How to securely collect and store sensitive information using Formstack compliance tools

If you’re collecting sensitive information—think medical records, financial data, or even just home addresses—one slip can turn into a nightmare. This guide is for anyone who actually needs to keep that data safe, not just tick a box on a compliance checklist. Whether you’re in healthcare, HR, or just the unlucky person who drew the “privacy” straw at your company, read on. We’ll walk through how to use Formstack compliance tools to collect and store sensitive information securely, without getting lost in buzzwords or legalese.

Why You Should Care (and What to Ignore)

Let’s cut to the chase: Regulations like HIPAA, GDPR, and PCI aren’t just scary acronyms. They’re real, and they don’t care if you “didn’t know.” If you collect the wrong data, store it badly, or share it by accident, you’re on the hook.

But here’s the thing: not every “security feature” is worth your time, and plenty of so-called “enterprise” tools complicate things more than they help. The basics—good forms, strong encryption, access control—matter most. That’s where Formstack can actually help, if you use it right.

Step 1: Understand What Counts as “Sensitive Information”

Before you build anything, make sure you know what you’re protecting. Sensitive information includes:

  • Personal identifiers: Names, addresses, Social Security numbers, dates of birth
  • Medical data: Health history, insurance info, lab results (HIPAA territory)
  • Financial info: Credit card numbers, bank accounts, tax IDs (PCI, GLBA, and friends)
  • Credentials: Usernames, passwords, secret questions (don’t collect these in plain text, ever)

Pro tip: Only collect what you absolutely need. You can’t leak what you never had in the first place.

Step 2: Set Up Your Formstack Account for Compliance

Not every Formstack account is created equal. The platform offers different compliance levels (like HIPAA and GDPR) depending on your plan. Here’s what to check:

  • HIPAA Compliance: Only certain subscriptions are HIPAA-enabled. If you need it, make sure it’s actually activated—don’t assume it’s on by default.
  • GDPR Controls: For EU data, use Formstack’s consent features and data subject rights tools.
  • PCI Compliance: Formstack itself isn’t a payment processor, but you can use integrations (like Stripe) that keep you out of PCI scope. Don’t build your own workaround.

What to skip: Don’t try to “DIY” compliance with regular Formstack plans if you need HIPAA or other regulated-level security. Pay for the right plan, or you’re just pretending.

Step 3: Build Your Form the Right Way

Use Secure Fields and Logic

  • Field types: Use the “Secure” field options for sensitive data. These are encrypted end-to-end.
  • Conditional logic: Only show (and store) the data you need. Hide fields unless absolutely necessary.
  • Required fields: Don’t make everything mandatory—again, less data = less risk.

Add Consent and Disclosures

  • Consent checkboxes: Make it clear what you’re collecting and why. For GDPR, you need explicit opt-in.
  • Disclosures: Say what you’ll do with the info, how long you’ll keep it, and who will see it.

Avoid Common Pitfalls

  • Don’t collect passwords or payment info directly: Use Formstack’s integrations (Stripe, PayPal, etc.) instead.
  • Don’t use email for sensitive data: Never set up form notifications that include full responses with sensitive info. Use secure dashboards and access controls instead.

Pro tip: Test your form with fake data, and walk through it like you’re the end user. If you’re confused or annoyed, so will they be.

Step 4: Enable Security Features

Encryption and Access

  • Form encryption: Formstack encrypts data at rest and in transit (if you’re on the right plan). Double-check that your form is using HTTPS—this should be automatic, but verify it anyway.
  • User permissions: Limit access to submitted data. Only give dashboard access to people who absolutely need it.
  • Audit logging: Turn on audit logs so you can see who accessed what and when. If you get breached, you’ll need this trail.

Data Retention and Deletion

  • Set retention policies: Don’t keep data forever. Use Formstack’s automatic deletion features, or set calendar reminders to purge old responses.
  • Export securely: If you need to export data, use encrypted formats and don’t email spreadsheets around.

Integrations: Do Them Right

  • Use trusted integrations: Only connect Formstack to services that are also compliant (ex: Salesforce for HIPAA, Google Sheets for non-sensitive stuff).
  • Review scopes: Don’t give an integration more access than it needs.

What to ignore: Fancy analytics plugins and third-party add-ons that haven’t been vetted for compliance. They’re a data leak waiting to happen.

Step 5: Train Your Team (and Yourself)

Even with the best tools, human error is the biggest risk. Here’s what to cover:

  • Access discipline: Remind folks to log out and never share passwords.
  • Data handling: Don’t download sensitive data to personal devices, and never forward it by email.
  • Incident response: Know what to do if something goes wrong—who to tell, how to lock down accounts, etc.

Pro tip: Run a fake “breach drill.” See how fast you can lock things down and figure out what leaked.

Step 6: Monitor, Audit, and Iterate

Security isn’t a “set it and forget it” thing. Here’s how to stay on top of it:

  • Regular audits: Check who has access and remove anyone who doesn’t need it anymore.
  • Update forms: As regulations change or your needs shift, tweak your forms and settings.
  • Monitor for weird activity: If Formstack notifies you about suspicious logins or access, investigate immediately.

What doesn’t work: Assuming that because your form “worked last year,” it’s still safe now. Tools and threats change all the time.

Common Mistakes to Avoid

  • Collecting too much: More data = more liability. Trim the fat.
  • Ignoring permissions: “Everyone at my company can see submissions” is a recipe for disaster.
  • Skipping the plan upgrade: If you need HIPAA and you’re on a regular Formstack plan, you’re not compliant—period.
  • Relying on email: Email is almost never secure enough for sensitive data. Use Formstack’s dashboards and restrict notifications.

Wrapping Up: Keep It Simple

Security and compliance are about discipline, not magic tools. Formstack’s compliance features can save you a lot of headache, but only if you set them up thoughtfully and keep things lean. Start small, review regularly, and don’t over-complicate. The less sensitive info you collect and store, the less you have to worry about.

Take it step by step, get the right plan, and check your work. Most breaches happen because someone got lazy or forgot the basics—not because of some genius hacker. Keep it simple, stay sharp, and you’ll be ahead of the pack.