable (or Don’t) Extra Security Features
Jotform’s Enterprise tier adds some options. Here’s what’s worth doing:
a. SSO (Single Sign-On)
- If your org uses SSO (Okta, Azure, etc.), connect it. This makes sure only authenticated users can submit or view forms, and you get audit logs.
- Honestly, if you’re not using SSO for enterprise feedback, you’re rolling the dice.
b. Data Encryption
- Jotform offers encryption for submissions (per form). This means responses are encrypted in browser before being sent.
- The catch: You need to manage the encryption keys. If someone loses the key, you lose the data.
- Use this only for really sensitive feedback, and make sure you’ve got a backup key process.
c. HIPAA / GDPR Settings
- If you’re in healthcare or the EU, enable HIPAA or GDPR features in your account.
- But remember: These settings help with compliance, but don’t guarantee it. You still need good processes and policies outside Jotform.
6. Test Your Setup Like a Real User (and a Skeptic)
Don’t trust your own setup — try to break it. Here’s a quick checklist:
- Try accessing the form from a personal device/account. Can you get in?
- Share the submissions link with a colleague. Can they view results they shouldn’t?
- Submit fake (but realistic) data. Does it show up where you expect? Any weird leaks?
- Double-check email notifications — do they contain sensitive info?
Pro tip: If you have a security team, ask them to test the form. They’ll find things you missed.
7. Train Your Team — and Set Expectations
No matter how locked down your form is, people can still mess things up:
- Tell reviewers not to download submissions to their desktops unless they must.
- Remind people not to forward sensitive info over email or messaging apps.
- Set a retention policy: how long do you keep responses, and when do you delete them?
- If you promise anonymity, make sure you deliver — and explain to users what will and won’t be tracked.
8. Keep Maintenance Simple
A “set it and forget it” approach rarely works in the real world. Make it easy to update and audit:
- Schedule a regular review of who can access submissions.
- Clean out old responses if you don’t need them.
- Watch for new Jotform features or changes that affect privacy (they do update things, sometimes without much notice).
What to Skip or Ignore
There are a lot of bells and whistles in Jotform, but you don’t need them all.
- Custom themes/branding: Nice for marketing, but don’t get distracted by looks over substance.
- Integrations with apps like Slack, Google Sheets, etc.: Convenient, but every integration is another possible leak point. Add only if you really need.
- Public sharing links: Never use these for enterprise feedback, even if it’s “just for the team.” They’re easily forwarded outside the company.
Wrapping Up: Keep It Simple, Keep It Tight
You don’t need a 200-page policy or a $10,000 security audit to collect feedback securely in Jotform. Just focus on the basics:
- Only collect what you need.
- Lock down access, everywhere.
- Test it yourself before you roll it out.
- Stay paranoid, but don’t overcomplicate it.
Most “security” problems are really just people problems — so make it easy for users to do the right thing. If you keep your system simple and review it now and then, you’ll be miles ahead of most teams.
Now go build your form, and don’t let compliance slow you down.