Questionnaires

Compliance officers, DPOs, and IT admins use the Questionnaire Settings screen to control how outgoing questionnaire forms look to external respondents — setting brand colours and contact details so that vendors and data processors always see a professional, clearly identified form when you reach out to them.

When your organisation sends questionnaires to vendors, data processors, or other third parties, those recipients see a form that carries your organisation's identity — your colours, your contact details, your branding. The Questionnaire Settings screen is the single place in DPMS where you control all of that. Without visiting this screen, every questionnaire you send will display the default Priverion blue and give respondents no contact information at all, which can lead to confusion, lower response rates, and unnecessary support enquiries directed at the wrong people.

This screen lives inside the broader General Settings → Compliance Settings area. It is a global configuration page, meaning that whatever you set here applies to every questionnaire your organisation sends — it is not per-template or per-campaign. The screen itself has two states: a read-only summary view where you can review what is currently configured, and an edit form where you make changes.

How to open it

Navigate to General Settings in the left-hand sidebar, then click Compliance Settings and select Questionnaires from the sub-menu. The menu item is only visible to users who have been granted the Questionnaires read permission. Users who have read access but not edit access can view the page but cannot make changes — the Edit button will appear greyed out for them.

What you see

When you land on the Questionnaires page, you see a clean data card labelled Settings in the centre of the screen, with the Compliance Settings navigation menu on the left. The card shows your currently saved values in a label/value layout: the two colour hex codes at the top, followed by any contact information you have configured. An Edit button sits in the top-right corner of the card.

If you click Edit and have the necessary permission, you are taken to the edit form. The form has a sticky header at the top containing a Save button (on the right) and a back-navigation link labelled Questionnaires (on the left). Below the header, the form is organised into two areas: a pair of colour pickers near the top, and one or more contact group cards below them.

Working with this screen

Setting up your organisation's branding for the first time

If your organisation has just started using DPMS, the questionnaire form will currently show the default Priverion blue (#3C5AFA) as the primary colour and white (#FFFFFF) as the secondary colour. Here is how to replace those with your own brand colours.

From the Questionnaires index page, click Edit. The edit form opens.
Click the Custom Primary Colour swatch. A colour picker opens where you can either click a shade directly or type your brand colour's exact hex code — for example, #1A3E72. This colour will be used for prominent elements like buttons and headings on the questionnaire form.
Click the Custom Secondary Colour swatch and choose your supporting colour — often a light grey or a background tone that complements the primary.
When both colours look right, click Save in the top bar. DPMS sends your settings to the server and returns you to the index page, which now shows the new hex codes. From this point on, every questionnaire you send will carry your organisation's colours.

Heads up: The secondary colour defaults to white. If your primary colour is also light, text on the questionnaire form may become hard to read. Always send yourself a test questionnaire after changing colours to confirm readability.

Adding or updating contact information for respondents

External respondents often have questions about the questionnaire they receive — who sent it, who to contact if they are unsure how to answer. The contact group section lets you provide that information directly on the form.

Open the edit form by clicking Edit on the index page.
Scroll past the colour pickers to the contact group card. You will see three default rows: Name, Email, and Telephone. Click into the value field next to each one and fill in the appropriate details — for example, "Privacy Team", privacy@example.com, and +41 44 000 0000.
If you want to add a field beyond the default three — say, a website URL or a department name — click the small circle-plus icon in the last column of the last row. A new blank row appears where you can type your own label (e.g., "Website") and the corresponding value. You can also click the language buttons above the label field to enter translations for the label, so respondents in different locales see the label in their own language.
When the contact details are complete, click Save. The index page will now list all the fields you entered, and respondents will see them on every questionnaire form.

Tip: Custom field labels support automatic translation. After entering a label in one language, click the translate button (the wand/auto icon next to the language buttons) to have DPMS translate it into all your other configured languages automatically. This is especially useful if you send questionnaires in multiple languages.

Setting up contact information for multiple departments

Sometimes you want respondents to be able to reach two separate teams — for example, both the DPO's office and the IT Security team. DPMS lets you create multiple contact groups, each shown as a separate block on the questionnaire form.

