Zoho Corporation Limited

Zoho Forms: Online form builder for data collection and management

Zoho Forms is a versatile online form builder designed for businesses of all sizes. It enables users to create customised forms for various purposes, including surveys, registrations, and feedback collection. With features like conditional logic and integrations, it simplifies data collection and automates workflows, enhancing efficiency and productivity.

Features

• Intuitive form creation without coding skills for user-friendly customisation
• Share forms across various platforms for extensive accessibility and reach
• Connect with other tools like CRM systems for streamlined workflows
• Easily attach files, images, audio, and video to enhance forms
• Implement multi-tiered approval processes to streamline decision-making efficiently
• Conditional Logic: Display questions based on user responses dynamically
• Automation: Automate repetitive tasks like email notifications and data entry
• Analytics: Gain insights into form performance and user behavior patterns
• Data Encryption: Safeguard sensitive information with robust encryption measures
• Mobile-friendly: Ensure seamless form access and completion on mobile devices

Benefits

• Enhanced Efficiency: Streamlines data collection processes, saving time and resources
• Conveniently access and manage submissions remotely on any device worldwide
• Efficiently collect citizen feedback, improving public service delivery and satisfaction
• Boost productivity by automating tasks, allowing focus on other priorities
• User Satisfaction: Delivers user-friendly experiences, boosting satisfaction and engagement
• Improved Accuracy: Reduces errors with standardized data collection methods.
• Streamlining responses into invoices and receipts benefits organized record-keeping
• Automate email communication based on submission conditions for enhanced responsiveness
• Ensure data security and compliance through advanced encryption measures
• Enable government staff with mobile and desktop access for flexibility

£9 to £90 a licence a month

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at zohouk-gcloud@eu.zohocorp.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

829976568833637

Contact

Sreyas Benjamin
+44 2038072092
zohouk-gcloud@eu.zohocorp.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Only cloud-based deployment and no support for an on-premise setting.
• System requirements:
  • Safari 13 and above
  • Chrome 73 and above
  • Firefox 69 and above
  • Edge 79 and above
  • Opera 60 and above
  • Android 5.1 (SDK version 22) & above
  • IOS 11 & above
  • A stable internet connection is required
  • Windows, Linux, Mac OS

