M-T1-CP-04-SD-03 — QR Contact Form Setup Guide

Release control

Adaptation note

This derivative configures the canonical static-display QR journey for Pop-Up Rotary Displays. It connects one clear public action to a minimal, accessible form; separates requested operational contact from optional future updates; uses an organisation-controlled HTTPS destination and visible short route; records privacy, security, routing, retention and decommissioning controls; engineers the QR from the final payload; and requires production-equivalent device, accessibility, network, print and follow-up testing before launch.

Privacy, communications and legal boundary. This is operational guidance, not legal advice. The host entity must obtain current review appropriate to its legal status, activity, audience, platforms and jurisdictions. Do not assume an exemption from Australian privacy, electronic-message or other obligations. Record the local determination and conditions.

1. Instructions and non-negotiable release rule

1. Declare one primary purpose and public action. Remove collection where public information can meet the need.
2. Record a necessity, access role, required/optional decision and retention link for every field before opening the form builder.
3. Resolve the host, data owner, privacy/communications/security/accessibility reviewers, follow-up owner, incident lead and approver.
4. Configure the form, notice, choices, routing, preferences, security, retention and safe closed state in a production-equivalent environment.
5. Freeze and peer-check the exact destination and attribution values before generating the QR.
6. Produce a vector QR master, accessible lock-up, visible typed route and actual-size physical proof.
7. Execute every applicable digital, routing, accessibility, network, device and print test and retain evidence for the exact version.
8. Sign all approval gates, conduct a live installed scan, monitor the service and decommission safely.

If a required owner, gate, test or evidence item is absent, the public QR does not ship. A scan that opens a page is not proof that the complete service works.

2. Controlled configuration fields

Identity, approval and ownership

Purpose, audience and choices

Destination, QR, service and lifecycle

Never infer an owner, legal status, data location, response commitment or retention period.

3. Purpose and data-minimisation gate

Stop rule: remove a field whose necessity cannot be stated in one clear sentence.

4. Form journey

5. Field specification

Field rules:

• [ ] Persistent labels are used; placeholders are not the only labels.
• [ ] Preferred name is used unless full/legal name is necessary.
• [ ] Only the contact field for the selected method appears.
• [ ] No phone number is forced where another selected method works.
• [ ] No account, app or third-party sign-in is required.
• [ ] Passwords, access codes and payment-card data are never requested.
• [ ] Safe entered values persist after an error.

6. Routing categories

Offer only categories the host can service.

7. Collection notice and independent choices

Reviewed notice structure

About this form
[Host entity] collects the information you choose to provide so we can [primary purpose]. If you do not provide a required item, [specific consequence]. Your response is sent to [owned route] and handled under our privacy information at [privacy-policy route]. For a privacy question or request, contact [host contact]. Any choice about future updates is optional and separate from the response you are requesting.

Add locally required disclosures about collection circumstances, usual or overseas disclosure, access/correction and complaint handling. Essential information stays in the form; a policy link does not carry the whole explanation.

Operational response

• [ ] “Please contact me about the option I selected.”

This governs the requested service response only.

Separate future updates

• [ ] “I would also like optional future updates from [identified sender] using [identified channel]. I can change this choice through [route].”

The future-updates choice is optional, unselected by default, versioned, timestamped and not a condition of the requested response.

Confirmation

Your request has been received. We aim to respond within [approved service level]. For public information, visit [route]. To change an optional future-updates choice, use [preference route].

Do not echo submitted contact details or private context.

8. Accessibility and equivalent fallback

Digital checks:

• [ ] Descriptive page title, headings and landmarks.
• [ ] Persistent programmatic labels and instructions before input.
• [ ] Full keyboard operation, logical order and visible focus.
• [ ] Text error summary and field errors linked to controls.
• [ ] Colour is not the only cue; contrast and 200% zoom/reflow pass.
• [ ] Screen-reader name, role, state, help, errors and confirmation pass.
• [ ] No motion, pointer gesture or image-only challenge is required.
• [ ] Timeouts are removed or can be extended without data loss.

Fallback:

Scanning is never the only way to act.

9. Canonical destination, redirect and attribution

Destination acceptance:

• [ ] HTTPS and organisation-controlled or contractually governed.
• [ ] No account or app required.
• [ ] Host and purpose appear before collection.
• [ ] Works in supported mainstream mobile browsers.
• [ ] No personal information, access token, secret or submitted value in URL.
• [ ] Stable ownership, renewal and safe closed response are recorded.

Short route acceptance:

• [ ] Legible, memorable, typeable and recognisably associated with the host.
• [ ] Resolves to the same approved journey.
• [ ] Avoids ambiguous characters where practical.
• [ ] Owner, peer approval, change log and expiry/review date recorded.

