Data protection for employee surveys
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When it comes to data protection in employee surveys, it is important to distinguish between the protection of personal data and IT security – these are two different aspects.
Data protection concerns the protection of personal data – from the collection to the processing, storage and deletion of data.
This includes ensuring that employees’ data is handled in accordance with the applicable data protection regulations and that their privacy is protected.
IT security refers to procedures, processes and documentation relating to the confidentiality, availability and integrity of data.
This includes measures such as encryption, access control and regular security audits to ensure that data is protected against unauthorized access, manipulation and loss.
As employees already hand over their personal data to the company when they start work and consent to it being processed, we don’t have to worry so much about data protection in the first part.
Nevertheless, it is important to protect employees by ensuring that their responses cannot be traced back to them.
This can be achieved through anonymous surveys where responses cannot be linked to individuals.
The works council and the data protection officer want to protect employees from negative consequences arising from their answers in the survey.
The point is not to obscure the basic identity of individuals – because you know your employees – but to ensure that responses cannot be attributed to individuals or even small departments.
This serves to create an environment in which employees can express their opinions and concerns freely and openly, without fear of negative consequences.
What is the significance of data protection in the context of employee surveys?
Data protection in employee surveys is particularly important when personal data is collected, processed and used.
Data protection regulations such as the General Data Protection Regulation (GDPR) stipulate that the processing of personal data is only permitted under certain conditions and that the rights of the data subjects must be protected.
In the context of employee surveys, companies must ensure that:
- Anonymity or pseudonymity is guaranteed:
Where possible, the data collected should be anonymized or pseudonymized to protect the identity of employees. - Data is transmitted and stored securely:
Appropriate technical and organizational measures must be taken to ensure the security and confidentiality of the data, both during transmission and storage. - The data is only used for defined purposes:
The data collected may only be used for the defined purposes of the employee survey and may not be further processed for other purposes unless separate consent has been obtained or there is a legal basis for doing so.
By observing these principles, companies can ensure that employee surveys are conducted both effectively and in compliance with data protection regulations.
How can easyfeedback ensure data protection for your employee survey?
We at easyfeedback stand for the protection of your data.
That’s why we take great care to ensure that your personal information is safe and secure when you use our platform.
Our data protection policies and measures are designed to meet the highest standards and ensure data protection in accordance with the applicable legal provisions, in particular the General Data Protection Regulation (GDPR).
Find out below how easyfeedback implements data protection:
1. Data protection compliant platform
easyfeedback ensures that the platform complies with the applicable data protection regulations, such as the General Data Protection Regulation (GDPR).
This also includes measures such as secure data transmission and storage. As a central protective measure, we have deliberately opted for a server location in Germany.
All data collected from you is stored and processed exclusively in Germany.
Furthermore, easyfeedback GmbH is certified according to TISAX, which confirms compliance with high security standards (ISO27001 incl. BSI basic protection and requirements from the automotive sector).
Our service providers as well as the data center and server maintenance are also ISO27001 certified.
These certifications ensure that all employees are appropriately sensitized, trained and obliged to comply with the applicable guidelines.
2. Anonymität
easyfeedback makes it possible to conduct employee surveys anonymously, which protects the privacy of employees and strengthens trust.
To this end, we have developed a special anonymity function that technically guarantees 100% anonymity.
This option offers employees the opportunity to give honest and open answers without having to worry about traceability or possible consequences.
This confidentiality contributes significantly to the quality of the data collected and encourages employees to participate in surveys.
3. Contract for order processing
In order to clearly define the data processing relationship and make it transparent for both you and us, we have prepared a data processing agreement in accordance with the requirements of the General Data Protection Regulation (GDPR).
This contract serves as a legally secure basis for our cooperation and regulates the responsibilities and obligations in handling personal data.
With this contract, you can work with us with peace of mind and in full compliance with data protection regulations.
4. Data protection guidelines and measures
easyfeedback has clear data protection guidelines and implements technical and organizational measures to ensure the security and confidentiality of the data.
These include regular security audits, encryption technologies and access controls to prevent unauthorized access to the data.
In addition, all easyfeedback employees receive regular training in data protection and IT security to ensure a high level of awareness of how to handle sensitive data.
5. Control over the data
easyfeedback enables companies to manage and control the data collected themselves.
As a result, they retain control over their data and can ensure that it is only used for the defined purposes.
This independent management and control enables companies to effectively implement data protection guidelines and internal specifications and ensure that the data is used in accordance with the applicable laws and guidelines.
6. No third-party tools within surveys
One of the most important measures is the consistent exclusion of third-party tools such as Google fonts, analytics tools or other marketing features.
All third-party tools are 100% excluded from the surveys.
This makes it easier for you to communicate and collaborate with your employees.
You can find out everything else about data protection here: easyfeedback data protection.
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