How we look after your data

CultureCanary (also called Canary) is a product by theWorkshopper, based in Australia. We look after your information in line with the Australian Privacy Act 1988 and its Australian Privacy Principles.

Questions about this page or your data? Email hello@theworkshopper.com.

If you have an account (the person who sets up a flock):

• Your email address and password, so you can log in. Passwords are handled by our login provider and are never visible to us.
• Your name, and a profile picture if you add one.
• Your flocks: their names, the people in them, your pulse settings, and the experiments and activities you pick.
• Anything you write in Facilitator mode, such as what your team decided to try next.
• If you try the canary when you sign up, how you think your team is doing. We keep it only to learn and improve CultureCanary. It is never shown in the app or to your team, and never part of team results.

If you are in a flock (someone else added you):

• Your name and email address, as entered by the person who set up the flock.
• We use them only to send you Pulse Check links and results. You don't need an account.

If you check in to a Pulse Check:

• Your answers, and nothing that says they are yours. No name, no email, no time of answering.

If you contact us through the contact form, we receive your name, email address and message.

When you use the website, we collect usage information, such as the pages you visit, your device and browser type, and your approximate location (country or city).

Anonymity is the heart of CultureCanary, so it is built into how the data is stored, not just promised.

• Answers are stored without any name, email or timestamp.
• When you get your own link by email, we record only whether it has been used, so you can't check in twice. There is no way to connect a link to an answer.
• Results only appear once a check has closed, and only if at least 3 people checked in.
• Everyone in the flock sees the same results. There are no manager-only views and no HR intermediary.

• To run CultureCanary: your account, your flocks, Pulse Checks and results.
• To send the emails the product needs, such as Pulse Check links, results and account emails.
• To keep the service working and safe, and to fix things when they break.
• To understand how CultureCanary is used, so we can improve it.

We may also look at combined, de-identified numbers across all teams, for example the average score across every Pulse Check, to understand how CultureCanary is used and to make it better. These never show a single team or person, and we never sell them.

We use a small number of services to run CultureCanary. Each one only gets what it needs to do its job:

• hosting, database and login
• sending emails
• analytics, to see how the website is used
• Slack, only if you connect it. CultureCanary can then post messages and see the names of public channels. It can't read your conversations, private channels or direct messages.

Some of these services store or process data outside Australia, for example in Japan and the United States. We choose providers with strong security and privacy practices. If you'd like to know exactly which services we use right now, just ask.

We never sell your data, rent it out, or use it for advertising.

Cookies: we only use essential cookies, to keep you logged in and remember your settings. CultureCanary can't work without these.

Analytics: to understand how people use CultureCanary, such as which pages are visited, we use Vercel Web Analytics. It doesn't use cookies and doesn't follow you across other websites. We remove Pulse Check link codes from page addresses before anything is recorded.

We also keep a short note when a page can't be found or something breaks, so we can fix it: which page it was, when, and, if you were logged in, your account.

We look at analytics as overall patterns, not to follow individual people. Analytics never sees Pulse Check answers. We don't use advertising cookies, and we don't share this information with advertisers.

You can block or delete cookies in your browser settings, but you'll need the essential ones to log in.

• We keep your data for as long as your account exists, so your team's history stays there for you.
• Delete your account (in Profile) and we delete it along with every flock, Pulse Check, answer and Slack connection that belonged to it.
• You can also delete a single flock from its Flock page.
• Our providers keep short-term backups for safety. Deleted data disappears from those as the backups are replaced.

You can ask us to:

• tell you what we hold about you
• correct it
• delete it

If you are in a flock but don't have an account, the person who added you can remove you, or you can email us and we'll take care of it.

If you are in the EU or UK, you also have your rights under the GDPR, such as getting a copy of your data. If you're unhappy with how we've handled your data, you can complain to the Office of the Australian Information Commissioner or your local data protection authority, but we'd love the chance to fix it first.

For any of this, email hello@theworkshopper.com.

• Everything travels over encrypted connections.
• Each account can only reach its own flocks and results; the database enforces this, not just the app.
• Slack connection details are stored encrypted.

No system is perfect. If something ever went wrong that affected your data, we'd tell you.

If we change how we handle data in a way that matters, we'll email account holders before it takes effect. Small updates just get a new date at the top.