Last updated: July 2026
ENForms (referred to as "the service provider", "we", or "us") provides a secure online information-request service. This policy explains how personal information is handled when you use ENForms — both as a service partner (account holder) and as someone who completes a form.
Our role: who is responsible for your data
ENForms is a platform that our clients ("service partners") use to request and collect information from their own clients and contacts. Where a service partner creates a form and collects information through it, that service partner is the responsible party (data controller) for the information collected, and ENForms acts as the operator (data processor) that stores and processes it on their behalf. This means:
- The service partner decides what information is requested and why, and is responsible for having a lawful basis to collect it and for providing any required privacy notice to the people who complete their forms.
- ENForms processes that information only to provide, maintain, and secure the service, and in accordance with the service partner's instructions and this policy.
Client Access and Data Handling
Each service partner receives a unique username and password to access our services. Service partners use this access to send form-completion requests to their respective clients. The information entered in these forms is only visible to the service partner who requested it. Service partners have tools available to print or export the data provided to them. Once data is in the possession of a service partner, its further use is governed by that service partner's own privacy practices, and ENForms cannot be held liable for how the service partner uses it.
Anonymous Links
If you complete a form via an anonymous link, please note that the link is generated by one of our service partners. Only the service partner associated with the anonymous link will have access to the data you submit.
Data Privacy and Confidentiality
In our role as the service provider, we may access data during tasks such as service backups, maintenance, or support. All personal data entered into ENForms is treated with the utmost confidentiality. We will never share, publicly disclose, or sell this data to third parties, except as needed to provide the service (see "Third-Party Services") or where required by law. Data collected by a service partner is regarded as the property and responsibility of that service partner.
We make all reasonable efforts to ensure the confidentiality and safety of electronic communications and data.
Data Retention
We retain data for as long as necessary to provide services to our clients and to meet our legal and accounting obligations. If a service partner requests the deletion of their data, we will process the request within a reasonable timeframe, after which the data is securely deleted or anonymised.
Payments
Where a service partner pays for ENForms online, card payments are handled by a secure third-party payment provider. Card details are entered with and processed by that provider — we do not receive or store full card numbers. We retain billing records (such as invoices and payment references) as required for accounting and legal purposes.
Security Measures
We implement industry-standard security measures to protect data from unauthorized access, loss, or misuse. These include:
- Encrypted connections (SSL/TLS) for data transmission.
- Regular security updates and monitoring of our infrastructure.
- Access controls to limit who can view or modify data.
Despite these precautions, no online service can guarantee absolute security.
Cookies
We use some cookies to enhance your user experience. For more details, please refer to our Cookie Policy.
Analytics and Usage Data
Our website uses analytics tools to track and analyze general user behaviour for statistical purposes. We do not sell your personal information. The data we collect is used to:
- Optimize the functionality, accessibility, performance, and stability of the website.
- Understand general user interests and improve our services.
Tools We Use
- Google Analytics: We anonymize IP addresses immediately to ensure you remain unidentifiable. Google Analytics uses cookies; for more information, refer to our Cookie Policy.
- AwStats: This open-source log file analyzer operates on our server, collecting website traffic data to help identify security issues. It does not use cookies or tracking code, and the data is anonymized, though IP addresses are included in the logs.
Third-Party Services
We use trusted third-party providers for services such as hosting, analytics, and payment processing. These providers process data only as needed to deliver their service to us and have their own privacy policies, which we encourage you to review.
Your Rights (POPIA)
In line with the Protection of Personal Information Act (POPIA), you have the right to request access to the personal information we hold, to request that it be corrected or deleted, to object to certain processing, and to lodge a complaint with the Information Regulator.
Please note the distinction based on our role:
- If you completed a form for a service partner, that service partner is the responsible party for the information you submitted. Requests to access, correct, or delete that information should be directed to the service partner who requested the form. We will provide them with reasonable assistance to action your request.
- For personal information ENForms holds in its own right (for example, service-partner account or billing details), you can contact us directly to exercise your rights.
To make a request or raise a privacy query, please contact us. Our Information Officer can be reached at the same contact details.
Children's Privacy
Our service is not directed at children, and ENForms does not knowingly collect personal information from children through its own account holders. Where a service partner uses ENForms to collect information relating to children, that service partner is responsible for obtaining the consent required by law. If you believe a child's information has been provided in error, please contact us and we will take appropriate steps.
Changes to This Policy
We may update this policy from time to time. If we make significant changes, we will notify users via our website. Your continued use of our services constitutes acceptance of any modifications.