Security and Compliance

Overview

Form Workflow Plus respects our customers' privacy, and keeping our customers' data protected at all times is our highest priority.
This security policy provides a high-level overview of the security practices put in place to achieve that objective.
Have questions or feedback? Feel free to reach out to us at contact@formworkflowplus.com

Infrastructure

• All of our services run in managed cloud infrastructure. We don’t host or run our own routers, load balancers, DNS servers, or physical servers, and we do not manage the operating systems our code runs on.
• Our website and application front-end are served by Firebase Hosting (Google) and our backend API runs on Google Cloud Run (region us-central1). Google provides strong security measures to protect this infrastructure and is compliant with most certifications. You can read more about their practices here.
• Our application database is a managed PostgreSQL instance provided by Supabase, running on AWS infrastructure in a United States region. Supabase processes this data on our behalf under its Data Processing Addendum.
• Our website and API are served through Google’s edge infrastructure, which provides network-level DDoS protection.

Authentication and access control

• Users sign in with Google OAuth 2.0. Tanitapps never creates, receives or stores passwords for your Google account, so there are no application passwords for us to lose. Revoking our access in your Google account immediately ends that access.
• Application sessions use short-lived signed tokens that expire after 7 days.
• The add-on requests least-privilege Google scopes. In particular it uses spreadsheets.currentonly, which limits access to the spreadsheet the add-on is opened in rather than your whole Drive.
• Roles and permissions let an account owner control what each member of their team can do.

Data isolation

Each customer account is provisioned with its own dedicated PostgreSQL schema. Application data belonging to one account is stored separately from every other account rather than sharing rows in common tables.

Data encryption

• Encryption in transit: all data sent to or from our infrastructure is encrypted in transit using Transport Layer Security (TLS). HTTPS is enforced, and we send HTTP Strict Transport Security (HSTS) headers.
• Encryption at rest: application data is encrypted at rest in the Supabase PostgreSQL database, and Google Cloud encrypts data at rest by default on Firebase Hosting and Cloud Run.

What we store — and what stays in your Google account

The content of your Google Forms, Google Sheets and Drive attachments stays in your own Google Workspace account. We never copy it out. The application data we hold is limited to your subscription details, the members you invite to your team, the IDs and names of the Forms and Sheets where the product is enabled, and the form responses needed to drive the approval workflow. This is described in full in our Privacy Policy.

Data retention and removal

• We retain your data for as long as your account is active and we need it to provide the service.
• The account owner can delete the account at any time. Deletion removes the account’s settings, subscription and team membership records, and drops the account’s entire database schema — destroying its application data. This takes effect immediately rather than after a waiting period.
• Residual copies then age out of our database provider’s encrypted backups according to its backup retention window.
• Where a customer contract sets a shorter or specific deletion deadline, that deadline applies.

Payment information

All payment processing is outsourced to Stripe, which is certified as a PCI Level 1 Service Provider. We don’t collect, store or transmit any card data and are therefore not subject to PCI obligations.

Logging

Our backend and add-on emit application and request logs to Google Cloud Logging, providing an audit trail of application activity.

Business continuity and disaster recovery

Our database provider takes automated backups of the managed PostgreSQL instance, and all backups are encrypted. Our services are deployed as immutable revisions, so a deployment can be rolled back to a previous known-good revision.

Sub-processors

We use a small, named set of sub-processors — Google, Supabase, Stripe and Hubspot — each engaged under a data processing agreement. The current list is maintained in our Privacy Policy.

Compliance

• General Data Protection Regulation (GDPR): we’re compliant with the GDPR and rely on the current Standard Contractual Clauses for transfers. Our processing, your rights and our sub-processors are described in our Privacy Policy.
• Employee access: access to production data is limited to the people who need it to operate and support the service, and everyone with access is bound by confidentiality obligations.

Responsible disclosure

We encourage everyone who practices responsible disclosure, and complies with our policies and terms of service, to report security issues to us. Please avoid automated testing and only perform security tests with your own data. Do not disclose any information regarding the vulnerabilities until we have fixed them. You can report vulnerabilities by contacting contact@formworkflowplus.com. Please include a proof of concept. We will respond as quickly as we can and will not take legal action against you if you have followed the rules above.

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