How we handle your data

Zenshin Kaishi is a product of Plakboom B.V. (KVK 34130965).

Lanckhorstlaan 115, 2101 BC Heemstede, the Netherlands.

For a scan you take yourself, we are responsible for your data. In legal terms, we are the controller.

For a scan your organization runs, your organization is the controller. Your organization decides who is invited, and when the scan opens and closes. We handle the data on its behalf, as its processor.

Questions about your data go to privacy@zenshinkaishi.com. Your organization decides on requests about its own scan, and we pass those requests on.

This notice covers the website, the scan you take yourself, and scans organizations run with us.

Who sees what explains in plain terms what an employer can see. This notice is the legal version.

You can start a scan without an account. Your answers are saved under a code that only your browser holds.

No name, email address or account is attached to them. We cannot tell who you are from those answers.

An unfinished scan is deleted 48 hours after you start it.

We may ask what you think of the scan. Giving feedback on Zenshin Kaishi is optional. We keep your feedback with the type of scan, the date and where it was asked (the question or section), nothing else. It is linked to no one, and never to your answers.

Signing in is how you see your full results. From then on, we keep:

• your email address, and your name when your sign-in provides it;
• which scans you took, and when;
• every answer you gave, including what you wrote in your own words;
• what you choose to tell us on your profile: the field you work in, your organization's name, how you heard about us and which description fits you;
• your results and your reports.

Signing in links your answers to you. Before you sign in, your answers are linked to no one.

We may also ask what you think of the scan or your report. Giving feedback on Zenshin Kaishi is optional. We keep your feedback with your email address, the type of scan, the date and where it was asked (the question or section). We never link it to your answers. You can ask us to remove your email address from your feedback.

Your organization invites people by email address. We keep that address, the role you were invited for, and whether you accepted.

This makes the invitation work and shows your organization how many people finished. We also use it to keep invitations within the number of people your organization paid for.

A withdrawn invitation keeps only a one-way fingerprint of the address. Withdrawing an invitation gives its place back.

Pressing Start in the invitation creates your account and sends you a confirmation email. People who have not finished get one reminder after five days.

You can say no to an invitation. We record your no, so your organization sees how many people said no.

We may ask what you think of the scan. Giving feedback on Zenshin Kaishi is optional. We keep your feedback with the type of scan, the date and where it was asked (the question or section), nothing else. It is linked to no one, and never to your answers. Your organization never sees it.

For employees, your organization sees combined results, not individual answers. An employee group with too few answers shows no result, so nobody is singled out.

That minimum is five people by default, and three in scans of up to 20. Once a scan grows past 20 people, it goes back to five. You see this before your first question, and you can stop there. With your results, you see the minimum that applied to your group.

Written answers are the one exception for employees, and you agree to them first. Some questions for employees ask you to answer in your own words. Every such question is optional.

Before each one, we explain what happens with your answer and record your choice. A no skips the question.

The people running the scan can read written answers word for word. Written answers show without your name and without a link to your other answers. Written answers appear only once enough people have written one.

Responses from leaders and managers show per role, even from a single person. Leaders and managers read this in their invitation.

Leaders can agree, on the record, to be quoted in the organization's report. Answers from employees, partners and customers are never quoted this way.

Leaders can choose an interview at the start of their scan. Someone who runs the scan then asks the questions and types the leader's answers. The interviewer can open and change the leader's answers only while the scan is open. The leader can read any notes the interviewer adds.

Your organization sees partner and customer answers per group, without names.

Our forms ask for your name, email address, organization and message. Your message reaches us by email, and a person reads it.

We do not store your message in the product or link it to any scan. We keep it for 12 months after your last message.

We set two cookies, both needed for signing in. One keeps you signed in. The other protects the sign-in itself.

We use no analytics or advertising cookies. We do use Cloudflare Web Analytics to count visits to this site. It sets no cookies and does not identify you. It is the only script on this site that we did not write. This site shows no cookie banner, because there is nothing to choose.

Your individual answers are shown to you, not to your employer. Clause 05 says what your organization sees, for each role in the scan.

