How your answers are handled

Who is responsible

Your organisation decides to run the survey, chooses who is invited and receives the combined report. In data protection terms it is the controller of your survey data.

Liberty Mind runs the survey on your organisation's behalf, under a written agreement, and only uses your data to do that. For the optional research dataset described below, Liberty Mind decides how it is used and is responsible for it.

What we collect

• Your answers to 40 statements, and any comments you choose to add.
• Roughly how long the survey took you, rounded to the nearest 30 seconds.
• Your work email address, which your organisation gave us so we can send you a personal link and reminders.
• Whether you tick the optional research box.

We don't ask for your name, and your answers are stored encrypted. The survey page uses no advertising or tracking cookies.

How it is used

• To produce a report for your organisation that combines everyone's answers.
• To send you your invitation and, if you haven't completed the survey, up to four reminders.
• To check the survey is working properly, using totals only (for example, the typical time taken across everyone).
• If you opt in, to improve the survey itself (see the research dataset below).

Your answers are never used to make decisions about you, and your organisation agrees not to use the report for decisions about any individual's employment, performance or pay.

Who sees what

• Your organisation can see who has completed the survey, so they can send reminders. They never see your individual answers, or when you answered.
• Your organisation only sees results combined from at least 5 people. If fewer than 5 people take part, there is no report.
• Comments are grouped into themes, with names and identifying details removed. A theme is only shown if at least 3 people raised it, and your organisation never sees your comments exactly as you wrote them.
• Liberty Mind checks every report before it is released. If your organisation chose the Debrief, a Liberty Mind consultant reads the comments with names removed and never passes them on word for word.

Read how confidentiality works for the full detail, including the smaller amount shown for teams of 5 to 9 people.

Comments

Comments are optional. Names of the people invited, your organisation's name, email addresses and phone numbers are removed automatically. The remaining text is then passed to an AI service, which masks any names that are left and groups the comments into themes. The service works only on text that has already had names removed, under terms that don't allow it to train on your words.

If a comment describes something serious, such as harassment, discrimination or a risk to someone's safety, it is left out of the report and Liberty Mind may need to act on it. Please don't name anyone or share health details in your comments.

The research dataset (optional)

If you tick the research box, your answers (never your comments or email address) may be added to a research dataset with nothing that identifies you or your organisation. They're stored with only your organisation's size band, the question set version and a rough time taken, and are only released for research once answers from at least 3 organisations have been pooled. Not ticking the box makes no difference to anything else.

How it is protected

• Your answers stay in your browser tab until you send them. They're encrypted as soon as they reach us.
• When the survey closes, answers are shuffled, separated from the links they came from and encrypted again.
• There is no screen in the app that shows one person's answers, and every admin action is logged.

In plain words, the limits: the two people who build and run the app could, with deliberate effort, use its keys to decrypt answers, and our platform keeps encrypted backups for 7 days. We tell you this so you can decide what to share.

How long we keep it

Your answers and comments are deleted 90 days after the report is released, or 30 days after the survey closes if there is no report. The list of who was invited is deleted on the same timetable. Deletions become final 7 days later, when backups roll off. If you ticked the research box, those research answers are kept separately as described above, with nothing that identifies you. The report itself only holds combined results and themes.

Where it is stored

The survey runs on Base44, a platform operated by Wix.com Ltd. Some of the services it relies on, including email delivery, hosting and the AI service that groups comments into themes, are based outside the UK, including in the United States. Where that happens, transfers rely on recognised safeguards such as adequacy decisions or standard contractual clauses. We can send you the current list of service providers on request.

Your rights

You have the right to ask for a copy of the personal data held about you, to have it corrected or deleted, and to object to how it is used. Because your organisation is responsible for the survey, it's usually quickest to ask them first; we'll help them respond. You can also write to us directly.

Before you answer, your organisation can take you off the list. Once you've sent your answers, they can't be picked out from everyone else's, so we can't return or delete them individually. They're deleted with everyone else's on the timetable above.

Questions and complaints

Draft, last updated 24 September 2026.