How to securely collect customer data with Signnow fillable forms

Collecting customer data is a necessary evil for most businesses. Whether you’re onboarding clients, taking applications, or just trying to get paid, you need a way to get info from people—ideally without playing phone tag or sifting through piles of paper. But let’s be honest: forms can go sideways fast. Data leaks, clunky workflows, or customers bailing at the first confusing question.

This guide is for anyone who wants to collect customer data with less hassle and more security. We’ll walk through how to use Signnow fillable forms, point out what’s worth your time (and what isn’t), and share some real-world advice that cuts through the hype.

Why Use Signnow for Customer Data Collection?

Before we get into the how-to, let’s get real about why you’d even bother with Signnow:

Security: Signnow is built for legally binding e-signatures, so it takes data security more seriously than your average Google Form.
Ease of Use: You can drag and drop fields, send forms in a few clicks, and track who’s filled out what—no coding or IT headaches.
Audit Trails: Every action is logged, so you have proof of who did what and when. That’s handy for compliance or disputes.
Works for Small Teams: You don’t need to be a big corporation to use it. Small businesses and freelancers can get value without an enterprise budget.

That said, Signnow isn’t magic. If you don’t set things up right, you can still end up with a mess—or worse, a data leak. Let’s avoid that.

Step 1: Know What Data You Actually Need

Don’t just collect info “because you can.” Every extra field is something you have to protect (and a reason for customers to bail).

Stick to essentials: If you don’t need a birthdate, don’t ask for it. The less you collect, the less you have to secure.
Avoid sensitive info unless absolutely necessary: Things like Social Security Numbers, bank info, or health data come with legal headaches. If you can use a reference number or last four digits, do it.
Map your process: Write down what you need from customers and why. It’ll help you design a form that’s tight and to the point.

Pro Tip: If someone internally asks for an “optional” field, push back. Optional fields are a magnet for scope creep and security risks.

Step 2: Build Your Fillable Form in Signnow

Here’s how to get your form up and running:

Log in and upload your document.
You can start with a PDF or Word doc, or use one of Signnow’s templates. PDFs tend to work best for formatting.
Drag and drop form fields.
Text fields, dropdowns, checkboxes, dates—you know the drill.
Don’t forget to label fields clearly. “First Name” beats “Name” every time.
Mark fields as required only if you really need them.
Set field validation.
For emails, phone numbers, or numbers, use Signnow’s validation options to cut down on typos.
Mask sensitive fields (like SSN) so they’re not visible on-screen after entry, if possible.
Add signer roles and logic.
You can assign certain fields to specific people (e.g., customer fills out one section, your team fills out another).
If you need signatures, place signature fields where needed.
Preview the form.
Test it yourself. If you get confused, your customers definitely will.

What works well: The drag-and-drop builder is straightforward, even for non-techies.

What doesn’t: Don’t expect fancy conditional logic (“if they check this box, show this field”)—Signnow is simpler than tools like Jotform. If you need complex workflows, look elsewhere.

Step 3: Set Up Secure Delivery and Collection

How you send and receive forms matters as much as the form itself.

Sending Forms Securely

Avoid sending blank forms as email attachments. Instead, use Signnow’s “Invite to Sign” feature. It sends a secure link to the customer.
Set signing order if needed. If more than one person needs to fill something out, set the order so info flows the right way.
Use access authentication. For especially sensitive forms, require recipients to enter a code sent via SMS or email before they can view the form.

Collecting Responses

Monitor completion. Signnow lets you see who’s viewed and filled the form, so you’re not chasing people blindly.
Set reminders. You can nudge customers automatically if they haven’t finished. Saves you a dozen “Did you get my email?” follow-ups.
Never collect responses via email attachments. A completed PDF in an inbox is a security nightmare waiting to happen.

Pro Tip: Disable downloading for recipients if possible, so data stays in Signnow’s secure environment.

Step 4: Protect the Data After Collection

Getting data securely is only half the battle. You actually have to keep it safe.

Inside Signnow

Limit access: Only give team members access to forms and data if they need it. No “just in case” permissions.
Audit logs: Check who’s opened, edited, or exported documents. If something weird happens, you’ll want a paper trail.
Data retention: Don’t keep forms forever. Delete old or unneeded documents regularly.

Exporting Data

Be careful with exports. Downloading customer info to your laptop or email defeats the purpose of using a secure platform.
If you must export: Use encrypted storage, and never leave files in “Downloads” or on your desktop.
Don’t forward completed forms by email. Use secure sharing links, or better yet, keep data in Signnow unless there’s a compelling reason.

Integrations

Integrate with CRMs or cloud storage? Make sure those tools are secure, too. A chain is only as strong as its weakest link.
Be skeptical of “one-click” integrations. Always check what data is being shared and where it’s going.

Step 5: Communicate Clearly With Your Customers

People are skittish about sharing data, and rightly so. Here’s how to make it easier (and safer):

Explain why you’re collecting info. A quick sentence (“We need your address to send your order”) cuts down on confusion.
Let them know it’s secure. Mention that you’re using Signnow, a platform designed for legal documents, not just any old form.
Offer help. If someone gets stuck, make it easy for them to contact you (ideally not by sending their private info over email).

Common Mistakes (and How to Dodge Them)

Over-collecting data: Every field is a liability. If you don’t need it, don’t ask.
Sharing forms via email: Links are safer than attachments. Attachments are easy to forward (and leak).
Ignoring permissions: It’s tempting to just give full access to everyone on your team. Don’t. Restrict as much as possible.
Skipping regular clean-up: Old forms are a ticking time bomb. Delete what you don’t need.
Forgetting to test: Always fill out your own form before sending it to customers. You’ll catch dumb mistakes before they do.

What to Ignore

Overly complicated workflows: If you find yourself diagramming your process on a whiteboard, you might be overthinking it.
Expensive “security add-ons” you don’t understand: Signnow’s built-in security features are enough for most small businesses.
Buzzwords: If someone pitches you “blockchain-secured digital onboarding,” run the other way (unless you actually need it).

Wrapping Up: Keep It Simple, Stay Secure

Collecting customer data doesn’t have to be a headache—or a security disaster. Start with what you actually need, use Signnow’s basic but solid features, and stay skeptical of anything that sounds too good (or too complicated) to be true. Test your process, check your permissions, and clean up after yourself.

You’ll do just fine. And as your needs grow, you can always tweak things later—no need to build Fort Knox on day one.