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We respond to emails within 24 hours of receiving them during work days. Our support team operates from Monday to Friday 24*5
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: We provide the same technical support level across all our plans (Free plan and paid plans). Technical support engineers are offered for email support across all our plans (Free plan and paid plans)
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: To get our users started with Zoho Forms, we offer comprehensive user guides available at our help documentation portal, which includes frequently asked questions, community forums, and link to other articles published online by our team. Customers can reach out to us through email and our technical support engineers will provide assistance to them. Demo is offered to customers based on request.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Using the Data Export option, the data can be exported as a CSV/ PDF file.; Also, customers can use the Data Export option to bulk download form submissions along with attachments.
• End-of-contract process: We hold the data in your account as long as you choose to use Zoho Services. Once you terminate your Zoho user account, your data will get deleted from the active database during the next clean-up that occurs once every 6 months. The data deleted from the active database will be deleted from backups after 3 months. In case of your unpaid account being inactive for a continuous period of more than one year, we reserve the right to terminate it after giving you prior notice and the option to back-up your data.; ; When a customer's account is downgraded to the free plan, all previously created forms and collected data remain accessible. However, if the account remains on the free plan and the customer does not use Zoho Forms for a year, they will be notified via email that their Zoho Forms account may be subject to clean-up.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The web app of Zoho Forms, accessible via both desktop and mobile browsers, supports all functionalities. The mobile app facilitates form creation, data collection, report generation, tasks, and more, along with distinctive features such as Offline mode, Kiosk mode, Dark mode, Card scanner, and Geolocation. Yet, it does not include some capabilities found in web browsers like integrations, payment configuration, approvals, various settings, and specific field properties, which require the web browser version for setup.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Zoho Forms provides a streamlined interface for creating and managing forms, analyzing submissions, and handling account settings. Its dashboard centralizes essential functions like form listings, submissions, and analytics for easy access. The platform offers a user-friendly drag-and-drop form builder, customizable design options, and a range of settings for tailored form experiences. It also supports advanced functionalities such as conditional logic, task assignments, approval workflows, and automated notifications to enhance form management. For respondents, the 'live form' feature ensures a smooth and engaging experience when filling out, editing, and submitting responses.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: The Zoho Forms interface is accessible using screen readers. It meets the screen reader compatibility standards specified by the WCAG. It is tested for screen reader's on Mac, Windows, and Linux devices. ; The development and testing of screen reader accessibility was carried out in co-ordination with Zoho Forms customers who have differently abled users in their workforce.
• API: No
• Customisation available: Yes
• Description of customisation: In Zoho Forms, users have a broad spectrum of customisation options to tailor forms to their specific needs, allowing for the creation of diverse forms ranging from simple contact forms to complex surveys. Customisations range from form type, aesthetic alterations (such as themes, colours, and fonts), form's language, to functional modifications, like branching logic, and integrations with other services. Users can leverage conditional rules for dynamic form behavior, integrate payment gateways for transactions, and perform calculations within the form. Functional aspects can be tailored through form settings. Advanced features like form approvals, sharing options, embedding capabilities, and comprehensive analytics enhance the form's utility and user engagement.; ; Customisation access typically reside with the form creator or the account's Super Admin. These individuals have the authority to set permissions, granting or restricting access to other team members based on roles. Various configurations such as DKIM, SMS gateways, etc. can be configured by the Super Admin for all the users in the organisation to use.

Scaling

• Independence of resources: Zoho Forms infrastructure scales horizontally and vertically to meets increasing demands by adding more servers or resources. Load balancing techniques are in place to evenly distribute incoming requests across multiple servers. Stability in performance is achieved through continuous monitoring of real time metrics such as response times, server load, and error rates. For flexible fault tolerance, redundant components and failover mechanisms are used to ensure high availability. In the event of a failure or outage, redundant systems seamlessly take over, minimising downtime and ensuring uninterrupted service for our users.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics are readily accessible within Zoho Forms' Super Admin and Admin's interface. Super Admin and Admin can view the number of forms created, number of submissions received, file storage used, and the number of PDFs generated.
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Using the Data Export option, users can export the data as a CSV or PDF file.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats:
  • CSV
  • ODF

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: Other
• Other protection within supplier network: Network traffic is encrypted when it traverses over the public network and when replicating to the DR data centre. The complete Datacenter stack is under our control. We use firewalls to prevent our network from unauthorised access. Our systems are segmented into separate networks to protect sensitive data from unauthorised access.

Availability and resilience

• Guaranteed availability: Our monthly service uptime is 99.9%. The live service availability status can be seen on Zoho's website. Upon customer request, Zoho will, as per the terms and conditions of its Service level agreement, provide service credits. A copy of Zoho SLA can be shared upon request.
• Approach to resilience: Application data is stored on resilient storage that is replicated across data centres. Data in the primary DC is replicated in the secondary in near real time. In case of failure of the primary DC, secondary DC takes over and the operations are carried on smoothly with minimal or no loss of time. Both the centers are equipped with multiple ISPs. We have power back-up, temperature control systems and fire-prevention systems as physical measures to ensure business continuity. These measures help us achieve resilience. In addition to the redundancy of data, we have a business continuity plan for our major operations such as support and infrastructure management.
• Outage reporting: Planned Outages & Maintenance:; The planned outages would be announced/informed to the customers through several channels, blog post in community forum, business emails, banners in respective services.; ; Generally, annual maintenance activities would be planned during non-business hours to avoid impact to the services.; ; Unplanned Outages:; Major unplanned outages will be posted in social media forums & also will be informed to customers through emails. Customers can always refer to the following link on the health status of each service & update on outages.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: We employ technical access controls and internal policies to prohibit employees from arbitrarily accessing user data. We adhere to the principles of least privilege and role-based permissions to minimize the risk of data exposure.; ; Access to production environments is maintained by a central directory and authenticated using a combination of strong passwords, two-factor authentication, and passphrase-protected SSH keys. Furthermore, we facilitate such access through a separate network with stricter rules and hardened devices. Additionally, we log all the operations and audit them periodically.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI (British Standards Institution)
• ISO/IEC 27001 accreditation date: 22/08/2022
• What the ISO/IEC 27001 doesn’t cover: Zoho has earned ISO/IEC 27001:2013 certification for Applications, Systems, People, Technology, and Processes
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 28/06/2021
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: Not Applicable
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: ISO/IEC 27701

