Information about Data Collection, Use and Processing

Privacy Policy

We want you to use easyfeedback without having to worry about data protection. For this reason, we will explain to you here and now, easily and understandably what we actively undertake to protect your data and that of your participants.

Registration, User Data/Master Data, and Account Cancellation

Trying out easyfeedback is easy since we have removed every obstacle that might hinder you. Simply open the survey tool and test it out. In order to make use of this, free of charge, all we need is your email address to which we can send the password for your login. We want to make things as easy as possible for you at this stage. Only if you decide to order a survey package will we need your full details in order to conclude the contract. These are: Company name, form of address, name, surname, street, house number, postcode, town, telephone number and email. All other information is voluntary. You can adjust or change your details at any time in the client login or cancel the account entirely, deleting all the data in it.

By cancelling your account, all the data will be deleted: User data, surveys, participant lists, layouts and other settings. We really will delete all your data. We can only recreate your data through a very time-consuming restoration of the backups (going back 14 days) for which a charge is imposed. Be sure of what you are doing when you canceling your account.

If you do not cancel, your account and all the data contained in it will be retained. This means that you can continue working later with the data which is already stored. We do reserve the right, however, in accordance with the AGBs (General Business Terms and Conditions) to delete your data 6 months after the expiration of your survey package. You yourself are responsible for backing up your data (questionnaires, participants and results). After compliance with the provisions of fiscal and commercial law, we will delete your data unless you contradict prior.

User-friendliness and Analysis of Users at easyfeedback

In order to measure the number of visitors and how they move about on our website at www.easy-feedback.com (outside the client login) we use Google Analytics. Google Analytics is a free tool which can identify visitors (users) by the use of cookies and IP addresses. This means we can determine how many visitors we have and which are the most popular parts of the site. There is also a whole range of other statistics possible, which give us insight into user behavior.
In conjunction with Google Analytics, we use the extension “anonymizeIP()”. This automatically shortens all IP addresses, making them only half visible to us. Cookies are also used. More details about both techniques are provided in our Data Protection Declaration. The use of cookies and how you can prevent them is explained later on.

All data is used exclusively for contractual purposes and is never provided to third parties. This also includes any kind of further evaluation tools, such as recording user behavior at the client login, the number of surveys deposited or any other kinds of statistics and user profiles. Your data is safe and it belongs to you!

You do have the possibility, however, of objecting to the acquisition of your data by Google Analytics. For this purpose, Google provides a deactivation add-on, which you can download and install at: https://tools.google.com/dlpage/gaoptout?hl=en

Preparing Surveys and using easyfeedback

easyfeedback is designed to allow you to prepare and carry surveys out. In order for things to happen smoothly, we have developed a number of functions which are necessary for this. You are responsible for using the functions; we simply provide the possibilities.

Preparing Surveys:

Every survey which you prepare is deposited as a data record on our server. If you activate the survey as a template, this data record will be copied and then re-deposited. You delete a template yourself at any time or delete the survey itself by using the delete function.

If a survey or template is deleted, then all the associated data will be deleted. This includes the questionnaire structure, the settings within the survey, participant statistics, invitation emails and the results.

Carrying out Surveys:

In order to carry out a survey, there are a large number of technical functions needed in order to count the participant statistics clearly and cleanly, acquire the results and provide the participant with the maximum of convenience.

Basic Settings:

  • SSL encryption: All surveys are secured as standard with the SSL encryption procedure. This means that replies from your participants are transferred encrypted to our server. We want you and your participants to feel secure and we offer this service free of charge.
  • Search engine deactivated: All surveys which are carried out via easyfeedback cannot be found by search engines, such as Google. All the robots of search engines are unable to index your surveys and have to stay outside. This cannot be adjusted or altered.
  • Anonymous survey: As a standard procedure, our system does not create any link between your participants and the results. However, if you want to know which participants have given which answers, you must ask for personal data or explicitly establish this as a setting. Also by showing the devices, which you use for participation, the participation is still anonymous.

