Effective from May 25th 2018, the General Data Protection Regulation (GDPR) replaces the Data Protection Directive which has been law across the European Union for the past 20 years. Its mission is to harmonise the approach to data protection matters across Europe by establishing a single set of pan-European rules, protecting and empowering citizens.

Peakon is committed to GDPR compliance and we’re excited to help our customers understand how we are approaching this.

For full details on the measures we take to protect our customer data, please review our Privacy Policy and our Terms of Use.

Data Peakon collects

Data Peakon collects can be classified into four categories; information employees give us, employee information given to us by employers, information Peakon collects, and information we receive from other sources. Employees provide information via the survey’s they complete. Employers provide information about their employees such as length of tenure, department, job title, location etc. in addition to basic contact information, such as employee email address for the survey to be sent to. 

Peakon automatically collects information when the platform is used for systems administration purposes, and to ensure the right access is given to users based on the access rights that have been set by the account administrators. For more details on the data Peakon collects please review our Privacy Policy.

How Peakon uses data 

Information that employees provide is aggregated with information from other employees and personnel, and (where relevant) comparing this data with past or future employee responses and/or industry benchmarks. This information will never be used to personally identify individuals, unless you explicitly choose otherwise. All survey responses are entirely optional and questions can be skipped. There is no requirement for employees to complete Peakon surveys. 

Peakon will also provide provide information about products and services as requested from our users. Peakon may also contact users to gain feedback on how to improve the product, as well as informing our users of new features, versions of the product, or service offerings. We also use this data to handle queries, concerns and and complaints. For more details on how we use the information we receive and collect from you, please review our Privacy Policy.

Data retention

In short, Peakon will store data for up to 5 years. In the event that your organisation stops using Peakon, data will be fully anonymized no later than 6 months after the expiration of the service period. We will not store personal data for longer than is reasonably necessary to use it in accordance with our Privacy Policy, our contractual agreement with you as a customer, or with our legal rights and obligations.

In addition, personal data that we collect from employees through the platform, is subject to the following rights: 

  • Employees have the right to access, rectify or erase personal data Peakon holds on them. 
  • Employees also have the right to set preferences around how their data is processed, for example unsubscribing from survey invite emails.
  • Employees also have the right to obtain copies of their personal data for reuse or transmission to another platform, where feasible. 

When requesting to delete personal data, please contact your HR responsible within your organisation as they will be able to liaise with the Peakon account administrator in your organisation to remove you from the survey mailing list. It’s also possible to unsubscribe from Peakon emails by clicking on the unsubscribe option on the email. To delete or change feedback through surveys, please reply to the survey email for further help and support.

Data storage

The core of the Peakon platform is hosted inside the EEA, where employee data and survey responses are stored and processed, with reasonable and adequate actions being taken to ensure it is stored securely and safely.

Some Peakon features may require that some of the information that we collect from users be transferred, processed, or stored at a destination outside the European Economic Area ("EEA"). This may be required to support certain models and features of the Platform and/or to fulfil obligations in the Employer Agreement. Full details of third party access can be found in our Terms of Use.

We will only transfer personal data outside the EEA where we have the employer’s consent to do so. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with the privacy policy. This functionality, and in turn transfer to the sub-processors, can be turned on or off at request from the employer at any time.

Data Protection

Appropriate technical and organisational measures are in place to a level of security on data to mitigate against accidental, unauthorised or unlawful loss, destruction, alteration, disclosure or access to Personal Data.  

Measures Peakon take to ensure data is handled securely include:

  • Encryption of Personal Data
  • Backup and disaster recovery arrangements
  • The ability to ensure ongoing confidentiality, integrity, availability and resilience of the IT infrastructure and environment
  • Regular testing and evaluation of the effectiveness of such measures

Contact 

If you have any questions about this Privacy Policy, please contact us at privacy@peakon.com.

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