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: ISO 27001 , ISO 27701 , ISO 27017 , ISO 27018 , SOC Type II + HIPAA
• Information security policies and processes: Zoho shall maintain an information security program in accordance with the international standard ISO 27001, which includes technical and organisational security measures, physical measures, as well as policies and procedures to protect customer data processed by Zoho against accidental loss, destruction, or alteration, unauthorised disclosure or access, or unlawful destruction. Zoho maintains documented information security and data privacy policies and requirements, and periodically communicates them to employees responsible for various controls. The policies are reviewed annually to keep them up-to-date. This policy is verified during our third-party audits such as ISO and SOC.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: We have Change Management procedures in place that include, but are not limited to, all changes to the Organization, Applications, Systems, People, Technology, and Processes, as well as information processing facilities that affect information security/privacy. For every change, the security impact is analyzed. We maintain audit logs as evidence for all changes. Fall-back procedures, including procedures and responsibilities for aborting and recovering from unsuccessful changes and unforeseen events, are documented and communicated. Zoho shall notify the customer of any changes that may affect the customer adversely.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: We have a dedicated vulnerability management process that actively scans for security threats using a combination of certified third-party scanning tools and in-house tools, along with automated and manual penetration testing efforts. Our security team actively reviews inbound security reports and monitors public mailing lists, blog posts, and wikis to spot security incidents that affect the company’s infrastructure.; ; Once we identify a vulnerability requiring remediation, it is logged, prioritised according to severity, and assigned to an owner. We identify the associated risks and track the vulnerability until it is closed by either patching the vulnerable systems or applying relevant controls.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We monitor and analyze information gathered from services, internal traffic in our network, and usage of devices and terminals. We record this information in the form of event logs, audit logs, fault logs, administrator logs, and operator logs. These logs are automatically monitored and analyzed to a reasonable extent to help us identify anomalies, such as unusual activity in employees’ accounts or attempts to access customer data. We store these logs on a secure server isolated from full system access to manage access control centrally and ensure availability.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Our incident management team notifies you of the relevant incidents and actions needed. We track and close the incidents with corrective actions. Whenever applicable, we will provide you with necessary evidence in the form of application and audit logs regarding incidents. Furthermore, we implement controls to prevent the recurrence of similar situations.; ; We respond to the security or privacy incidents you report to us through incidents@zohocorp.com with high priority. For general incidents, we will notify users through our blogs, forums, and social media. For incidents specific to an individual user or organisation, we will notify the concerned party through email.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  The energy supply for the Zoho UK’s workspace at Bletchley is derived from renewable sources, accounting for 21% of total power consumption. LED retrofits have been implemented to enhance energy efficiency throughout the building.; Designed with a focus on energy efficiency, data centres that support Zoho UK are powered by renewable energy. Further, these data centres are progressing towards integrating with a solar grid to reduce environmental impacts.; All purchased energy for the data centres is sourced from green energy providers. This enables us to minimise the carbon footprint associated with our operations.; The United Kingdom has committed to achieving carbon neutrality by 2050. Supporting this pledge, we have taken steps to monitor greenhouse gas (GHG) emissions from our operations and implement measures to mitigate them. We account for Scope 2 and Scope 3 emissions and exclude Scope 1 emissions as our work does not involve fuel combustion within operational boundaries.; We've switched completely to electric vehicles for movement within the campus.

