Organisations and Survey Responders Privacy Notice

“Nicole Williams Organisational Psychology’’ is a consultancy service which helps organisations to diagnose the state of engagement and culture within their workforce using an evidence based psychometric survey. Surveys are undertaken across the workforce population every quarter of the year (typically, however organisations can choose the frequency of their own surveys) and/or with individual teams, enabling organisations to track trends over the year, highlight departmental ‘hot spots’ and identify which enablers of engagement need targeting.

’Nicole Williams Organisational Psychology’ is what is known as a ‘Processor’ of anonymised and sensitive data. The organisation commissioning the survey, is the data controller. Surveys collect views by asking participants to respond to statements and questions via a mix of tick boxes and open text. In order to provide the analytics and reporting of survey data, anonymised and sensitive quantitative and qualitative data items, and sometimes personal data, is shared with ‘Nicole Williams Organisational Psychology’ by a commissioning organisation with regard to their staff.  These may include:

• Personal data: email addresses
• Organisational categorical data, for example: job grade, job type, division, length of service, pay band and site
• Sensitive demographic information, for example: ethnicity, gender, age, sexuality, religion and disability
• Qualitative information, for example staff commentary.

Sometimes personal data in the form of email addresses are shared by a commissioning organisation with Nicole Williams Organisational Psychology to enable data collection through the distribution of surveys via a third party survey platform (SurveyMonkey).

Organisational categorical information is required in order to enable an organisation to draw themes from their data for specific groups of staff and is held securely.

It should be noted that demographic questions included in the survey are optional and participants can opt out of answering should they prefer. This information is used as a means of filtering so that an organisation can see data based on their requirements. However, if the number of responses to a question is below a certain threshold, and there is the potential that an individual could be identified, filtered responses will not be shown within reports (if there are less than 10 respondents in a group, data will not be displayed in a report. Raw data can still be viewed for these respondents). Where teams of less than 10 members have been surveyed, where there is 3 or less respondents to a survey, data will not be displayed in a report. Raw data can still be viewed for these respondents.

Questions that request for staff commentary are also optional and participants can opt out of responding.

As part of a data sharing agreement, the organisation as data controller and Nicole Williams Organisational Psychology, are both responsible for anonymising both quantitative and qualitative data collected, by removing any personal identifiers within the data set. This includes email addresses and personal identifiers within any qualitative data. The data set is transferred via email between the controller and the processor securely through password protection, and stored by the processor on a secure cloud drive.

We do not obtain any data from any other source other than the commissioning organisation and survey participants.

The processing of data is necessary for the fulfilment of our contract to complete data analytics and supply an organisation with the ‘‘Nicole Williams Organisational Psychology’’ engagement reports. We collect and process only the data that we need in order to meet this obligation; which is the responses to surveys which are then analysed and reported back to an organisation. 

Nicole Williams Organisational Psychology is committed to complying with relevant data protection legislation.

This includes local legislation (including the Data Protection Act of 2018), current EU data privacy directives and the EU General Data Protection Regulation (GDPR, 2016).

Nicole Williams Organisational Psychology processes your data in accordance with the ICO’s guidance.

We also communicate our privacy and data protection guidelines to Nicole Williams Organisational Psychology employees and associates, and strictly enforce privacy safeguards within the company.

Data is stored within a secure cloud drive controlled by Nicole Williams Organisational Psychology. The data stored will be anonymised.

The commissioning organisation, and ‘Nicole Williams Organisational Psychology’ have responsibility for checking data accuracy.

Commissioning organisations and ‘Nicole Williams Organisational Psychology’ will have access to your data.

The data stored within the server is retained for 3 years following end of contract, unless otherwise specified by the commissioning organisation. After this period, data will be permanently deleted from the servers.

Unless subject to an exemption under the Data Protection Act 2018, organisations and survey participants have the following rights with respect to their personal data:

• the right to request a copy of the personal data which ‘Nicole Williams Organisational Psychology’ holds about you/your organisation;
• the right to request that ‘Nicole Williams Organisational Psychology’ corrects any data if it is found to be inaccurate or out of date;
• the right to request your data is erased where it is no longer necessary for ‘Nicole Williams Organisational Psychology’ to retain such data;
• the right to withdraw your consent to the processing at any time;
• the right to request that the data processor (‘Nicole Williams Organisational Psychology’) provides the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable);
• the right, where there is a dispute in relation to the accuracy or processing of your data, to request that a restriction is placed on further processing;
• the right to object to the processing of data, (where applicable); and
• the right to lodge a complaint with the Information Commissioners Office.

Should you wish to exercise any of the above rights, please contact the ‘Nicole Williams Organisational Psychology’ on [email protected].