Last Updated and Effective: 26 September 2013
Section-A: For informants who complete surveys and provide feedback to our members
Section-B: For members who use Survey Graph to collect feedback
Section-C: For all people who use Survey Graph
A. Informants who provide feedback
This section is for individual informants who provide feedback to members through Survey Graph.
What information we store
How we use your information
Survey Graph is a tool used by our members to collect anonymous feedback from their stakeholders. Our members control which stakeholders are invited to provide feedback and which may be excluded. We will only contact you on behalf of our member organizations, and we will never share or sell your email address or personally identifying information. We use your feedback to produce reports for our members that contains aggregate statistics and performance metrics. Our reports also include open-ended qualitative responses. Your feedback, along with that of all other informants, is used for aggregate statistics about organizations and their sector. We use aggregate website and email usage statistics to improve our service.
How we protect your identity
We employ many measures to protect your personal identity, and ensure that your feedback is fully anonymous. For starters, Survey Graph acts as a barrier between you and the organization that you are commenting on. The organization that invited you to provide feedback will know that you are in their list of potential informants, because they placed you there. Additionally, to help member organizations maintain clean informant email lists, we will show them which email addresses are invalid, potentially invalid, or not in use. However, Survey Graph has been designed to prevent member organizations from associating particular informants with their feedback. To further protect your personal identity, all feedback is reported in an aggregated and anonymous format.
Protecting your own identity
Opting-in and opting-out
Your participation with Survey Graph is voluntary. You can opt-out any time. Every communication that we send to you will provide a link to our opt-in or out page. On this page, there are two ways you can opt-out. The first way is to opt-out of communications from our member organization that invited you to provide feedback. The second way is for you to opt-out of all communications from all members who use our service. If you select the second way of opting-out, none of our members will be able to contact you through our service. After you opt-out, we will send you an email verifying that you have been opted-out and provide instructions on how to opt-back in, should a third party have opted-you out without your consent, or should you wish to participate at a later date. When you opt-out, we retain your email address in our database in order to prevent or limit our members from contacting you in the future. At any point, you can opt-in.
B. Members who receive feedback
Information we store
Survey Graph collects a range of data, including user profiles, organizational descriptions, informant feedback, email engagement statistics, and website usage statistics. As a security measure, to prevent potential abuses of our system, we also record IP address, client details and any website usage behaviour that could indicate hacking. We also require members to include an organization profile with contact information. Members have full control over their own profiles and are required to maintain correct and updated information, which is accessible by all their informants.
How we use your information
How we protect your informants’ email addresses
Your informant list is the property of your organization. Survey Graph is one of many tools that you may use to engage these people, whether through email newsletters, personal emails, social media, or other communication tools. Survey Graph allows you to add, modify, or delete informants as you like. Taking the workload out of informant engagement, Survey Graph automatically contacts your informants on behalf of your organization. It does so with minimal contact, in a highly respectful manner, and only focuses on their participation. We will never contact your informants for any other purpose, nor will we include advertising or marketing messages in our engagement communications. Under no circumstances will we ever sell, share, or reveal your email address, unless we were legally required to, such as in the case of a subpoena, court order, or police enforcement. However, we will resist such requests to the maximum of our legal capacity and will provide you with notice of any such request, so that you may have an opportunity to respond. To further protect your participants, we follow industry standards for data protection and security.
Limiting your access to informant identities
To protect the identities of your informants, we have implemented several measures to prevent you from personally identifying the informants who are providing feedback about your organization. As you will have added their email addresses yourself, you already know who is on your list. Although we will never show you who has responded, we will show you which email addresses are invalid, potentially invalid, or unused, so that you may maintain a clean informant list.
Maintaining your public profile
Survey Graph is a transparent feedback tool for organizations and their stakeholders. Although we hide the identity of informants, all member organizations must maintain a public profile. Public profiles must include your organization’s name, mission, address, and contact details for inquiries about how your organization will use informants’ feedback. We also encourage you to brand your profile. The purpose of your public profile is to demonstrate to informants that your organization is using our system, to provide a direct feedback channel should they need to contact you, and so that we can contact you for matters related to using Survey Graph.
Closing your account
You may close your account at any time. However, as a standard disaster recovery practice, data may remain resident on offsite data backups until they are eventually destroyed.
C. All users
How we secure and protect your information
To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we maintain appropriate physical, electronic, and managerial procedures to safeguard and secure the information and data stored on our system. While no computer system is completely secure, we believe the measures we have implemented reduce the likelihood of security problems to a level appropriate to the type of data involved.
We host Survey Graph within the United States and we store backups within Canada. Consequently, our data is subject to privacy laws and jurisdiction of these countries.
Anonymous aggregate data
As a common practice, we use analytics tools to gather anonymous website usage and email response statistics in order to improve our services. We also build anonymous sector indexes from responses to organization that have elected to use our benchmarking services. We may use, publish, or share this information with third-parties, which contains information such as how many visitors were on our site, which pages were most popular, or how different sectors are performing. This data contains no personally identifiable information.
All users have a right to correct any inaccuracies. Informants, who believe their information is incorrect, should contact the member organizations that invited them to provide feedback. Member organizations can correct any inaccuracies directly in the system. If any user feels there is incorrect information that they are unable to correct, they can contact privacy@Survey Graph.com and we will respond within 2-3 business days.