Your organization's report is built from combined results, not from answers traced to a person. Within Zenshin Kaishi, access is limited to running and supporting the service.

Your organization can request Zenshin Kaishi for temporary help: for 14 days with set-up, for 30 days with the results, or for 90 days for access to both. We never see your individual answers. We log everything we look at, and your organization can stop our access at any time.

Cloudflare hosts the service, stores its data, sends its email and counts visits to the site. We do not sell your data or share it for advertising.

Sub-processors

Our database is set up to store and run within the European Union. Copying it to other regions is switched off.

Your answers travel through the Cloudflare location nearest to you. That location can be outside the EU while you travel. Your answers and your account are stored in the EU.

Cloudflare keeps a technical log of each request for 7 days. EU standard contractual clauses cover Cloudflare's request logs wherever they are stored.

An organization can give permission, before its scan opens, to include its results in benchmarks.

Answers from scans people take for themselves can go into benchmarks too.

Benchmarks would compare combined results across organizations of similar size, industry or country. They include no individual answers and no organization names.

Organizations give their size, industry and country at setup, to group benchmark results.

For benchmarking, we are the controller.

Unfinished scans without an account. We delete them 48 hours after you start.

Your account and scans. After 24 months without activity, we write to you. Signing in within 30 days keeps your account. Otherwise the account closes on the date in our letter. We then delete your personal details. Your answers stay, no longer linked to you. We use them to learn from and improve our method, and possibly for benchmarking in the future.

Scans run by an organization. The same 24 months count from the last activity on the account. For accounts your organization manages, our letter goes to its administrator.

The note from the person running the scan.We keep it with the scan, and delete it when the writer's account is deleted.

Records of legal declarations.We keep the record of who signed your organization's declarations, and when. The record stays as evidence, even after that person's other data is deleted. It stays whether or not the organization agreed to benchmarking. We delete it five years after the scan closes.

Your withdrawal from a purchase. We keep it for seven years after you send it, with the tax records of the purchase it refunds. It stays when your account is deleted.

Your refund.When your answers join an organization's scan, we keep a record of your refund. We use it to refund you once and to tell you when it is done. If a refund needs a person, our administrators see your email address and payment reference. The record names no organization.

Bringing a scan taken with another address.You can bring a scan you took with another email address into an organization's scan. You prove the other address with a code we email to it. You stay signed in with the address you are using, and we do not keep the other address. The code check keeps nothing about either address after 15 minutes. From the moment you bring the scan until its refund is done, your copy in the organization's scan points to your earlier scan, so we can find the payment to refund. When the refund is done the pointer is deleted. The organization never sees it, and no organization report, export or result carries it. If you delete either account while the pointer exists, we delete it too.

Scans bought for you. Someone can buy a scan for you with your email address. We use it to send your invitation and to remind the buyer. We delete it when you start the scan, or 12 months after the purchase.

Answers kept after an account closes. Your answers stay, unlinked from any person, after you delete your account. The same holds after 24 months without activity. Answers from an organization that declined benchmarking are deleted with the personal details.

Your feedback. We keep your feedback for 24 months, encrypted, and then delete it. Feedback linked to your account loses that link when your personal details are deleted. Feedback linked to no one is kept to improve the scan.

Reports already issued. A report shows what was true on the day we produced it. Reports already issued stay as they are.

You can ask us to:

• give you a copy of what we keep about you;
• correct details we keep about you that are wrong;
• delete your personal details (clause 11 says what we keep, including your answers);
• give you your answers in a portable format;
• limit how we use your data while we look at your request;
• stop any use that rests on your agreement, by withdrawing it.

You can object to any use that rests on our legitimate interest. We then stop, unless a strong reason requires us to continue.

Your organization decides on requests about its own scan, and we pass those requests on.

Requests go to privacy@zenshinkaishi.com. We answer within one month. Withdrawing agreement to benchmarking or quotes applies to everything calculated afterwards.

Something wrong with how we handled your data? We want to hear it first, and we will try to put it right.

You can also complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, at autoriteitpersoonsgegevens.nl.

This page is the only place we publish changes to this notice. It shows the date it last changed. We update it before any change to how we use your data takes effect.