Attribution values contain no name, email, phone, membership identifier, secret or sensitive location. Never repoint a printed QR to an unrelated purpose.

10. QR engineering and artwork specification

1. Resolve and peer-check the exact payload.
2. Open it directly in a private browser and confirm host, certificate, page and attribution.
3. Generate a standards-conformant QR from that exact string.
4. Record error correction based on payload density and production risk.
5. Bind immutable master filename and QR version.
6. Export vector for print and lossless high-resolution raster only where required.

Never generate, recreate, trace or upscale the QR with an image-generation tool.

If an official Rotary mark is placed adjacent to the QR, use only the supplied original asset, preserve its colours and proportions, account for transparent padding and keep it entirely outside the QR quiet zone. Do not generate, substitute or stretch a mark.

Print handoff includes the immutable vector master, exact size, locked aspect ratio, quiet-zone/no-crop/no-effects instructions, contrast/background, substrate/finish/light, proof approver and mandatory physical scan test. A screenshot of a QR is not a production master.

11. Device, network, accessibility and print test log

Blocker or high defects must close and affected regression tests repeat before release. An exception cannot waive privacy, security, destination, accessibility or response ownership.

12. Ownership and routing

For every accepted submission: assign category, calculate due date, alert only the authorised route, acknowledge safely, record action/completion, keep future-update preference separate and escalate aged/sensitive cases. Never distribute raw responses to a club-wide list or use a publicly linked spreadsheet as the queue.

13. Platform, security, access and retention gate

Working exports are exceptional, logged, access-limited, time-bound and securely removed after approved transfer.

14. Incident response

1. contain exposure or misrouting through authorised controls;
2. preserve relevant logs, configuration, screenshots and version identifiers without uncontrolled copies;
3. assess information, people, systems, access, consequences and ongoing risk;
4. escalate to approved privacy, security, legal, records, communications and leadership routes;
5. make notification decisions under current law and qualified advice;
6. communicate verified facts and practical protective steps;
7. validate destination, form, access, routing and preferences before reopening; and
8. record cause, impact, decisions, actions, owners and prevention.

15. Analytics and service reporting

Small-number reporting must prevent re-identification. Scans and submissions are not community impact.

16. Change control and decommissioning

Material changes to purpose, audience, field, notice, choice, platform, URL/payload, access, retention, analytics, routing, artwork size or substrate require review and regression testing.

Closure sequence:

• [ ] Locate remaining printed assets from the display manifest.
• [ ] Stop new submissions at the approved time.
• [ ] Route QR and typed short URL to the safe closed page.
• [ ] State closure and provide safe public-information/contact alternative.
• [ ] Complete/transfer open follow-ups and preserve suppression.
• [ ] Remove integrations, secrets, automation and unnecessary access.
• [ ] Produce only the approved final record.
• [ ] Apply retention/deletion across platform, exports, paper, duplicates and backups.
• [ ] Test QR, short route and canonical route after closure.
• [ ] Archive manifest, approvals, tests, incidents and deletion evidence.

Never let a retired QR resolve to a vendor error, unsafe domain, unrelated campaign or expanded purpose.

17. Approval gates

18. Final preflight and evidence pack

• [ ] One declared purpose; public-information alternative present.
• [ ] Every field has necessity, category, required status and retention link.
• [ ] Higher-risk data and unrestricted free text excluded or separately approved.
• [ ] Host, purpose, consequence, handling and privacy contact visible before submit.
• [ ] Operational reply and optional future updates remain separate and unselected.
• [ ] Preference, withdrawal and suppression work end to end.
• [ ] Digital accessibility and equal fallback tests pass.
• [ ] Canonical, short and QR routes match the governed destination.
• [ ] Payload/attribution contain no personal information or secrets.
• [ ] Immutable vector/raster masters, size, module, quiet zone, contrast, context and distance are recorded.
• [ ] QR is not cropped, distorted, decorated or recompressed.
• [ ] Actual-size physical proof passes device, angle, light and distance tests.
• [ ] Queue, service, cover, access, MFA, vendor, retention and incident routes are active.
• [ ] Form, notice, choices, QR, redirect, artwork and print versions match one manifest.
• [ ] Installed display passes live scan and typed-route tests.
• [ ] Next review, safe closed route and decommission date are scheduled.

Evidence pack:

1. purpose/applicability and field-minimisation records;
2. exact notice and choice wording;
3. privacy, communications, security and accessibility reviews;
4. platform, vendor, location, access and retention records;
5. canonical URL, short route, QR payload and attribution manifest;
6. source QR master, final artwork and physical-proof evidence;
7. device, browser, network, accessibility, routing and print logs;
8. approval/release record and responder roster;
9. change history; and
10. decommission/deletion evidence.

Until all applicable gates pass for the exact production version, this derivative remains REVIEW.