Beneficiary Intake Form
An encrypted beneficiary intake form for charities, NGOs and social welfare organisations — personal circumstances, support needs, household situation, referral source and consent to data processing, nFADP-compliant.
About this template
This template provides charities, NGOs, social welfare organisations and community foundations with a structured, encrypted beneficiary intake form. It collects the information needed to assess eligibility, understand support needs, and coordinate care — while protecting the dignity and privacy of vulnerable individuals.
What it collects
- Beneficiary identity and contact details
- Age, nationality and language preference
- Current housing and household situation
- Employment and income status
- Primary support needs — material assistance, housing, counselling, food, legal aid, health
- Referral source — how the beneficiary came to the organisation
- Prior contact with the organisation or other services
- Data processing consent and confidentiality explanation
- Beneficiary or case worker signature
Sensitive data and the duty of care
Beneficiary data is inherently sensitive — it reveals financial hardship, family breakdown, legal status, health conditions and other circumstances that place individuals in a vulnerable position. Under the Swiss nFADP, this data requires a high standard of protection. The organisation collecting it has a legal and ethical duty to keep it confidential, limit access to staff who need it, and delete it when it is no longer needed.
How to use it
Use this template
Click 'Use template' to create a copy in your dashboard.
Assign to case workers only
Configure access so that only the assigned case worker and their supervisor can view each beneficiary's data.
Use at first contact
Complete the intake at the first meeting or send the form link in advance if the beneficiary has a device and connectivity.
Why nonprofits need a structured encrypted beneficiary intake
Effective social welfare provision depends on accurate, complete information about the person being helped. A case worker who knows a beneficiary's housing situation, income, family structure, and prior service contact is better positioned to provide targeted, coordinated support than one who starts from scratch at each interaction.
A structured intake form also protects the organisation. If a beneficiary is later denied assistance (because they do not meet eligibility criteria) or if a case escalates, the intake record provides a documented account of what was known at the time. For organisations subject to donor or government oversight, a consistent, structured intake process demonstrates professionalism and accountability.
What a beneficiary intake should assess
- Identity and legal status — nationality, residence permit, language spoken
- Housing — stable, at risk, homeless, temporary accommodation
- Household composition — living alone, with family, with dependents
- Income — employment status, social welfare benefits, other support received
- Immediate needs — food, clothing, hygiene items, transport, communication
- Health and wellbeing — medical conditions relevant to service provision, mental health
- Legal situation — relevant for immigration, asylum, debt, domestic violence contexts
- Prior services — contact with social services, other charities, healthcare
Balancing dignity and data collection
Beneficiary intake can feel intrusive if not handled sensitively. Best practice: (a) explain why each piece of information is needed before asking for it; (b) make clearly optional what is genuinely optional; (c) explain clearly how the data will be used and who will see it; (d) never collect data you don't actually use. An intake form that feels respectful builds trust, which leads to more accurate disclosure.
Frequently asked questions
Is beneficiary data subject to the Swiss nFADP?
Yes. Beneficiary data is personal data subject to the nFADP. Information about financial hardship, health, family situation and legal status is sensitive personal data (Art. 5 nFADP) requiring heightened protection. The organisation must have a legal basis for processing, inform beneficiaries of their rights, and secure the data appropriately.
Can a case worker complete the form on behalf of a beneficiary?
Yes. A case worker can complete the intake form during a face-to-face meeting or phone call. The beneficiary's signature can be collected digitally at the meeting, or a note added that the form was completed with consent in the case worker's presence.
Is the data encrypted?
Yes. All beneficiary data is encrypted end-to-end. Only authorised case workers and their supervisors can access it.
For more context, see our nonprofit use-case page and our guide to beneficiary data management under Swiss law.