Privacy Policy

1. Who this covers

In this policy, "Survizo", "we" and "us" mean the company named under Company details at the end of this page.

This policy explains how we handle personal data when organisations ("customers") use Survizo, and when their community members take part. Customers are the controllers of their members' data, and we process it on their behalf.

2. Data we process

• Account data. The names and email addresses of the people who run or use a community.
• Member data. The contact details a customer uploads to invite members, and the responses, posts and activity those members create.
• Usage and delivery data. Sign-in events, key actions (the audit log), and email delivery signals such as sends, opens and clicks.

3. Where data lives

We host platform data with our cloud provider in the United States. It's encrypted at rest and in transit, and each community's data is kept apart from every other's. When we process personal data from the UK or the EU there, we rely on the safeguards UK and EU law sets for international transfers, such as the standard contractual clauses. Customers can export their raw response data as CSV.

4. How we use data

We use data to run the platform: signing people in, delivering invitations and notifications, storing and showing survey responses and content, and writing AI insight reports. We don't sell personal data.

5. AI processing

When a customer generates an insight report, our AI provider reads the relevant survey responses and writes a summary. This runs within our hosting in the United States, and we store the report with the customer's other data.

6. Email and opt-out

Recruitment and notification emails go out on a customer's behalf. Every one carries an unsubscribe link, and clicking it changes the setting behind that email. A recruitment link stops invitations and reminders from that community. A notification link stops that kind of notification email, and the page it opens also offers to stop all of them. Nobody has to sign in to do this. Notifications inside the app are separate, and members change them from their own profile screen.

7. Your choices

Members have two self-service options on their profile screen.

Download my data gives them a file of everything that one community holds about them: their profile, survey responses and answers, posts and comments, reactions and poll votes, messages sent and received, discussions, complaints, notifications, sign-in history, email records, call participation and their agreement record.

Delete my data sends a request to that community's administrator. Before it's sent, the member sees exactly what will happen, because deletion works differently for different kinds of data. Profile details, notifications, reactions, sent messages and the sign-in account are deleted outright. Submitted survey answers, posts, comments, chat and poll votes are kept, but permanently detached from the person, because a finding already worked out from a set of responses can't be recalculated once rows vanish from under it. Call recordings, the consent record, the audit trail and email records are kept, each for a stated reason and period.

Members can also edit their own profile at any time, and can contact the community that invited them about anything else.

8. How long data is kept

Research and community content stays for as long as the community exists. It isn't on a timer, on purpose. It ends when a member's data is deleted or when the community is.

Records about participation are on a timer that runs every night. Audit records are deleted after 365 days, email delivery records after 180 days, in-app notifications after 180 days, and invitations that expired unused after 30 days. Those are the longest the platform keeps each one. A community can choose shorter periods, and its administrator can see the periods in force and what the last nightly run removed.

9. Security

We protect data with role-based access, separation between communities, and an audit trail of key actions. No system is perfectly secure, so we encourage customers to set up access with care.

10. Connecting WhatsApp through Meta

When an administrator connects their organisation's WhatsApp Business account to Survizo by signing in with Facebook, Survizo asks Meta for the two WhatsApp business permissions and nothing else. It stores what Meta returns for that connection: the identifiers of the WhatsApp Business account, the phone number and the business, and an access token that lets Survizo send messages from that number on the organisation's behalf. Survizo doesn't read or store the administrator's Facebook profile, friends or posts.

To delete this data, open Admin → WhatsApp in your Survizo console and press Disconnect. Survizo tells Meta to stop sending it updates about the account, deletes the stored access token and the connection's other credentials, and resets the connection. Your WhatsApp Business account, your number and your message templates stay yours and aren't changed. Disconnect before you delete a community.

Two things are kept. One is the page's activity log, your own record of what was sent in your name, which goes when the community is deleted. The other is our copy of the number's registration PIN, because Meta gives nobody a way to read or reset it, and deleting it would stop you registering that number again with anyone. If you'd rather we did any of this for you, or want that PIN copy removed too, write to support@survizo.com from the email address on your Survizo account and name the community. Messages already delivered are on the recipients' phones and in Meta's systems, and Meta's own policies govern what Meta keeps.

11. Contact

Questions about privacy, or about your data? Write to support@survizo.com. You can also write to us at the registered office below.

Company details

Survizo is a product of Protege Research Limited, a company registered in England and Wales with company number 12894348.

Registered office: 5 Uplands, London Road, Harrow, HA1 3LY, United Kingdom.

Email: support@survizo.com.