For your participation
What happens to your responses.
From next week, you are being asked to answer a few questions regularly. You may wonder who reads your feedback, whether you can be identified or whether anything will happen afterwards. These are reasonable questions. Before taking part, you should understand the process and its limits.
This page explains how EngageBeat works in general. Your organisation must explain its specific use: the purpose, responsible contacts, access rights and agreed rules. This page does not replace your internal information. If anything is missing or contradictory, you can raise it before your first response.
What to expect
Once a week, there are two to four short questions. You use a scale from one to five to indicate how a statement reflects your experience. This short check-in is intended to take about one minute. If you want to think for longer or add something, allow more time.
Comments are optional. You can give a rating without writing any text. Please do not include names, health information or other identifying details about yourself or others. You do not need a personal employee account to participate. Your organisation will explain the shared participant access and agreed timing.
Surveys run in calendar weeks. Results do not appear during the current week. A check-in is also not a suitable channel for urgent help or a confidential personal complaint. Use your organisation’s contacts and reporting channels for those matters.
What is stored, and what is not
The table below refers to response records. Operating the service also requires technical access data, which is separate. If your organisation stores email recipients for invitations and reminders, those addresses are not linked to responses.
| Information | Saved? | What this means |
|---|---|---|
| Scale response | Yes | Your rating from 1 to 5 for the question. |
| Question, team and survey week | Yes | So responses can be analysed for the correct question and week. |
| Comment | Only if you enter one | Free text may make you or others identifiable. |
| Name | No | Response records have no name field. Please do not include names in comments either. |
| Email address | No | Invitation addresses are managed separately and are not linked to responses. |
| Employee ID | No | No employee number or personal account identifier in the response record. |
| IP address | No | No IP address in the response record. Technical connection data required to operate the service is separate. |
Who can see what
Only authorised team owners can see team results and comments: after the survey week has ended and only where there are at least five valid responses per question. Aggregate values and the associated comments are released. The threshold is not applied to the survey as a whole. One question may have reportable results while another stays hidden.
Participant access does not include results. Your team lead discusses the results with you. If organisation reporting has been set up, separately authorised people can see aggregate values: at least three released teams, each with five valid responses per question; additional safeguards apply. Comments and individual team values remain hidden there. Authorised company admins or organisation leads set up inclusion; team owners are informed. You will be told about this before submitting responses.
With shared access, five valid responses are not technical proof of five different people. A technical weekly identifier in the browser limits repeat submissions but does not verify identity. Technically necessary access by the service operator must also be considered; protection does not depend on a number alone.
Where the limits are
There is no guarantee of absolute anonymity. A statement may be identifiable even without names. If you were the only person at a particular client meeting or responsible for a specific task, a comment may point to you. Writing style, described events and everyday knowledge may together allow someone to identify you.
This risk is especially relevant in small groups. Having at least five valid responses does not remove it. You should therefore know who reads comments and how they will be discussed. A factual description of a process is often less identifiable than a detailed account of a single incident.
Your organisation should have clear limits: no individual analysis, no performance assessment and no attempts to identify people behind critical statements. These rules must be followed in the actual handling of feedback. The app alone cannot ensure this. Confidentiality explains the safeguards and their limits in more detail.
Where data is held and when it is deleted
The web app and database are hosted by netcup in Nuremberg. This does not mean that every communication service processes data exclusively in Germany. Details of technical data and access are provided in the web app privacy notice.
For response records and weekly snapshots, the responsible person selects 13, 26, 52 or 104 completed weeks, plus the current week. Your organisation must tell you which period applies to you. Backups and results shared internally need their own rules. The length of the trend shown is not automatically the retention period.
What you can gain from it
An unclear responsibility may keep going unresolved because something else always seems more urgent. A regular check-in can give such issues a place. You can share your experience without having to be the first person to speak up in a meeting. A short comment can help make a process easier to understand.
Whether this leads to an improvement depends on what happens next. You can ask: what happened to the feedback? What will change? When will we look at it again? A clear next step is more helpful than simply announcing that the numbers should improve. Your feedback creates an opportunity to clarify things, not a guarantee of a particular decision.
Your questions about participating
Can my manager see what I answered?
If your manager is an authorised team owner, they can see released aggregate results and comments after the week ends. Responses are not linked to your name or email address. A comment or existing knowledge may still make you identifiable. Absolute anonymity is therefore not promised.
Do I have to take part?
Before the start, your organisation must explain the rules on voluntary participation and non-participation. Ask your contact or employee representatives if this is unclear. This page does not create an obligation to participate. Comments are always optional in the app.
What if only three of us respond?
The results remain hidden. There must be at least five valid responses to each individual question. Comments on a question below this threshold are not released either. The threshold is not lowered for small teams.
Can I respond without leaving a comment?
Yes. You can give your rating on the scale and leave the comment field empty. If you want to add something, describe the issue or process where possible. Leave out names and identifying details.
Why do I receive a reminder after I have already responded?
Invitation and reminder addresses are not linked to your responses. A reminder is therefore not evidence that anyone is monitoring your individual participation. Follow the display in your participant access and respond only once per week.
Who can I contact if I have concerns?
Use the contacts named by your organisation before the start, such as the responsible manager, data protection contact or employee representatives. For personal or sensitive matters, a confidential conversation is more suitable than a comment that authorised team owners may later read.