Open the edit form and fill in the three default rows (Name, Email, Telephone) in the first contact group card completely. All three must be filled before the next step becomes available.
Once all three default values are present, a small circle-plus icon appears in the top-right corner of the card. Click it. A second contact group card appears below, ready for another set of contact details.
Fill in the second group's Name, Email, and Telephone fields for your second department. Add any custom fields you need with the row-level circle-plus icon.
If you decide a group is no longer needed, click the circle-X icon in the top-right corner of that card to remove the entire group. This icon is hidden when there is only one group, so you can never accidentally delete all contact information.
Click Save to apply the changes. On the index page you will see all groups listed with a visual separator between them.

Heads up: Deleting a contact group only removes it from the server when you click Save. If you accidentally click the circle-X, you can click the Questionnaires back link in the top bar to abandon your changes — as long as you have not saved yet. Once saved, the group's data is gone permanently.

Reviewing current settings as an auditor

If you have read-only access to this screen, you can view all currently saved settings without being able to change anything.

Navigate to General Settings → Compliance Settings → Questionnaires.
The index page shows the current primary and secondary colours and all configured contact groups in a clean read-only layout.
The Edit button is visible but greyed out — clicking it has no effect. The edit form is not accessible without the edit permission.

Field reference

Custom Primary Colour — The main brand colour applied to questionnaire forms. Used for buttons, headings, and other prominent elements. Enter as a hex code (e.g., #1A3E72). Defaults to #3C5AFA (Priverion blue) if left unchanged.

Custom Secondary Colour — The supporting colour used for backgrounds, borders, or secondary UI elements on questionnaire forms. Enter as a hex code. Defaults to #FFFFFF (white).

Name (contact group row) — The name of the contact or team respondents should reach out to. Supports multiple languages. Required for the group to be considered complete.

Email (contact group row) — The email address respondents should use. Must be a valid email format (e.g., privacy@example.com). Validated on Save — an invalid format will show a red border and block saving.

Telephone (contact group row) — The phone number respondents can call. Must be a valid telephone format (e.g., +41 44 000 0000). Validated on Save.

Custom field Label — The label for any additional contact row you create (e.g., "Website", "Slack channel"). Supports multi-language translations. Maximum 255 characters. Required if a value is also entered — a custom row with a label but no value (or vice versa) is silently excluded from the saved data.

Custom field Value — The content of your custom contact field (e.g., https://privacy.example.com). Maximum 255 characters.

How this connects to the rest of DPMS

Everything you configure on this screen is "broadcast" to every questionnaire form your organisation sends to external parties. The two colour values become the visual theme of those forms; the contact groups become the help information displayed to respondents at the bottom or side of the form. There is no per-questionnaire override — this is a global setting.

If you are working on questionnaire templates elsewhere in DPMS, those templates will automatically inherit whatever branding and contact details you have saved here. After finishing this screen, you may want to navigate to the questionnaire template list to confirm that your branding looks as expected, or send a test questionnaire to yourself to verify the appearance end-to-end.

The multi-language translation feature used for custom field labels connects to DPMS's central translation engine. If your organisation operates in multiple languages and sends questionnaires to respondents in different locales, setting up translated labels here ensures a consistent, professional experience regardless of the recipient's language.

Tips & common pitfalls

Tip: The edit form always opens with one blank custom row already added to the last contact group. This is intentional — it is ready for you to type in a custom field straight away. If you do not need it, simply leave it blank. Blank rows are automatically excluded when you save, so they will not cause any problems.

Heads up: There is no "discard changes?" confirmation when you click the Questionnaires back link. If you have been editing the form and click back without saving, all your changes are lost immediately and silently. Get into the habit of saving before navigating away.

The + (add new group) button only appears when all three default fields are filled. If you cannot see the icon to add a second contact group, scroll back through the existing group and make sure Name, Email, and Telephone all have values.
Email and telephone format errors only appear when you click Save. You will not see a red border while you are typing — the validation fires at the moment of saving. If your save is blocked, scroll through the contact groups looking for red-bordered fields.
Custom rows with only a label or only a value are silently excluded from the save. DPMS does not show a validation error for them — it simply drops them. If a custom field you entered does not appear after saving, check that both the label and the value were filled in.
Colour changes affect all questionnaires immediately. As soon as you save new colours, the very next questionnaire form opened by any respondent will use the updated colours. There is no staged roll-out or preview step within this screen, so agree on the colours with your branding team before saving.