Individual Settings:

  • Single or multiple participation: By way of a cookie or IP block, you can suppress multiple participation or not. If you do make use of the cookie block, we deposit a small text file in the browser of the device which will call up the survey. If a participant again accesses the survey from the device with the cookie already set, we can identify and exclude them from a second participation. Our cookies delete themselves automatically after 90 days with the participants.
    With the IP block, we store the IP address (encrypted and unreadable) of the device from which the survey is being called up and, by detecting the same IP address, we can likewise block the participant from the survey. This check will be maintained for as long as your survey is active. As soon as you end your survey, we delete the IP addresses. Both techniques are stored exclusively for the participation. The data will not be further sold or otherwise used. Accordingly, we are simply offering you the possibility of preventing multiple participation.

    As well as the cookie and IP block, you can also prevent multiple participation by the use of access codes. This is a) the most secure way to prevent multiple participation and b) using this technique, no cookies are set and no IP addresses checked.
  • Personalized survey link: You can personalize every normal survey link manually. This personalization will be displayed to you in the individual results and gives you the possibility of allocating the results. With the personalization, we store the details and link them to the results. The personalization remains stored on our server until you delete the survey and therefore the results associated with it, or cancel your account.

Inviting Participants:

You can copy the individual survey link yourself and publish it in your own way, or send it to your participants by way of our invitation tool. To do this, you must deposit participant lists to whom you can send the invitations. All participant lists will be stored on our server until you delete them again, or cancel your account. You have the possibility of processing your participant lists at any time, or deleting them completely. If you delete them, then they stay deleted. Only by way of the 14-day backups can we restore deleted data and because this is a very time-consuming process, we can only offer it against charge.

When participant lists are deposited, we store the email address, form of address, name, surname and the reference text, which you can issue yourself. We therefore store this sensitive data so that you can approach your participants personally. You are the sole owner of the data. We do not take use of it nor do we process it any further.

If you invite your participants via easyfeedback, then we store specific data from the participants in order to allocate it to the survey and in order to be able to provide you with statistics in this respect. These are, in detail:

  • The email address
  • An individual invitation link
  • A personalized invitation link
  • A session ID
  • and, if you have set this, a cookie and/or the IP address (encrypted and unreadable) and/or an access code

On the basis of the data, we can identify participants and a) prevent multiple participation, b) display already given replies to a participant (interrupt the survey and continue it later), c) allocate results already obtained to a participant, and d) show you when (day) a participant received the invitation, whether and when (day) they clicked on the invitation link and when (day) they participated and concluded the survey.

These seven “anchor points” as we call them, give us and therefore you, the possibility of acquiring clear and clean statistics and results. Each of these anchor points can, however, either not be used or technically avoided (with the exception of the access code) by the participant.

Anchor points are, as soon as possible, stored for the period of an active survey. As soon as the survey is ended or deleted, then the anchor points associated with it will also be deleted.

Facebook and Twitter: With a simple click you can post your survey directly in one of these social networks. In this situation, we pass/send only our survey link and the possibility of using a thumbnail (mini-picture) in the post. We do not store any account or personal data which you have issued to one of the two social networks.

Integration Website: By integration on your website, by invitation layer, iFrame, Weblink or survey popup, you store a code on your website from us which makes it possible for surveys on your website to be made visible to easyfeedback. We do not store any data from you at this point.

Participation in a Survey

If you participate in a survey at easyfeedback, we store your answers and the type of device, which you use, and make them available to our clients on the basis of graphics and as Excel and CSV files. easyfeedback does not, in any way, produce user profiles of participants or store demographical or geographical data. Your participation in surveys by easyfeedback is fundamentally anonymous. Our system can only establish a link between you and the results if this has been set by our clients. If you are asked about personal data within the survey, it is your decision whether you provide this and make your answers available to our clients.

Your answers will remain stored on our server until our client deletes them or completely cancels the account. After deletion, only a very time-consuming process, which must be charged for, going back 14 days can enable the backup to be restored.

