Full Privacy Policy Questionnaire Participants

For those who have been asked  to respond to a questionnaire

Thank you for using our services. Here we describe how we collect, use and handle your information when you use our questionnaire sites, software and services. It is important to note that Insightful Edge offer these services on behalf of our branded partners and clients.

We have tried to keep the language simple in our policies; there are some areas that are a bit more complicated. If you have any questions, comments or complaints regarding our privacy policies or practices, please contact us at the following addresses:

Address: Attn: Insightful Edge, DPO, 3rd Floor, 86 - 90 Paul Street, London, EC2A 4NE

or at dpa@insightfuledge.com, or for the purposes of the Howden 360 project, you may also use howden360@howdengrp.com

Here are some terms you may find useful throughout the documents:

Participant data – Generally, this data is provided by Clients / Data Controllers and includes contact information of potential survey participants to invite them to participate in a survey. We refer to this contact information as Participant Data

Questionnaire Data - the responses to the questionnaires supplied by participants. A participant’s rights under GDPR extend to those responses which they chose to submit.

Data Controller - the organisation / individual responsible for providing the participant data and requesting the process to take place.

Data Processor - Insightful Edge, as the organisation processing the Participant Data and Questionnaire Data to provide products and services

In summary:

  • We apply high standards of security to all information that we hold, which follows industry best practice.
  • We collect the Participant and Questionnaire Data on behalf of our clients. We received your details from a third party to participate in the survey. The third party may be Client, Data Controller or a participant who has requested feedback from you.
  • Our Clients determine which survey they would like to use, either off-the-shelf or bespoke designed, including what information they will collect and what they will use it for. You should review their privacy information to understand how your information will be used. If you wish to exercise your rights regarding Participant Data or ask questions about the survey itself, first contact the Client who engaged our services. If, for any reason, this is not possible, you may contact us directly. dpa@insightfuledge.com
  • We collect very limited information about you ourselves (as described in our full policy below), and we are the data controller of this information. We will only use it for limited purposes, including protecting the security of our services and responding to you if you contact us directly. We will not use your contact information for marketing purposes nor share it with third-party recipients.

Full Privacy Policy - Questionnaire Participants

Introduction

Insightful Edge provides products and services that enable our Clients to collect and collate feedback, including 360-degree feedback, Team Climate, Employee Engagement, and Customer Feedback. We run surveys for our Clients’ on our server environment and collect the responses to those surveys on their behalf. Our Clients will provide us with contact information of potential survey participants to invite them to participate in a survey. We refer to this contact information as Participant Data and responses as Questionnaire Data. Our Clients remain data controllers of the Data, and we will process that in order supply the pre-agreed format, usually in the form of anonymised reports. This does not affect individuals’ rights to anonymity, where it is described as part of the product or service.

We have a number of standard products with predefined questions that retain a minimum amount of personal information.

Bespoke - Our Clients can design and supply their own questionnaires and in that scenario have used their own discretion to determine what information they collect, who they invite to participate in a survey, what the Questionnaire Data will be used for, whether it will be combined/used with other information and data, who it will be shared with and how long it will be stored once it is returned to them (usually in the form of an anonymised report). We strongly recommend you understand the parameters of how the data is being processed. We offer our Clients a range of options as to how they use our products and services.

  1. The information we collect about you
  2. How we use your information
  3. Who we share your information with
  4. Your rights as a data subject
  5. How long we keep your information
  6. Security of your information
  7. International transfers of information
  8. Changes to our privacy policy

  1. The information we collect about you

We collect the following information about you:

Questionnaire Data: we collect your survey responses. Our Clients may have provided your contact information to enable us to invite you to participate in the survey usually in the form of a name and email address, but sometimes additional information for certain products, for example:

  • 360 Feedback – Your role and or work relationship to another colleague (for example, manager, direct report or peer)
  • Team climate – Your department and or team name
  • Employee Engagement – Your department, region or other identifiers that help the organisation to understand their results in an actionable way.
  • Customer Feedback – In order to prove we are genuine, we are sometimes provided with high-level information, such as the genre of product you were purchasing, or the name of a customer advisor who supported you.

As explained above, we process this Questionnaire Data on our Clients’s behalf and make no use of it ourselves.

Additional collection note: If you are a reviewer on a 360-degree feedback product, your details may have been provided by a colleague who is legitimately seeking feedback from you.

Technical information: we may collect information relating to your interaction with our software and services, including the type of browser and/or device used, operating system, date/time stamp, referrer page and IP address. We do not link this information to your Questionnaire Data.

Cookies: our online questionnaire service uses a minimal amount of cookies. Predominantly, we will use them to offer up your language preference if it is available.

Your contact information: we will use information from you if you contact us directly for support, for example, in relation to a survey invitation that you have received. Your information will be in our customer service system emails for reference, but will not be used for any other purpose.

  1. How we use your information

We use the information that we hold about you in the following ways:

Questionnaire Data – to provide our products and services: we hold, store and process your Questionnaire Data solely to provide our products and services to our Clients, in accordance with our agreement with them. We only use your Questionnaire Data for our own purposes if required to do so by law.

Technical information – to protect our services, and for analysis: we will use your information in accordance with our legitimate interests of administering and maintaining our systems and ensuring network and information security, for example to prevent unauthorised access to our networks, to investigate faults, to control the abuse of our products or services, to prevent denial of service attacks and to monitor system usage and server load. We may also use this information in aggregate form for our legitimate interests of improving our products and services.

