Squadify Privacy Policy
Effective Date: 23 July 2026
Our Commitment to Your Privacy
Your privacy is extremely important to us and for this reason our processes are compliant with both ISO 27001 and ISO 42001. This policy explains what Personal Information we hold, how we use it – including how we use artificial intelligence (“AI”) to generate narrative content in reports and through SquadBot, our AI chatbot – and how you can check and update, manage, export or delete your Personal Information.
Glossary
“GDPR” means the General Data Protection Regulation (EU) 2016/679.
“UK GDPR” means the UK form of GDPR post-Brexit.
“Personal Information / data” means information or data that identifies or relates to an identifiable individual.
“AI” means software systems that generate narrative summaries or recommendations from team-level scores, based on Squadify’s methodology. Squadify does not use AI to profile individuals or to make automated decisions about them.
“SquadBot” means Squadify’s conversational AI chatbot that provides contextual explanations, insights and recommended actions based on team-level results and Squadify’s methodology.
When we refer to “You”, we mean the person(s) who use the Squadify platform. “We / Us / Our” refer to the Squadify group of companies.
Our business activities and functions
Squadify is a team acceleration platform. We run surveys and carry out analytics on the data captured to present teams with insights to enable continuous improvement in teamwork and performance. We also generate benchmark data and insights across teams to support the team level recommendations.
We use AI tools in two ways: (1) to generate written summaries and narrative insights from team-level results in our insights reports, identifying key focus areas and proposing actions for the team, and (2) through SquadBot, our conversational AI chatbot that discusses Squadify reports, builds learning content, and provides team coaching advice based on team-level data only. SquadBot has access only to aggregated team-level information and cannot access individual survey ratings or responses. AI operates only on team-level data and does not introduce new categories of Personal Information.
What Personal Information do we collect and hold?
We only collect Personal Information that is necessary to deliver the Squadify service. This includes:
Survey ratings are stored using respondent ID references rather than direct identifiers. Only authorized Squadify personnel have access to the complete mapping needed to identify respondents from their ratings.
We do not collect any GDPR-defined special category data (e.g., health, religion, political opinions, sexual orientation, biometric or genetic data).
How we use your information (including AI-generated content)
We use your Personal Information to:
We also use AI in two ways:
1. AI-generated reports: We use AI to generate written summaries, narrative insights, identify key focus areas, and propose actions from team-level results in our insights reports.
2. SquadBot: Users can interact directly with SquadBot, our conversational AI chatbot, which discusses Squadify reports, builds learning content, and provides team coaching advice. SquadBot has access only to aggregated team-level information and cannot access individual survey ratings or responses.
Our AI systems (insights reports and SquadBot) are governed under our ISO 42001 certification, which establishes controls, oversight, and responsible practices for AI use across all our systems. For more information on our approach to responsible AI, please see our Responsible AI Charter.
AI operates only on team-level data and does not introduce new categories of Personal Information. We do not:
Sharing your data with others
We only share information at the team level, never at the individual level. Individual survey responses cannot be identified within any Squadify report. All customer data export restrictions are set out in Section 8 (Data Export Restrictions) of the Squadify Terms and Conditions.
Third-party service providers (including providers of cloud hosting and AI processing) act as data processors under GDPR and are bound by contractual obligations to safeguard Personal Information and process it only on our instructions.
Storage and Security of Personal Information
We take appropriate technological and organisational measures to protect Personal Information from loss, unauthorised disclosure or damage.
Our platform is hosted on Amazon Web Services (AWS), which provides industry-standard security controls and certifications.
All Personal Information stored in our systems is encrypted. Access to individual-level data (ratings linked to respondent identity) is restricted to authorized Squadify personnel for support and data subject access request purposes only. Team-level analytics and reporting data are aggregated and cannot be linked back to individuals.
We retain Personal Information for three years after the final Squadify report is generated. At that point, Personal Information is anonymised and retained for benchmarking and analytical use only. Teams returning after more than three years begin as a new team without historical data.
Any payment transactions processed by us or third parties are encrypted using SSL technology.
Data transfers
Personal Information may be processed in countries outside the one in which it was collected, including by AWS or other service providers. Where cross-border transfers occur, we apply appropriate safeguards such as adequacy decisions or Standard Contractual Clauses.
All transfers are encrypted. Team-level analytical data used by AI tools is anonymised or aggregated and cannot identify individuals.
Automated decision-making
We do not engage in solely automated decision-making (including AI profiling) that produces legal or similarly significant effects on individuals.
AI-generated summaries in our insights reports and SquadBot interactions are descriptive and advisory at the team level only. Neither SquadBot nor our reporting AI makes automated decisions that have legal or similarly significant effects on individuals.
Your right to access, correct, export or delete your Personal Information
Under GDPR and UK GDPR, you have the right to:
These rights apply to the Personal Information listed in this policy (name, email address, time-zone, team-identifying information, and individual survey ratings). Team-level analytics or AI-generated team narratives are not Personal Information and therefore not subject to data subject rights.
All customer requests regarding data access or export must be made in accordance with Section 8 (Data Export Restrictions) of the Squadify Terms and Conditions, which prohibits direct export or manual reconstruction of team-level data.
Requests may be submitted to juliet.owen@squadify.net.
Complaints
If you have a complaint, please email juliet.owen@squadify.net and we will respond within 3 working days. You also have the right to lodge a complaint with your relevant data protection authority.
In the case of a data breach
If we experience a data breach, we will notify affected users within 24 hours and keep them updated throughout the resolution process.
Our incident response, reporting and remediation procedures are documented within our ISO 27001-certified Information Security Management System (ISMS), and these procedures are reviewed and tested regularly.
Direct marketing
We only send direct marketing communications if you explicitly opt in. We aim to ensure all communications provide value through data, insights and research.
Data Protection Contact
Our Data Protection Officer is Juliet Owen, who can be reached at:
juliet.owen@squadify.net
