What is Culture Shift?
Culture Shift is an online tool developed by Culture Shift where employees can tell us anonymously, or talk to us (company) about unacceptable behaviour, or a wellbeing concern. The site is also home to information about internal and external support, policies and procedures and workplace campaigns and initiatives.
Who can tell us about an experience?
(Organisation) employees, third party staff and visitors can make a report through Culture Shift's software.
What happens when someone tell's us something anonymously?
(Insert infographic if one has been developed)
The case will be viewed by one of the administrators (see q. 11) for a list of administrators.
The administrators will first review the report to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken. If any identifiable information is provided, the administrator will then remove the identifiable information.
The information kept will be for trend analysis and inform proactive prevention.
What is the difference between telling us something, or telling us anonymously?
(Organisation) does not know who has told us something anonymously, and therefore cannot reach out and provide support. Whereas if someone wants to receive support or consider informal or formal options to address a concern, they would tell us something and provide their contact details.
What happens when someone wants to tell us something?
(Insert infographic)
An advisor may be one (x roles), which may include. The administrators (see below), assign a case to the requested advisor. Each of the advisors are provided with a login and can only access cases that are assigned to them.
The advisor receives an email notification that a case has been assigned to them – no identifiable information is provided within this email alert. The advisor then logs into the Culture Shift dashboard to access information provided using their personal login details. One of the support team will then make contact with the person and they arrange a meeting to discuss in more detail.
What action can be taken if someone reports something anonymously?
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work. The (roles or teams) will work with areas identified to address any concerning trends.
How will (organisation) manage malicious complaints?
If a report is found to be malicious or vexatious, such reports will be addressed under existing staff procedures.
What do you do with the information gathered from anonymous
reports?
(Organisation will do x e.g. trend analysis reporting).
What do you do with the data gathered from advisor reports?
The data collected from Culture Shift is used to produce anonymised annual reports. These reports would include the number of cases, most reported types of harassment and location.
How secure is the data and information sent through the system?
Data held on Culture Shift is GDPR compliant and further information about how data is collected and stored is outlined in the Privacy Notice. The system has been security tested by both the
developer, Culture Shift, and by (organisation).
How long is data sorted on the system?
We will only retain personal data for as long as necessary to fulfil purposes we collected it for. We will keep records of reports one year from case closure on Culture Shift system as outlined in the Privacy Notice. All personal data will be kept according to the Records Retention Schedule.
(If infographic developed, please insert here)
Who are the administrators on the system?
(Name the role titles of the administrators on the system).