Privacy Policy: Mindclip Behaviour Survey

Last updated: 30 September 2026.

Who we are

This notice explains how Mindclip Behaviour Oy processes personal data on survey.mindclip.com, the platform for the Mindclip Behaviour Survey and its 360 peer feedback. It applies to participants and to the people participants invite to give feedback. Our general policy at mindclip.com/privacypolicy covers our websites and marketing; this notice covers the survey.

Controller: Mindclip Behaviour Oy, Helsinki, Finland
Business ID (Y-tunnus): 3132533-4
Postal address: PL 27, 00101 Helsinki, Finland
Email: info@mindclip.com

What data we collect

We collect only what the survey needs.

From participants: name, email address, your answers to the survey, and the results we calculate from them (your behavioural profile and report).
From participants about feedback givers: the email addresses you enter so we can send them the feedback survey.
From feedback givers: your answers about the participant. We do not ask for anything beyond the email address the participant gave us.
Technical data: the minimum server logs needed to run and secure the service. We do not use analytics or advertising tools on this platform.

Why we process data and on what legal basis

Running your survey and producing your report: performance of a contract, or steps you asked for before one (GDPR Art. 6(1)(b)). This applies when you sign up yourself and when your organisation or a programme arranged the survey for you.
Inviting feedback givers and processing their answers: our legitimate interest in delivering the 360 feedback the participant requested (Art. 6(1)(f)). Feedback givers can decline by not completing the survey.
Sending reminders and the report link by email: part of the same contract or legitimate interest. We do not use survey email addresses for marketing.
Security, abuse prevention and legal compliance: legal obligation and legitimate interests (Art. 6(1)(c) and (f)).

Because the survey rests on contract and legitimate interest, we do not ask you to consent to this notice. We ask you to read it.

Feedback givers

If you received a survey link, a participant entered your email address and asked for your feedback. We use your address only to send the survey and up to a few reminders.

Your answers are anonymous to the participant. A participant must invite at least 5 feedback givers, and we calculate results only once at least 4 have answered. Results are shown as an aggregate. The participant never sees who answered or what any individual said.

We keep your email address together with your answers for as long as the participant's data is kept (see below). We need it to attribute your answers to the right survey and to send reminders. It is never shown to the participant and we do not use it for anything else. We do not ask feedback givers for their name. You can ask us to delete your answers at any time by writing to info@mindclip.com.

Who sees the results

Only you, the participant, receive your individual results and report.

If you take the survey as part of a workshop, programme or corporate engagement, the organiser does not receive your individual results. The organiser and the group may see an anonymised group overview without names. We only produce a group overview where the group is large enough that no individual can be identified from it.

Your facilitator or coach at Mindclip Behaviour sees your results in order to run the debrief you signed up for. We do not sell or share results with anyone else.

Processors, hosting and international transfers

We use the following providers under data processing agreements. They act only on our instructions.

Supabase: database storing survey data and results, Frankfurt, Germany (EU)
Vercel: hosting of the survey application, Frankfurt, Germany (EU)
Resend: sending survey invitations, reminders and report links [confirm EU region]

Where a provider is established outside the EEA, transfers rely on the EU-U.S. Data Privacy Framework and the European Commission's Standard Contractual Clauses in that provider's agreement with us.

How long we keep data

Participant answers, profile and report: 24 months from completion, so you can retake the survey and compare. Deleted or anonymised after that, or earlier on request.
Feedback givers' email addresses and answers: kept with the participant's data, 24 months from completion, then deleted.
Feedback givers' names: not collected.
Anonymised group overviews: kept without time limit. They contain no personal data.
Contracts and invoices: kept for the periods required by Finnish bookkeeping law.

Cookies

survey.mindclip.com sets no analytics, advertising or tracking cookies. The only cookies or browser storage used are those strictly necessary to keep your survey session open and secure. These need no consent and expire when the session ends.

Security

Data is encrypted in transit (TLS) and stored in the EU. Access is limited to Mindclip Behaviour staff who need it to deliver the survey, under least-privilege controls. Survey links are unique and cannot be guessed. No method is fully secure, but we take reasonable technical and organisational measures to protect personal data.

Your rights, children and changes

You may request access, rectification, erasure, restriction or portability of your data, and object to processing based on legitimate interests. Write to info@mindclip.com. Feedback givers may ask us to delete their answers. Results already calculated remain, because the aggregated report cannot be traced back to any individual feedback giver.

You also have the right to complain to the Finnish Office of the Data Protection Ombudsman (P.O. Box 800, 00531 Helsinki, tietosuoja@om.fi).

The survey is intended for professionals. We do not knowingly collect data from anyone under 18.

We will update this notice when our processing changes and show a new "Last updated" date.

Contact: Mindclip Behaviour Oy, info@mindclip.com