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Survey Privacy Policy

Privacy policy for survey participants.

People Insight has been commissioned by your organisation to provide employee survey services. Personal data privacy is of the utmost importance to People Insight. We therefore maintain a Privacy Policy which covers how we collect, use, transfer, and store personal information captured in your interaction with us.

Last updated: 06/01/2022

This document describes how we will do this and how we protect your anonymity when you provide your views in response to the survey to which you are being invited to respond.

If anything is unclear, or if you have any questions relating to how People Insight protects your personal information, please contact our Privacy Manager, whose contact details are included below.


  • If we collect your personal data, our policy is to obtain and process it fairly, and to keep and use it only for specific purposes.
  • We are committed to keeping your personal information secure, accurate, up-to-date and complete.
  • We shall hold the minimum information required, and shall only hold it as long as required.
  • Any requests you make to access, correct or delete your personal information will be addressed as promptly as possible.


  • People Insight is committed to complying with relevant data protection legislation.
  • This includes the UK General Data Protection Regulation (UK GDPR, 2021), current EU data privacy directives and the EU General Data Protection Regulation (GDPR, 2016).
  • We are also ISO 27001 certified, ensuring an effective information security management system, using a continual improvement approach.
  • People Insight is registered as a data controller with the Information Commissioner’s Office in the UK and process your data in accordance with the ICO’s guidance.
  • When conducting surveys we are acting as data processor on behalf of your organisation.

We also communicate our privacy and data protection guidelines to People Insight employees and strictly enforce privacy safeguards within the company. This includes training and awareness on data protection topics and confidentiality agreements with employees. We review data privacy governance measures regularly.

Information we collect about you

1. Provided by your organisation (only applicable if we are using a pre-populated survey link)

In order to allow us to invite you to participate in a survey your organisation may have provided us with your name and contact email address.  They may also have provided details such as job title, length of service, gender, your organisational unit, your line manager and your location.

2. Collected via the survey

We may ask you to provide some personal data via the survey itself.  For example, you may be asked for your name, job title, length of service, gender, your organisational unit, your line manager and your location.  You may also be asked to provide information on protected characteristics to allow your organisation to check that it is conforming to equal opportunities legislation.

3. Your views

The survey will collect your views by asking you to respond to statements and questions via a mix of tick boxes and open text.

  • Personal information we collect from other sources

 In conducting a survey we do not collect personal information from any source other than your organisation (the Data Controller) and yourself.


The survey website uses cookies (small text files containing a string of alphanumeric characters that we put on your computer) and other similar tracking technologies (like web beacons, tags and scripts) to uniquely identify your browser and to gather information about how you interact with the Websites and Services. We use this information for the following purposes:

  • To remember your settings;
  • Assisting in login and download;

Please consult our Cookie Policy for more information about the type of cookies and tracking technologies that we use and why, and how to accept and reject them.

How we use your data and anonymity

The information we collect and hold is used only for the purposes of the survey contract we have with your organisation to allow your views to be captured and reported upon.  Our contract ensures that we will not report your views in any way that allows you to be personally identified by your organisation.  Protecting your anonymity is an important part of our service.

Your personal data is only used to allow us to ensure your personal views are analysed and aggregated properly to allow accurate reporting.

Where a survey asks for comments and suggestions your responses will be repeated verbatim in any report. Therefore, when providing comments you should consider whether you might be identified by your comments and if so, whether you wish to be.

The results of your organisation’s employee engagement survey benchmark data may be compared and contrasted with the results of surveys conducted by other organisations using People Insight services. This analysis is known as ‘benchmarking.’

If your organisation uses this service its results will be included in the benchmark group.  Your individual personal information will not be included in the benchmark group and your organisation’s survey results will be anonymous within the benchmark group.

The benchmark results will not disclose the identity of your organisation.

We will not use your personal data for any purpose except to invite you to participate in a survey, support your participation in the survey and provide anonymous aggregated reporting to your organisation.

It will never be used for marketing purposes or sold on to third parties.

Data security

People Insight are ISO 27001 certified, ensuring an effective information security management system using a continual improvement approach.

Certification requires we have rigorous, repeated external assessment and demands we meet high standards of risk management and security control on an on-going basis. The certification guarantees that all relevant networks are protected against any systemic vulnerabilities 24/7.

The security benefits to our clients are:

  • Assurance that important and confidential information is held securely
  • An established culture of security
  • Minimising risks and data breaches
  • Achieving operational excellence – keeping errors at bay
  • We also maintain robust businesses continuity and disaster recovery plans, forming the foundation from which we manage the security of our systems, staff and processes.

The security of your information is important to us. All of your data is private and confidential and we take all reasonable steps to ensure that your information is handled securely and in accordance with this Privacy Policy. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received.

However, please note that transmitting information over the Internet is never completely secure. Although we do our best to protect your personal information, we cannot guarantee that your information is absolutely secure in all situations.

If you suspect there has been any unauthorised access or misuse of your personal information, please contact our Privacy Manager, whose contact details are included below.

People Insight maintain the following policies:

  • ISMS Overview
  • Information Security
  • Data Protection
  • Patching
  • Backup
  • Software Development
  • Secure Engineering Principles
  • Classification
  • Risks
  • Access Control
  • Cryptography
  • 3rd Party Information Security
  • Asset Management
  • Acceptable Use
  • Physical Security

  • Business Continuity Plan
  • Recovery Plans
  • Change Management
  • Clear Desk & Screen
  • Removable Media
  • Laptop & Mobile Devices & Teleworking
  • Disciplinary
  • Document Control
  • Incident Management
  • Logging & Monitoring
  • Password Policy
  • BYOD Policy
  • Equality
  • Complaints


We retain personal information only as long as required to fulfil the purpose for which it was collected as outlined in this policy, or as long as we are legally obliged to do so.  In respect of our participation in a survey we will retain your data until reporting has been completed and then review retention on a periodic basis with your organisation (the Data Controller).

Data access

You may request a copy of any personal information we may hold about you on behalf of the Data Controller. You can do this by using the contact details at the end of this policy. You may request that any incorrect data be amended, or alter your communications preferences at any time. Your requests for this type of access or amendment will be subject to the relevant data protection legislation.


We reserve the right to make changes to our Privacy Policy. Changes will be posted on this website 30 days prior to such changes becoming effective.

How to contact us

If you have any queries about our Privacy Policy, or about People Insight’s overall approach to the privacy of your personal information you can contact our Privacy Manager:

People Insight Limited
33 Foley Street