We want you to feel confident completing your wellbeing check-ins. This page explains plainly how your survey responses are stored, who can see what, and what rights you have over your information.
In brief
- Your surveys are stored with a private reference code — not your name
- Administrators see scores and trends; they cannot identify who submitted them
- You can always see your full history when you log in
Your private reference code
When you register, you are given a unique reference code that is attached to all of your survey responses. It looks like this:
This code is what administrators see when they review wellbeing data. It tells them nothing about who you are — it is simply a label that keeps your surveys together as a set without attaching your identity to them.
You can find your own reference code on your wellbeing dashboard. If you ever need to ask us about your data — for example, to request a copy or have it removed — quoting this code lets us find your records without you having to share your name in writing.
What administrators can and cannot see
When a member of staff logs into the admin panel and looks at wellbeing submissions, here is what is and is not visible:
| ADMINISTRATORS CAN SEE | ADMINISTRATORS CANNOT SEE |
|---|---|
| Your reference code (e.g. WB-A3F7-K9M2) | Your name |
| Your survey scores and dates | Your email address |
| Your wellbeing band (e.g. Good, Developing) | Your username or account details |
| Whether a wellbeing alert was flagged | Any link between the code and who you are |
| Your free-text reflections (if you wrote any) | Your identity when reading those reflections |
How we use the results
Survey responses help us understand how the people we work with are doing — overall, and over time. We use this for our own planning and for reporting to funders who support the programme. That analysis works with groups of results, not individual records: funders see aggregated trends, not any individual's data.
We do not share individual survey responses — identified or pseudonymised — with any third party without your explicit permission.
Your own access
When you log in to the site, your wellbeing dashboard shows your complete survey history: every check-in you have submitted, your scores, and your trend over time. This view is personal to you and is not accessible to anyone else through their own login.
Your rights
Under UK data protection law you have the following rights in relation to your wellbeing data:
- Access your data Log in and visit your wellbeing dashboard at any time to see everything we hold about your check-ins.
- Request a copy Contact us and we will provide your complete survey history in a readable format.
- Ask for deletion We can remove your free-text reflections while keeping anonymised scores for aggregate reporting — or we can remove everything. We will act promptly on any deletion request.
- Withdraw consent You can withdraw your consent to the wellbeing programme at any time. This will suspend your check-in schedule and you will no longer be asked to complete surveys.
- Raise a concern If you believe your data has been handled incorrectly, you have the right to raise a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
Questions about your wellbeing data?
If you have any questions about how your information is stored or handled, please get in touch. You can reach us at
When getting in touch about your data, quoting your reference code (visible on your dashboard) helps us respond more quickly.