In order to make participation in easyfeedback surveys as convenient for you as possible, we make use of seven “anchor points,” which our clients can use as they wish. On the basis of these anchor points, we can identify you as a participant and allocate to you answers which have already been given. This means that you can interrupt the survey at any time and continue it later, without having to input your answers again. You can also move backwards and forwards within the survey if the client permits this.

We use the following anchor points:

  • Your email address: Our clients can send invitations via easyfeedback on the basis of imported participant lists. In this context, your email address and, as appropriate, your form of address, name, surname and a reference text will be stored on our server until our client or we delete them again.
  • Individual invitation link: If you have received an invitation to participate in a survey by way of our invitation tool, your invitation link is individualized by encryption. If you interrupt the survey and click a second time on the invitation link, then our system will identify you on the basis of the individual link and assign to you answers which have already been given and at which point you left the survey.
  • Personalized survey link: The survey link can be personalized manually by our client. As a result, the system can a) identify you as a participant and b) our clients can therefore personalize your participation. In this case, the personalization attached by the client will be stored on our server and linked to your answers.
  • Session ID: Within the session ID, at the moment of participation, we store you as a participant and therefore transfer your participant ID from one page to the next. The session ID is valid for 24 hours. If our system identifies your old session ID again after this period of time, we reactivate it and we can then allocate to you the answers which have already been given.
  • Cookies and IP addresses: By means of a cookie and/or IP address block, our clients can prevent multiple participation. With the cookie block, we place a cookie on the device with which you are carrying out the survey and compare this with our data. The cookie will automatically be deleted after 90 days. More information about cookies is provided later on. With the IP block, we store your IP address (encrypted and unreadable) and, if the survey is called up again, we compare it. We delete your IP address as soon as the survey is completed or closes automatically.
  • Access code: As well as the cookie and IP block, our clients can also prevent multiple participation by the use of access codes. These random access codes are stored on our server and can identify you as a participant. Access codes do not contain any personal data and will be deleted from our server as soon as the survey is deleted.

All data which is stored as a result of the participation is secured as a standard procedure by the SSL encryption process. We store this data in order to be able to offer our clients the service of online surveys. We do not create any user profiles, keep any duplicate copies of the data, exploit any foreign loopholes in data protection, sell your data or pass it on to any third parties. The responsibility and further processing with regard to the gathered data/results rests with our clients. All we do is provide the technical resources for carrying out surveys and questionnaires online.

Log Files and Access Control

Data protection specifies that you, as the client, establish log files and record them. On the basis of these log files, we can see which buttons you have clicked on and on which page within the client login you have been moving. Likewise, however, our own movements are documented and stored. By this procedure we ensure that we cannot be accused of having deleted or changed files ourselves. Within the log files the following data is stored: IP address, date, time and URL. Your data is secure with us. We do not create any user profiles, sell your data or exploit it in any other manner.

Cookies. How they work and how you can prevent them.

The general view is that cookies are a bad thing. We do not share this view. Without cookies, the Internet as we all know it today would simply not be possible. Cookies are little helpers which increase the usability of the Internet and help you avail yourself of services.

Cookies are mini-text files, in which information is deposited. These can be entirely banal things or more complex details. The setting of cookies takes place automatically if the website operator has set them or offers them to clients as a possible function.

Cookies are stored in your browser and automatically make a comparison when the relevant Internet page is visited. You can setup your browser yourself, so to determine whether you want to allow cookies or not. Likewise, you can delete all the cookies at any time on the basis of the settings in your browser. If you deactivate cookies, then you will notice that you are excluded from some services or can only avail yourself of them under certain circumstances. The decision always rests with you as to whether you accept cookies or not.

By providing this information here, we want to show you that we take data protection very seriously and that your data is important to us.

If you have any further questions regarding privacy, please contact us via the contact form.

Dennis Wegner
CEO


April 16, 2015