Data Processing Terms

When your organisation invites employees to take an assessment, your organisation decides who is invited and why. Calmtree processes that data on your instructions in order to run the assessment and produce group reporting.

One exception, and it is the reason this document is short: where an employee chooses to keep their own result, we hold that result for them and not for you. You cannot see it, request it, or ask us to hand it over.

• From you: the work email addresses you upload to invite people, and your administrators' account details.
• From your employees: their answers, the result those produce, whether they consented, and how long each question was on screen.

There is no free-text field in any assessment. Every answer is a scale value or an option, so there is nowhere for an employee to type something identifying even by accident.

This is enforced by the product, not by policy:

• No individual answers, scores or interpretations. Ever. There is no screen, export or support request that produces them. We could not send you one employee's result if you asked.
• Group reporting only above a minimum group size. Where fewer than 7 valid responses exist for a group, no scores are shown at all, because a small enough group identifies the people in it. Your administrators can raise that threshold; they cannot lower it.
• Response timing is never shared. Not per person, not per group, not as an average. It exists so we can judge how much weight a set of responses carries, and it stays with us.
• You do see who was invited, who opened the invitation and who completed it, and group summaries where the threshold is met.

Every employee is shown a consent notice before answering, and their response is not accepted without it. The notice states plainly what you will and will not see. An employee may decline, and declining is recorded without being reported to you as a refusal.

You are responsible for telling your employees that you are inviting them, and for having a lawful basis to share their work email addresses with us.

We use these providers to run the service. We do not add a new one that processes employee data without updating this page.

Data is encrypted in transit and at rest. Access is restricted by row-level rules in the database itself rather than by application code alone, so an organisation's data cannot be read by another organisation even if a query is wrong. Staff access is limited to named administrator accounts.

If a breach affects your data, we will tell you and the Data Protection Board of India without undue delay, and we will tell you what we know rather than waiting until we know everything.

Employee responses are kept for 24 months, or until the organisation's account closes. Invitation records are kept for as long as the campaign exists in your account.

When your organisation's account closes, we delete your organisation's data. An employee who chose to keep their own result keeps it, because it is theirs and was never yours to delete.

These terms apply to every organisation using Calmtree and form part of your agreement with Calmtree Pvt Ltd, to be confirmed before launch. They are governed by the laws of India, with disputes subject to the courts of Mumbai, Maharashtra.

If your legal team needs a signed copy, or has a question about anything above, contact Alok Jha at alok@calmtree.in. The employee-facing detail is in the Privacy Policy.