[DATA STORAGE] What data is stored by Form Publisher, and how is it used?

Please read this article to know what data is stored by Form Publisher, how it is stored and used.

What data is stored?

As detailed in the table below, Form Publisher stores user and usage data in Google Cloud Platform.

Type of data	check_circle We store:	cancel We don't store:
User identification	Username Google email address
Google Form data	Google Form ID (identifier of your Google Form where you have configured Form Publisher) Form Title Description Number of questions Respondent email address* (refer section: 'Storing workflow data')	Content and data of your Google Form Question titles Responses to each question Respondent’s username
Google Form settings	Your setting for 'Collect email addresses' option Your setting for 'Edit after submit' Your setting for 'Restrict to domain users' (if it's a Google Workspace account)
Template & markers	Type of the template document (Google Doc, Sheets, or Slides) Number of markers used in the template Template document ID* (refer section: 'Storing workflow data')	Content and data of your template document (Google Doc, Sheets, or Slides)
Destination folder & Files	Number of files created with Form Publisher each month Drive Folder ID* (refer section: 'Storing workflow data') Generated file ID* (refer section: 'Storing workflow data')
Sharing & notification email addresses	Number of email addresses Email addresses of workflow approvers* (refer section: 'Storing workflow data')
Notification email content	Email template* (refer section: 'Storing workflow data')
Subscription data	Current plan details (Individual Premium, Business Premium) Transaction details (amount, invoice ID, payment date) Transaction handler (Paypal confirmation number) Invoiced person or company name	Credit cards

We store only the data that are necessary for Form Publisher to function to its entirety. Deleting some of all of this data will interrupt Form Publisher’s functionality.

However, if you do not want us to store your data, you can submit your request, and we will permanently delete it from our database:

info We have detailed in the following articles how Form publisher processes your data:

Storing workflow data

Form Publisher approval workflow helps route the documents for approvals after they are generated on Google Forms submission.

In real-time, the documents' approval and e-signature are collected in the Form Publisher web app and are not originally part of the Google Form.

So when a document approval workflow is set up, Form Publisher stores specific configuration data and the generated file information (as marked with * in the above table) in Google Firebase.

This data is essential for the web app to trigger email notification and update the approval information in the Form responses spreadsheet, whenever there is an approval action on the document flow.

What are the various services used by Form Publisher?

Here is the complete list of Google Cloud Computing services and the software used by Form Publisher for varying purposes. It also clearly describes if your data is used as Personally Identifiable Information (PII) or Non-Personally Identifiable Information (Non-PII).

Entity name	Service	Purpose	PII or Non-PII
Google	Firebase Real-Time Database A real-time database	To store user and usage data that are essential for Form Publisher to provide its services	PII
Google	Google Analytics	To track essential metrics on app usage (active users, number of documents generated) towards improving or introducing product features.	Non-PII
Google	Stackdriver Logging Log Management and Analysis	For real-time error monitoring of the Form Publisher service for investigation and analyze the cause of the errors.	Non-PII
Google	BigQuery A data warehouse	To export to and aggregate the error logs & exceptions to identify the most common errors, so we can proactively fix errors to reduce impact for our users.	Non-PII

Do we share or transfer your data to third-parties?

We don't share, transfer or sell any of your information to third parties. You will find more info about your data processing by YAMM in our Privacy Policy and our Data Processing Agreement.

Generate documents – such as quotes, purchase requests, agreements, or presentations – from Google Forms

What data is stored?

Storing workflow data

What are the various services used by Form Publisher?

Do we share or transfer your data to third-parties?

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