Privacy Policy

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Effective Date: 5th July 2025

Gallus Insight Ltd (“we”, “our”, or “us”) is committed to protecting your privacy and handling your personal data transparently and lawfully in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and share your personal data when you interact with our services and applications.

1. Who We Are

Gallus Insight Ltd is both the data controller and data processor of the personal data collected via our apps and services. This means we determine why and how your data is processed and are also responsible for handling the data securely on our systems.

If you have any questions or wish to exercise your rights, please contact us:

Derek@gallusinsight.com

Registered Office: 10a Camelon Road, Falkirk, United Kingdom, FK1 5RX

2.  What Personal Data We Collect

We collect only the data necessary to support workplace analysis and improvement. This may include:

• Contact details (if provided)
• Employment details (e.g. job role, department, location)
• Demographic data (e.g. gender, age range, diversity metrics)
• Survey responses or feedback submitted through our platform
• Engagement or sentiment indicators related to workplace experience

We do not collect sensitive personal data unless explicitly provided with consent.

3. Purpose of Processing

We collect and process your data for the following purposes:

• To analyse and improve workplace experiences
• To identify and address areas of inequality,      disadvantage, or concern
• To promote a healthy, inclusive, and safe working      environment
• To generate anonymised or aggregated insights for      research or benchmarking

We do not use your data for marketing purposes or automated decision-making without human oversight.

4. Legal Basis for Processing

Under the UK GDPR, we rely on the following legal bases to process your personal data:

• Legitimate Interests: To improve workplace culture, fairness, and inclusion in support of organisations
• Consent: Where you voluntarily provide data or feedback
• Legal Obligation: Where we are required to retain or disclose information for legal compliance

You have the right to withdraw your consent at any time, where applicable.

5. Data Sharing

Your data may be accessed only by a limited number of authorised analysts within Gallus Insight Ltd. In some cases, aggregated or anonymised findings may be shared with your employer or organisation to support improvement efforts.

We may sell, trade, or otherwise share your personal data with third parties for commercial purposes.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. Where possible, we anonymise or pseudonymise data to protect your identity over time.

7. Your Rights Under GDPR

You have the following rights under the UK GDPR:

• Right to access – Request a copy of the data we hold about you
• Right to rectification – Request corrections to inaccurate or incomplete data
• Right to erasure – Request deletion of your data (“right to be forgotten”)
• Right to restrict processing – Temporarily halt processing in certain circumstances
• Right to object – Object to processing based on legitimate interests
• Right to data portability – Receive your data in a structured, machine-readable format
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To exercise any of these rights, please contact us at privacy@gallusinsight.com. We aim to respond within one calendar month.

8. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

• Encryption in transit and at rest
• Access controls and staff confidentiality agreements
• Regular audits and security reviews

9. International Data Transfers

If your data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place (e.g. Standard Contractual Clauses) to maintain protection under GDPR standards.

10. Lodging a Complaint

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the UK’s Information Commissioner’s Office (ICO):

https://ico.org.uk/make-a-complaint/

We may update this Privacy Policy from time to time. You will be notified of any significant changes via the app or our website.