What is covered in this article?
- Why is this important?
- Who sets privacy — the school or the family?
- Where the three privacy questions appear
- How to turn a privacy question on or off
- Editing the wording of a privacy question
- Frequently asked questions
Why is this important?
Some families have situations — such as custody arrangements, restraining orders or domestic abuse — where the contacts on an enrolment form must not see each other's personal details. The privacy questions let a family keep certain details private from the other people on the same form. As a school user, your role is to make sure these questions appear on your form, and to word them in a way that suits your school.
Who sets privacy — the school or the family?
It's worth being clear on this before you start:
- The family sets the actual choice. The person filling out the form decides, for each contact and section, whether details are shared or kept private. A contact who signs later can also change the choice for their own details.
- The school controls the question. In the form editor you decide whether each privacy question appears on your form, and you can customise its label and help text. You do not set a family's privacy choice on their behalf.
- School staff always see the full details regardless of any privacy choice — privacy only affects what contacts see of each other.
Where the three privacy questions appear
The privacy questions are added to your master form template automatically. There are three, in three different sections of the form:
| Section of the form | Privacy question |
|---|---|
| Parent / Guardian (one per contact) | Share these details? |
| Emergency Contact | Share these details? |
| Student Residency | Share this address? |
How to turn a privacy question on or off
You control whether each privacy question appears using the form editor, the same way you show or hide any other field. Follow the steps below for each of the three sections:
- Go to Admin > Forms and open the form you want to edit.
- Open the Manage Fields side panel
- Navigate to the relevant section — Student Residency, Parent / Guardian or Emergency Contact.
- Click the privacy question (Share these details? or Share this address?) to open its edit dialog. You can also use the Field Visibility panel to toggle it on or off from the list of fields.
- Under Visibility, tick Include on form to show the question, or untick it to hide it.
- Click SAVE.
Editing the wording of a privacy question
You can change the label and help text of each privacy question so it reads the way your school prefers. In the same edit dialog:
- Update the Field Label (the question itself).
- Update the Description (the help text shown beneath the question). This supports simple formatting and links, so you can point families to a help page or your office if they're unsure.
- Click SAVE.
Frequently asked questions
Do I have to add these questions, or are they already there?
They are added to your master form template automatically. You only need to confirm they are switched on (visible) and worded the way you want.
Can I make a privacy question optional?
No. When a privacy question is shown, it is always mandatory so the family makes a deliberate choice. You can hide the question entirely, but you can't leave it on the form as optional.
Can I set a family's privacy choice for them?
No. The choice is made by the person filling out the form, and a signing contact can change it for their own details. School staff always see the full details regardless.
Will turning these on change my existing forms?
Changes you make apply to new applications created from the form. Forms already in progress or already signed are not changed.