In this tutorial we will see how to add the acceptance box of the privacy policy and the legal text in forms created with Google Forms.
GDPR and Google Forms
In previous tutorials we saw how to . Also how to add that same , and finally how .
We made these changes in order to adapt the fields of our forms to the General Data Protection Regulation (RGPD). In this case it is the turn of Google Forms. So we are going to see the steps to follow to make these two modifications in forms created with this free tool that Google makes available to us. Let’s start!
Add checkbox to our Google Forms form
During the process we will need the link to our privacy policy, and also the text that corresponds to the legal tag (first layer of information). So if we don’t already have our page and text, we can create them before continuing with the next steps.
Adapting the fields of our forms for the GDPR is as simple as including a mandatory checkbox that allows you to accept our privacy policy, and a small legal text where we will inform the user about some issues related to data protection. The characteristics that must be met are:
- Privacy policy acceptance box: It allows us to obtain user consent regarding the privacy policy. It must be a required field, appear unselected, and have a link to the privacy policy. This is so because the consent must be free, specific, informed and unequivocal.
- Text / legal tagline: This text should inform the user in a summarized and clear way about some aspects such as the identity of the person responsible for the file, the purpose for which the data will be used, and some other information as we will see later. In this case it is interesting to comment that we are using Google Forms and link to Google’s privacy policy.
With all that said, let’s open up our form for editing. To do this, we enter the , and click on “Go to Google Forms”. If we are not already inside, it will ask us to access with our Gmail username and password. Then it will send us to the list of forms that we have created.
On this screen we will choose the form we want to adapt and click on it. In our case we are going to use as an example a fictitious form where users can send us their requests for new courses in . Remember that you can from the real form. Maybe one of Google Forms? We are all ears! 🙂
The first thing we will do once our form is open is to add our checkbox to request the acceptance of the privacy policy for users who want to send us a message. Normally it is placed just before the “Send” option, so we will place ourselves on the last field and press the “+” button (Add question).
This will add a new field to the bottom of our form. Unlike other tools in which we first choose the field type and then insert it, in Google Forms a general field is added first, and then the field type is chosen. Let’s see the options it offers us:
- Ask: Since these forms are quite oriented towards the creation of surveys, Google directly uses the title “Question”. But don’t get us confused. This section can contain a question, the name of the field, or the text that we want. It is simply the header of the same.
- Image: If we want to add an image to our field.
- Field type selection: What we see just to the right of the image. By default, a “Multiple selection” type field is added, which is why there is also an “Options” section. If we display it, we will see that we can choose other types: “Short answer”, “Paragraph”, “Multiple selection” or “Checkboxes” among others.
- Options section: It will vary depending on the type of field that we have selected in the previous drop-down.
- Mandatory: To establish if we want the field to be mandatory or optional.
Well, in our case we will use the “Question” section to write a header. It can be something like “Privacy Policy Information” or “Data Protection”. Basically it will be a text of our choice for the section header.
In the type of field we have to mark “Checkboxes”. We will see that the section for the options is slightly modified and the selection button (round) changes to a checkbox type (square).
On the other hand, where it says “Option 1” we are going to write the text associated with our box. Google fields do not interpret the HTML language, so we will directly enter the text with the link:
I have read and accept the privacy policy: https://your-url.com/politica-privacidad
eye! You have to change this fictitious URL to the URL of your privacy policy. Here we could also add the link to Google’s privacy policy. In our case we are going to include it in the legal tag.
Finally we mark the field as mandatory so that it is necessary to select the box before sending us the message. Google saves each change instantly, so we don’t need to do anything else. Once we have finished, we will see something like this:
And now our checkbox is added! Let’s go for the text. To do this, we select the field that we have just included, and click on the button with the two “T” (Add title and description). When previously selected, the text will be added under our data protection acceptance box. If we don’t do it, nothing happens either, the only thing that will happen is that the new field will be located in another place. Then we would only have to drag and place it where we want.
Once done, we see that it allows us to modify the title and gives us the possibility of optionally adding a description. The title font is a bit large for our text, so in this case we’re going to opt to leave the title blank, and write our legal tagline in the other field. We would have something like this:
You can use any similar text, but in this case we leave you here the one we have given as an example:
The person responsible for the file, RESPONSIBLE, collects this data through Google Forms for PURPOSE. By checking the acceptance box you give your consent. This information will be stored on Google’s servers. You can see their privacy policy at https://policies.google.com/privacy?hl=es. You have the right to RIGHTS.
Again, remember that this text is for testing and if you need to include it, you have to adapt it to your specific case. In general terms, it must inform about the identity of the person in charge, the purpose of collecting and processing the data, the legitimacy (action with which the consent is authenticated), the location of the data, the rights that the sender may exercise over the same, and some extra information that may be of interest to the user. Finally, let’s see our form!
Well, as we have seen, only a few simple steps have been needed, and we will have it ready. Now we encourage you to make these small adjustments to update your Google Forms 🙂
Summary and conclusion
Google Forms is a very simple tool that allows us to create forms and surveys. To adapt our forms to the General Data Protection Regulation, we have to add a checkbox or acceptance box that includes a link to our privacy policy, and also a legal tag.
This checkbox, in addition to being mandatory, must appear unselected. Regarding the legal text, it generally includes the identity of the person responsible for the file, the purpose for which the data will be processed, and some other information as we have seen throughout this tutorial. To fine-tune our forms we will only need to follow a few simple steps.
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