In our previous article, we highlighted the significant compliance risks Hong Kong businesses face when using Google Forms under the Personal Data (Privacy) Ordinance (PDPO). The conclusion was clear: for serious data collection, a more robust tool is not a luxury, but a necessity.

The natural next question is, "So, what should we use instead?" The market is filled with powerful form builders, but many are designed for a US or European context. To ensure compliance, Hong Kong businesses need to evaluate alternatives based on the specific requirements of the PDPO's Data Protection Principles (DPPs).

Here is a review of the top alternatives, assessed for their ability to help you meet your PDPO obligations.

1. Walla: The Compliance-First Platform

Unlike generic form builders, Walla is a secure data governance platform designed from the ground up with privacy laws like the PDPO in mind. It focuses not just on collecting data, but on managing it safely and compliantly throughout its entire lifecycle.

• Why it's the best choice for PDPO:

  • Security by Design (DPP4): Walla provides a fortress for your data with end-to-end encryption, granular access controls (so you decide who sees what), and comprehensive audit trails to track all activity.

  • Automated Data Lifecycle Management (DPP2): It directly solves one of Google Forms' biggest failures. You can set and automate data retention policies to ensure you are not keeping data longer than necessary, adhering strictly to the retention principle.

  • Simplified Rights Management (DPP6): Because all data is in one centralized hub, responding to Data Access Requests (DARs) is simple and auditable, not a frantic search across multiple files.

  • Clear Data Residency (Addressing Section 33): Walla offers clear options for data residency, including secure data centers in the APAC region. This helps you address the PDPO's cross-border data transfer concerns head-on, providing a clear and defensible data storage strategy.

• Best for: Hong Kong businesses of all sizes that want a "peace of mind" solution built specifically for security and regulatory compliance.

2. Jotform: The Feature-Rich Powerhouse

Jotform is a very popular and extremely versatile online form builder. It offers a vast library of templates, advanced conditional logic, and extensive integrations, making it a big step up from Google Forms.

• PDPO Strengths: Jotform offers strong security features, including form encryption and password protection, which help address the security requirements of DPP4. Its customizable forms also make it possible to include detailed Personal Information Collection Statements (PICS).

• PDPO Weakness: The primary challenge is data residency. Jotform's default servers are in the US and Europe. While these locations are secure, using them means all personal data you collect is subject to cross-border transfer rules. Your business must be prepared to legally justify these transfers under the PDPO framework, which can add legal complexity.

• Best for: Businesses that need highly advanced form features and have the compliance resources to manage the legalities of international data transfers.

3. Typeform: The Leader in User Engagement

Typeform is renowned for its beautiful, one-question-at-a-time conversational style. This user-friendly approach can significantly boost survey completion rates, making it a favourite among marketers.

• PDPO Strengths: The conversational interface is excellent for transparently explaining the purpose of data collection (DPP1) in a way that feels natural and trustworthy. It also has a solid security foundation.

• PDPO Weakness: Like Jotform, Typeform's infrastructure is primarily based outside of Hong Kong. This places the onus on your business to ensure that any transfer of personal data meets the PDPO’s guidelines for cross-border transfers.

• Best for: Marketing and CX teams focused on maximizing user engagement, who are fully aware of their data transfer responsibilities.

4. Microsoft Forms: The Integrated Corporate Choice

For organizations deeply integrated into the Microsoft 365 ecosystem, Microsoft Forms is a logical and convenient choice. It works seamlessly with familiar tools like Excel, SharePoint, and Power Automate.

• PDPO Strengths: It benefits from the enterprise-grade security of the Microsoft Azure cloud, providing a strong starting point for meeting your DPP4 security obligations, especially for internal data collection.

• PDPO Weakness: Data residency and control can be complex. While Microsoft has a global network of data centers, including in Asia, ensuring your data is stored in a specific location often requires higher-tier enterprise plans and expert IT configuration. It lacks the straightforward residency guarantee of a specialized platform and does not offer automated data retention policies.

• Best for: Large corporations already standardized on the Microsoft 365 suite with sophisticated IT departments to manage configuration and compliance.

Conclusion: Choose a Tool Designed for the Task

Moving away from Google Forms is the first step. The next, more important step is choosing an alternative that truly aligns with your legal responsibilities under the PDPO.

While many tools offer great features, they often leave a critical compliance gap when it comes to data retention and the legal complexities of cross-border data transfers. A platform like Walla is purpose-built to close these gaps, providing the security, control, and peace of mind that businesses in the sophisticated Hong Kong market require.