How does Effectory safeguard confidentiality?

Summary

To ensure that answers cannot be traced back to individual participants, Effectory has a number of confidentiality business rules. In this article you will learn about the rules to safeguard confidentiality.

Confidentiality and group size

To ensure that answers cannot be traced back to individual participants, Effectory will only report average group scores for groups that have 5 or more respondents. In some cases, employers decide to increase this minimum group size, usually between five and ten employees (five is the absolute minimum). This minimum group size of five respondents is the general standard for conducting employee surveys, for Effectory as well as for other suppliers working in compliance with privacy laws. Effectory externally conducts a Privacy Impact Assessment. If a group does not meet the minimum requirements, we will not report the results for this group. As a result of these measures, we can guarantee that your answers cannot be traced back to you in the results. Please note that answers to open-ended questions will be quoted literally but anonymously (it is not indicated who gave the answer) in the reports.

Certified secure data handling

Effectory operates in compliance with the highest security levels in receiving, processing and storing data. Effectory is ISO 27001, 27002, 27701 and SOC2-certified. These are worldwide standards on information security and privacy management. Of course, Effectory also works in accordance with European privacy laws (GDPR).

Response rate per group & report

In addition to group size, we always agree on the minimum number of required respondents. This is the minimum number of participants in a group that must have completed the questionnaire (which can never be below 5). If this requirement is not met, the results of this group will not be reported at the specific group level and will instead be included in a parent group that has reached the minimum – usually the department or organization. For groups that do not meet the minimum response rate required, but have at least 3 respondents, our dashboard will show limited insights to give an indication of how a team is performing without showing actual scores.

Exception

If you are a manager, the results from your department might say something directly about you as a manager. In that sense, you as a manager will be assessed personally.

Answers to open-ended questions

Answers to open-ended questions for groups with less than 5 respondents will be reported with the results of the parent group. For users of the dashboard that have access to such a group these answers to open-ended questions might not be visible (depending on their access rights). In My Feedback (where every respondent can view their own answers a compare them with their team and the organization as a whole) these individuals will be able to see all answers to open-ended questions of the parent group. In all cases, it will not be visible from which group an answer to open-ended question is coming (also not when included in a parent group).

Crossings

Crossings refer to data slices with demographic variables to give additional insights. For example, to show the differences between men and women or age categories. To report those crossings, Effectory treats crossings as a group with the 5/5 rule (min. 5 participants / min. 5 respondents) per crossing characteristic. Answers to open-ended questions are never reported for crossing groups. Furthermore, percentage questions (questions where not an average is calculated but the answers are reported as percentages), will not be shown. Lastly, crossings may only be provided at one level within one hierarchy. Only crossings with more than 2 crossing categories may be added to the lowest level of a hierarchy.

Multiple hierarchies

Some matrix organizations wish to report results on multiple hierarchies (e.g., functional and geographical). When dealing with multiple hierarchies, Effectory takes extra measures to ensure that confidentiality will still be guaranteed. Therefore, crossings (demographic variables for data cuts, such as gender) will only be reported in one hierarchy at one level maximum within that hierarchy (for example on functional hierarchy, level 2: department). In addition, answers to open-ended questions will only be reported at one hierarchy. Lastly, when reporting in multiple hierarchies: we advise to report higher-level groups such as departments, business units or regions instead of lower-level groups such as teams.

 

Please find a summary of all business rules per topic below:

Group reports
In the dashboard and reports, we maintain a 5/5 rule (5 employees invited/5 employees responded) to show average scores.
‘Limited insights’ are available for groups with at least 3 respondents.

We do not report groups who meet the anonymity rules themselves, but who endanger the anonymity of individuals from other groups, also referred to as 'sibling rule'.

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Answers to open-ended questions
Answers to open-ended questions are shown in one default language only.

Answers to open-ended questions are reported in one hierarchy only.

Answers to open-ended questions for groups with less than 5 respondents will be reported with the results of the parent group. 

In My Feedback individuals will be able to see all answers to open-ended questions of the parent group. It will not be traceable which answer is coming from which group.

Crossings
We treat crossings (data slices with demographic variables)as a group with a 5/5 rule per crossing characteristic (5 employees invited/5 employees responded).

We do not include answers to open-ended questions on crossing groups.

Percentage questions will not be shown for crossings.

Crossings may only be provided at one level in a hierarchy.

Crossings may only be provided in one hierarchy, not in multiple hierarchies.

Only crossings with more than 2 crossing categories may be added to the lowest level of a hierarchy.

Multiple hierarchies
Crossings (demographic variables for data cuts, such as gender) can only be reported in one hierarchyat one level maximum.

Answers to open-ended questions can only be reported in one hierarchy in one language.

Subsequent hierarchies should only have higher-level groups such as departments, business units or regions instead of lower-level groups such as teams.

Distribution of answers
Only reported when minimum of 50 net respondents in a group.

Only provided for a parent group when all sub-groups are reported.

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