Forms ("the App") is a third-party application built for the Root platform that lets community members submit application forms, lets reviewers accept or reject those submissions, and automatically applies community role changes based on the outcome. This policy explains what data the App processes, why, and how it is handled.
The App runs entirely inside Root's infrastructure: the client is a Root client-app UI, and the server is a Node.js service with its own SQLite database that runs in Root's cloud (see the Root App documentation). The App does not operate any infrastructure of its own outside of Root, and does not send data to any third party outside the Root platform.
1. Who controls this data
The App is installed and configured by the leadership of each Root community that adds it.
Community leaders decide who holds the formAdmins, formManagers,
and formReviewers roles, and those roles determine who can see and act on the
data described below. For questions about a specific community's use of the App, contact
that community's leadership/admin team first, as they control the App's settings for that
community.
2. Data the App processes
The App only processes data necessary to operate its forms, applications, role-automation, and comments features:
| Data | Source | Why it's processed |
|---|---|---|
| Root member ID | Root SDK | Identify who submitted a form, wrote a comment, or is being reviewed |
| Username | Root SDK (getMemberUsername) |
Display who submitted, commented, or reviewed something |
| Community role IDs | Root SDK (getMemberRoleIds) |
Decide whether a member can see/submit a form, and whether to grant or remove roles |
| Form answers | Entered by the member | Store what the member submitted for review (SHORT_TEXT, LONG_TEXT, NUMBER, SINGLE_CHOICE, MULTI_CHOICE) |
| Uploaded images | Uploaded by form editors via Root's asset upload API | Attach reference images to a form (up to 3 per form) |
| Comments/replies | Entered by staff members (formAdmins, formManagers, formReviewers) |
Discussion threads on a form or an application |
| Application status & review notes | Entered by reviewers | Track whether a submission was accepted or rejected, and why |
| Form/application logs | Generated by the App | Audit trail of creation, edits, and stage changes |
| Channel and role selections | Selected by form editors | Configure where notifications are posted and which roles are affected by automation |
The App does not collect payment information, precise location, contact details (email/phone), or any data beyond what a member already exposes to the community through Root (their Root identity, roles, and the content they choose to submit).
3. Where data is stored
All data described above is stored in the App's own SQLite database, which runs inside
Root's cloud hosting for the App — it is not exported to any external server or
third-party service. Uploaded images are stored using Root's own asset storage
(rootServer.dataStore.assets), the same system Root uses for other apps' file
uploads.
The App temporarily caches some data it reads from Root (community roles, channels, and member info) in server memory for a few minutes to reduce API calls. This cache is not persisted to disk and expires automatically.
4. Role automation
If a community configures role automation on a form, the App will assign or remove
specific community roles on a member's behalf when they submit, get accepted, or get
rejected. This uses the community.manageRoles permission granted to the App
by the community's leadership, and only ever affects roles the community has explicitly
configured for that purpose. See the App's README for the full rules governing which roles
can be used and how.
5. Retention and deletion
- Comments: deleting a comment replaces its content with a placeholder ("Comment deleted by {username}"); the record itself is kept for thread integrity.
- Images: removing an image from a form deletes it from the App's database. Because Root does not currently provide an API to delete the underlying uploaded asset, the file may remain in Root's asset storage even after removal from the form.
- Forms and applications: deleting a form cascades to delete its questions, images, and applications from the App's database.
- If a community removes the App entirely, its associated data is removed according to Root's standard app-uninstall data handling — see Root's documentation for details on that process.
6. Who can see what
Access within the App is governed by the roles a community's leadership configures:
formAdmins— full access to the module, any form, any application, and comments.formManagers— access to forms they created, plus managing applications and comments.formReviewers— can view and accept/reject applications, and comment.- Regular members — can only see forms they're eligible for (based on that form's role restrictions) and only their own submitted applications and answers.
7. Third parties
The App does not sell data, does not run analytics or advertising SDKs, and does not transmit data to any service outside the Root platform. The only external system the App communicates with is Root itself, through the official Root SDK.
8. Children's privacy
The App does not knowingly collect data from users beyond what Root itself already provides for community membership, and defers to Root's own age-eligibility requirements for platform access.
9. Changes to this policy
If the data this App processes changes materially (for example, a new feature that collects additional information), this policy will be updated accordingly, and the "Last updated" date above will reflect that change.
10. Contact
For any questions about this policy or about data processing in Calendar, contact the user with the username “raidcall” on Root.