Personal data on your terms.

Who is responsible for what

• Your organisation is the controller of everything collected in your SnagBane: forms, answers, files, approvals and accounts. You decide what is collected, why and for how long.
• SnagBane (the vendor) is not a processor of that data. It is software you install; we have no access to your installation or database, so there is no form data to sign a data processing agreement about.
• Where the data lives is your choice — your own data centre, or a cloud region you pick (for example inside the EU). Nothing is replicated anywhere else.
• Integrations are yours too. If you connect Microsoft 365, Google, Slack, a CRM or a webhook, data goes from your server to that service under your agreement with it.

Built-in tools that help

• Data minimisation: Anonymous responses store no name, email, IP address or browser. Ask only what a form needs; conditional logic and branching show questions only when they apply.
• Transparency: put your privacy notice in the form description or a text block, and ask for consent with a required checkbox question when consent is your legal basis.
• Storage limitation: a retention policy deletes old responses automatically.
• Access control: roles, workspaces and per-form access; approvers see only the requests assigned to them. Single sign-on with Microsoft 365, Google, Okta or SAML, and two-step verification.
• Accountability: an audit log of sign-ins, exports, deletions and approval decisions, which you can stream to your SIEM.
• Security of processing: HTTPS with HSTS, encrypted secrets, private file storage, signed updates — see the security overview.

Retention policy

Administration → Security → Data retention: switch on Delete old responses automatically and choose how long to keep them — 30 days to 10 years, or any number of days.

• Every night, older responses are deleted for good with their uploaded files, signatures and approval history.
• Requests still waiting for approval are never deleted.
• See what is due per form, and Delete now when you need to.
• Forms can keep their responses or use their own period — or make every form follow the organisation policy.
• Every run is recorded in the audit log.

Requests from people (access, erasure, portability)

• Find a person’s responses by searching their name or email in Results.
• Export responses as CSV or Excel to answer an access or portability request.
• Delete a response and its files; the audit log records who deleted it.
• Accounts can be deactivated or deleted by administrators; what a deleted person owned can be handed to a colleague first.

What SnagBane (the vendor) processes

Only this, and never the contents of your forms:

• Update checks: edition, version, PHP version and site address (can be turned off).
• Licence checks (Enterprise): a random installation ID, the Freemius installation ID and a hash of the licence key.
• Purchases: handled by Freemius as reseller; see the privacy policy.
• This website: served by Cloudflare; no cookies, analytics or advertising trackers.

This page describes product features; it isn’t legal advice. Your data protection officer decides how to use them for your organisation.