Privacy Notice for Survey Respondents

1. What we collect from you

When you complete a survey, we record:

• Your answers (Likert ratings or audit conformance scores)
• Any free-text comments you choose to write
• Demographic group: job role, department, experience level and sex (used only for aggregate analysis e.g. management vs frontline averages)

We never record your name, email, IP address, browser fingerprint, or any other identifier.

2. How your demographic data is protected

Demographic group data (role, department, experience, sex) is only ever shown in aggregate. If a group has fewer than 5 respondents, that group is automatically suppressed from the report so an individual cannot be identified by deduction.

For example: if your department has only 3 people, your department's score is hidden in the report — only the overall company score is shown.

3. Who sees your data

• •Your employer / consultant sees the aggregate results — average scores per question, per domain, and per demographic group (above the suppression threshold).
• •Free-text comments are shared with your employer / consultant verbatim. Do not write anything in a comment that could identify you if you wish to remain anonymous.
• •Anonymous aggregate text may be sent to OpenAI for AI-powered insight generation. OpenAI does not train on data submitted via our API.

4. Your rights as a respondent

Because your responses are anonymous, we cannot identify which response is yours. This means we are unable to:

• Provide an individual copy of your responses (Article 15)
• Delete an individual response (Article 17)
• Correct individual responses (Article 16)

This is a deliberate design choice to protect your privacy from your employer and from us. The trade-off is that anonymity is genuine — nobody can tell which answers were yours.

You always retain the right to:

• Decline to participate — surveys are voluntary; refusing has no consequence under your employer's H&S obligations.
• Lodge a complaint with the UK Information Commissioner's Office if you believe your privacy has been breached.

5. How long your data is kept

Anonymous response data is retained while your employer's consultant has an active subscription. It is deleted within 30 days of the consultant's account closure, or sooner upon their request.

Fully anonymised aggregate statistics may be retained indefinitely as benchmark data. Aggregated statistical data does not constitute personal data under UK GDPR.

6. Where your data is stored

All survey data is stored in the European Union on AWS infrastructure in Stockholm, Sweden (eu-north-1 region). It does not leave the EU except for anonymous aggregate text sent to OpenAI under Standard Contractual Clauses.