This page is not final. 1 detail is still to be confirmed, and it has not yet been reviewed by legal counsel. It is published so it can be checked, not relied upon.
1. Who this notice is for
You are reading the right notice if your employer invited you to a Calmtree workplace survey, or if you administer surveys for an organisation. If you use Calmtree for yourself, the individual privacy notice applies instead.
2. Who is responsible
Your organisation decides to run the survey, who is invited and what it is for, so it is responsible for that decision. Calmtree Pvt Ltd runs the survey and processes the answers on its behalf, under our data processing terms, and decides how answers are protected, as set out here.
3. What we collect
- From your organisation: your name, work email and, if it chooses, your department.
- From you: your answers, and a written comment only if you choose to leave one.
- How long each question was on screen, used only to judge how much weight a set of answers can carry.
- That you opened the invitation, agreed to the notice, and submitted.
4. Confidential, not anonymous
Your link is personal, so we can stop duplicate responses and send reminders. Your answers are stored apart from your name and email, under a random code, and only Calmtree can connect the two, for example to delete your answers if you ask. We do not describe this as anonymous, because it is not.
5. What your organisation sees, and what it never sees
Your organisation never sees your individual answers, your comment, or how long you took. There is no setting, export or purchase that changes this.
What it does see:
- Group results, only for groups of at least 7 people who responded. Smaller groups are combined with others, and any figure that could be worked out from the others by subtraction is withheld too.
- Department results, under the same rule.
- Themes from comments, after a Calmtree reviewer has removed anything identifying, and only for groups large enough to report.
- Whether you completed the survey, visible only to the administrators who send the invitations, because they chose who to invite.
6. What it may not be used for
Survey results describe groups and working conditions. They must not be used for hiring, appraisal, pay, promotion, discipline or termination decisions about anyone. Calmtree surveys are not clinical assessments and do not monitor anyone's health.
7. How long it is kept
- Answers and comments: 24 months after the survey closes, then deleted.
- Your invitation, which holds your email address: 90 days after the survey closes, then deleted.
- Group reports, which contain no individual answers, are kept as your organisation's record of what was measured.
Deletion runs automatically every day. It pauses only if a legal hold is placed on an organisation's data.
8. Your choices
Taking part is voluntary. You can decline the invitation, skip any question with "not applicable", and stop before submitting. Declining is not reported to your organisation as a refusal. After you submit, you can ask us to delete your answers by contacting our grievance officer, Alok Jha, through the data rights page.
The notice you agreed to before answering is version 2026-10-cycle-v2, and that version is recorded against your consent.
9. For administrators
We hold your name, work email, role and the organisation you administer. Owners and administrators sign in with a second step from an authenticator app. Actions such as exporting a report, changing someone's role or importing people are recorded in an audit log that cannot be edited.
10. Changes and contact
If this notice changes in a way that affects what employees agree to, the consent notice gets a new version and is asked for again. Questions go to the grievance officer through the data rights page.