  Covid-19 recovery

  During the COVD-19 pandemic, Zoho worked to minimize the impact of COVID on our customers, other business and our local community.; At the start of the pandemic, Zoho created and distributed a Secure Remote Access Toolkit to help organizations quickly adapt to and work securely during the pandemic. This toolkit was made free for the first 100 days.; To assist organizations impacted by the pandemic, Zoho offered free licenses of flagship products, and offered discounts and waivers on licenses on a case-by-case basis.; While most of our employees worked from home, we kept the kitchen at our Chennai headquarters running with a skeletal staff to provide food to underprivileged people in the local area, many of whom were impacted due to a loss of employment during the lockdown.; We converted one of our office buildings into a temporary COVID-19 ward to accommodate citizens who were required to quarantine.; We ran Covid vaccination camps to our employees, their dependents and the support staff who worked in Zoho.

  Tackling economic inequality

  Zoho has always aimed to tackle economic inequality and give back to the community. This is reflected in the following:; Coined by our CEO, transnational localism is the philosophy that underpins our staffing and office location plans. Instead of focusing on crowded urban centres, we've been opening spoke offices in smaller towns and villages. The goal is to improve local infrastructure, boost the economy of these smaller towns and villages, and provide more employment opportunity. ; As part of our philosophy of transnational localism, we believe in hiring locally for each spoke office. This helps promote local talent and bring high-paying jobs back to the villages and towns where we are based.

  Equal opportunity

  As part of our efforts to tackle inequality, Zoho Corporation Limited have made efforts to provide equal opportunities and tackle workforce inequality.; All roles at Zoho Corporation are open to all people irrespective of gender, sex, race, ability, or religion. We hire solely based on skill and have a diverse team.; We eschew discrimination on any grounds, including age, colour, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and other unique characteristics that define our associates. Instead, we espouse, fairness, striving to ensure that a merit-based approach allows wage parity among associates with comparable experiences and responsibilities, irrespective of their gender.; Our campus has been designed to be accessible to all, including differently-abled colleagues. The layout design includes ramps and lifts in every building, allowing ease of mobility and access to all.; Apart from the usual shuttle facilities, special cab service covering a certain distance is given for women during their third trimester.

  Wellbeing

  Zoho Corporation Limited adheres to industry standards in remuneration, ensuring that compensation is equitable across genders. Recognising the diverse needs of our people, we provide essential support such as parental leave, aligning with our efforts to build an organisation that values and cares for every individual.; We have trained medical practitioners and a dedicated medical clinic available on all days of the week. Employees can freely avail their services.; The Hazard Identification & Risk Assessment (HIRA) Framework is followed rigorously at the premises.; We provide in-house counselling to our employees for free via our team of trained and qualified therapists. ; We organize free medical check-ups for our employees on an annual basis.; We organize regular blood donation camps in association with various blood banks.; We have open house sessions conducted by the CEO periodically where employees can raise any concerns.; Day Care facilities provided for employees kids; The compliance monitoring framework involves ongoing reviews and enhancements of occupational health programmes, guided by feedback, data analysis, and emerging best practices.

Pricing

• Price: £9 to £90 a licence a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: All fields, reports, rules, UTM tracking, DKIM, notifications, Google Adwords, default themes, various setting, sharing, integrations, tracking, form management, SSL encryption, up to 10 payments, CSV/PDF export, mobile app, tech support; ; -Subform, advanced rules & analytics, translation, OTP verification, form data export, HIPAA compliance
• Link to free trial: https://www.zoho.eu/forms/signup.html

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at zohouk-gcloud@eu.zohocorp.com. Tell them what format you need. It will help if you say what assistive technology you use.