Privacy Policy

Who are Simply360?

We are a partnership based in the UK, which provides 360 Feedback services over the Internet. We do this by building websites for client organisations that they use to provide 360 Feedback to employees and groups. Our websites are hosted in the UK.

We are registered with the UK Information Commissioner's Office (registration no. Z9914698) and comply with UK Data Protection legislation.

What information do we store and how is it used?

We collect only the minimum data required to provide 360 Feedback and summary HR reports to client organisations. The personal information we collect is used only for 360 Feedback, and for no other purposes. Answers to completed questionnaires will be stored for a maximum of two years for the purposes of allowing feedback recipients to compare their current feedback with previous feedback if required.

Individuals receiving feedback

We collect your name, so that your questionnaire and feedback report can be shown as yours. We also collect your e-mail address, so that an e-mail with a link to your questionnaire can be sent to you.

We may collect demographic information, such as your department, business or geographic area. This is to allow feedback for one demographic area to be summarised into an HR report.

Individuals completing questionnaires

We collect your name, your 'respondent group', the ratings you provide and any answers to open questions. Your 'respondent group' means your relationship to the recipient, e.g. 'peer', 'manager', direct report', etc. Your name is used only to identify who has responded to a request for feedback, not to show the answers you give. On feedback reports answers are identified by respondent group, never by name.

It is important to note that by clicking on the button at the end of the questionnaire you give your consent to your answers being stored in our database and being made available to the individual or group requesting feedback.

All visitors to our websites

We log your IP address, (the number or web address that identifies the ISP's computer through which you connected to the Internet), and the URL (web page address) of the page (if any) from which you came to our website, your browser and platform type (e.g. Internet Explorer under Windows XP). We use this information to analyse visitor numbers and how visitors get to us. It does not identify visitors personally. This information is automatically logged by our web server (the computer our website is hosted on), along with other anonymous information such as how often each page is visited. Our 360 websites use temporary 'session' cookies, if your browser is set up to accept them. These cookies are stored only for your current browsing session and are deleted from your computer when you close your browser.

How is personal data protected?

The data we collect is stored on a dedicated server in a database. Access to the database is controlled by passwords known only to us.

Individuals or groups receiving feedback are given a 'questionnaire password', which controls access to their questionnaire. It is important to understand that in giving out this password to another person the individual/group consents to the collection and storage of that person's feedback, and its inclusion in reports.

Organisations may not collect 360 Feedback about an individual without that individual's consent. That is a condition of our service provision. In addition to personal data protection, we undertake never to disclose a client organisation's HR reports to any other party.

Reports may be accessed from anywhere in the world where there is an Internet connection, including countries which do not have data protection legislation.

Reports are also password protected. The arrangements for the control of questionnaire and report passwords are the responsibility of the client organisation.

From time to time it is necessary for us or our web hosting company to access user data stored in databases. This is only done when necessary and data will not be stored offline longer than is necessary for a specific task. Our servers are protected against unauthorised access by usernames and passwords, and are protected against access via anonymous FTP. In addition, relevant specific files and directories on the server are protected against unauthorised access.

Email and phone contact

If you contact us, by email, phone or via our website, we will store the information you supply, including your name, email address and phone number, and may use your email address to contact you about products or services that we believe may be of interest to you. However, we will never email an individual who has requested us not to, and we will implement every "unsubscribe" request.

We will never make unsolicited phone calls, but call you only if you have asked us to do so.

Who can I contact if I have any further questions?

If you have any further questions, whether general ones about privacy or specific ones about data that may be held about you please write to us at Simply360, PO Box 123, Bedford, MK44 2ZZ