Your contact information – to respond to your enquiry: we will only use your contact information to support your use of our products and services, for example, where you contact us directly, in order to respond to your enquiry. This is in accordance with our legitimate interests of providing customer service. In many cases (for example, where you wish to exercise your rights as a data subject), this may involve referring you to our Clients for them to respond to you directly.

We will not use any information that we hold about you for marketing purposes.

  1. Who we share your information with

Questionnaire Data: The projects we support using your data may vary in the way that questionnaire data is used:

For 360 feedback, team climate, and employee engagement, the data is generally treated anonymously unless stated in your welcome email, i.e., in 360 feedback, self-scores and managers' scores are generally not anonymous. In most cases we will only provide an aggregated report back to our Clients, but sometimes will be asked to send the report directly to you, to your manager, and or to a coach (this should be made clear to you at the beginning of the project, if you are unsure please ask and we will advise or direct you to our Clients for clarity).

For the purposes of customer feedback products, this data is generally supplied back to our Clients in 2 forms:

  • In an aggregated report for the purpose of reviewing trends
  • In its raw form, so that further analysis can be done by the client and specific issues for specific clients can be addressed

Unless we are required to do so by law, we will not disclose your Questionnaire Data to any other third parties other than our Clients, people working on their behalf, and our sub-processors (such as our affiliates, developers and our hosting providers) with whom we have agreements in place.

Your contact information: where you contact us directly, we may, if appropriate, refer your enquiry to our Clients/data controller.

  1. Your rights as a data subject

When we are the Data Controller, we will offer these rights directly; when we act as the Data Processor, we will support your Data Controller in fulfilling their obligations. To request this information, please contact us at dpa@insightfuledge.com or your Data Controller directly.

If you wish to access, correct, or delete your Questionnaire Data, or exercise any of the other rights described below in relation to your Questionnaire Data, let us know. You may have the right to exercise the following additional rights:

Right to Access: At any point, you can request copies of the Questionnaire Data you entered into the system. Our response will be given free of charge, unless the request is considered excessive or manifestly unfounded, in which case administration fees may be charged. Contact us at dpa@insightfuledge.com, and we will, having verified your identity, send you a CSV file of available data, provided it does not impact other participants' rights to anonymity.

Right to Rectification: If at any time we have Participant Data incorrectly entered, you have the absolute right to request that we amend it. With regards to Questionnaire Data your opportunity to rectify is limited on those products that are anonymous as once they have been closed and distributed to the named recipients, any changes may compromise anonymity of yourself or others.

Right of Erasure (Right to be forgotten): in certain circumstances, you have the right to erasure of personal information held about you, although this may be qualified where, e.g. it is necessary for that information to be retained for record-keeping purposes or compliance with our obligations.

Right to Object: You have the right to object to our processing of your personal data for purposes based on our legitimate interests. In some cases, we may be able to demonstrate that we have compelling legitimate grounds to process your information, which override your rights and freedoms.

Right of Restriction: you have the right to request that we restrict the processing of your personal data (e.g. where you believe that the personal data we hold about you is inaccurate or unlawfully held).

Right to Data Portability: You may have the right to be provided with your personal information in a structured, machine-readable and commonly used format and to request that we transfer the personal information provided by you to another data controller.

Providing this does not compromise:

  • Our specific business IP
  • Compromise someone’s right to anonymity (offered by our service)

If you would like to exercise such rights, please contact us at dpa@insightfuledge.com. Or please look at the landing page of your questionnaire for more options. To protect your privacy and security, we may take steps to verify your identity before complying with the request.

You also have the right to withdraw consent at any time where we are relying on consent to process your personal information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

You also have the right to complain to a data protection authority about our collection and use of your personal data. For more information, please contact your local data protection authority. In the UK, this is the Information Commissioner’s Office https://ico.org.uk/.

  1. How long we keep your information

Questionnaire Data: As standard, we hold data for 3 years our Clients may determine a different period of time when we contract with them, so if you have any questions about this, please ask them directly.

Aside from Questionnaire Data, we are likely to hold only very limited information about you. We typically retain technical information for no longer than a year from the date we collect it, and we will retain your contact information for no longer than 2 years after we have resolved your enquiry (unless we have a specific reason to retain it for longer, for example, to comply with a legal requirement).

  1. Security of your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your PII stored on our Sites or controlled by us.

Sensitive (special category) and private data exchange between you and our Sites happens over a SSL secured communication channel and is encrypted and protected with digital signatures.

While we use appropriate technical and operational measures to keep your PII secure, the transmission of information via the internet is not within our control and is not completely secure. Although we will do our best to protect your PII, we cannot guarantee the security of your PII sent to us by email. Any such transmission is at your own risk. Once we have received your PII, we will use strict procedures and security measures to prevent unauthorised access.

Our data centre providers are ISO 27001 certified, and your Questionnaire Data is encrypted at rest and in transit across the internet.

  1. International transfers of information

Insightful Edge partners with clients around the globe.

As a result, we may transfer your personal information to countries outside the UK for the purposes set out in this privacy notice.

Where this occurs, we will take steps to make sure that we transfer your personal information in accordance with applicable laws and regulations. Often, this protection is set out under a contract with the Client or Individual who receives that information through the implementation of approved mechanisms such as the UK International Data Transfer Agreement or EU Standard Contractual Clauses plus the UK Addendum.

  1. Changes to our privacy policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this website and, if the changes are significant, we will also post a notice on the homepage and on the login screens for our services. We will also keep prior

Last updated 13th February  2026

Reviewed Annually (unless prompted earlier by changes in legislation and/or business requirements)