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When you speak with our team, you’re in control.

Our process is opt-in, transparent, and secure. Here’s everything you need to know:

How This Works

One-on-One Conversations

We’ll schedule a one-on-one conversation shortly after you sign our informed consent form. You’ll meet with a member of our team over Zoom for about 45 minutes.

Confidentiality

With few exceptions, everything you share with us is confidential. We use aliases when storing your data, and redact any information that might identify you from the transcript.

Your Rights

The right to decline

Speaking with our team is optional. You can decline to participate, or decline to answer any of the questions you are asked.

The right to go “off the record”

You have the right to mark any feedback as “off the record” (OTR) by letting us know before or after you share it. If you do this, we will not quote anything that is OTR. If you are sharing written feedback, please mark anything that you would like to be off the record by adding the label “[OTR]” before and after the OTR portion.

The right to change your mind

You have the right to change your mind about what we do with your information. You also have the right to withdraw from the process entirely at any point and for any reason.

After signing our informed consent form, we will send you an email receipt. If you change your mind, you can click the link in that email to update your permissions or withdraw entirely.

What We Store

We store our notes from our meetings.

If you allow us to record, we also store a recording of the meeting and a transcript of the audio recording from the meeting.

Our team will anonymize the transcript by removing your name, job title, email, phone number and any other information* we believe, in our reasonable discretion, would identify you to the intended recipients of our report.

*If there is any specific information in your feedback that you believe might identify you to our stakeholders, please tell us!

Who Will See Your Feedback

After our team has anonymized your feedback, we will use what you share to glean insights and prepare our report. If you grant us permission, we may also share quotes from your feedback with our stakeholders at your employer.

We do our best to present quotes in context, typically alongside other quotes, to illustrate a broad theme from our findings, in a further effort to avoid drawing attention to individual feedback.

By allowing us to share anonymized quotes, you will help ensure our stakeholders fully understand how everyone on your team feels.

Exceptions to Confidentiality

We can’t keep confidential any of the following exceptions:

  • Information we are required to disclose by law or a court order
  • Information that causes us to reasonably believe there is an imminent or likely risk of danger or harm
  • Information that involves illegal or criminal activity
  • Behavior towards our team that is harassing, abusive, or violates your employer’s code of conduct or policies

In addition, confidentiality only applies to feedback shared in a scheduled interview. It does not apply to the content of emails, Slack DMs, or other correspondence outside the interview.

Where We Keep Recordings

If you allow us to record our conversation, the recording is stored and transcribed in Dovetail, a software tool we use to analyze the feedback for recurring themes. You can find Dovetail’s security, privacy, and compliance policies at its Trust Center.

The recording is also stored in Zoom. You can find Zoom’s security, privacy, and compliance policies at its Trust Center.

How Long We Keep Recordings

After our interview, we will delete the recording within 30 days. This gives us time to review the transcript and correct any errors.

We will retain the anonymized transcript of your feedback for our records. If you change your mind and choose to withdraw your consent, we will delete all records, including the transcript.

Notwithstanding the above, we will not delete records if they are relevant to any of the exceptions listed above.

Optional Steps to Protect Your Privacy

Update Your Calendar Settings

You may wish to avoid revealing our calendar event to your colleagues. If you use Google Calendar, read this help page to learn how to set the visibility of our meeting to Free/Busy.

Use a Non-Work Email

You may also wish to communicate with our team using a non-work email. If you do, please make sure to let us know your official work email. We use this email to track your consent and to stay compliant with our data retention policy.

Confidentiality FAQs

General
Confidentiality & Data Security
Informed Consent
Recording
Sharing Quotes
Our Team
Spherical logo

“I’d been with the company for about six months, so I was excited to share feedback for our onboarding. I wasn’t nervous at all, and actually, it felt pretty great. It really helps having a third party to be able to talk to and know that it’s all confidential.”

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Madison Spence
Social Media Manager / Spherical

Still feeling unsure?

We’ll be happy to answer your questions confidentially.

Ask Us Anything