matlock business solutions

We make every effort to ensure that the 360° feedback process is confidential. The following document sets out the policies and procedures we have in place in order to achieve that.

The 360° feedback report

When a feedback provider gives feedback to another person (the "feedback recipient") the feedback is presented in the form of a confidential report. Here's how your scores and remarks are handled:

• The names of the individuals providing feedback are not disclosed anywhere on the report.
• Scores:
  • The scores shown on the report are the average of the scores received; individual responses are not shown.
  • Average scores are presented by competence, question and relationship (Self, Manager, Colleague, Team member, Other). Because there is usually only one Manager nominated to provide feedback, managers should be aware that this will allow their scores to be identified; we would expect a manager is able to score their team member without the need for anonymity.
  • No questions are mandatory. If the feedback provider is unwilling or unable to score a particular section it can be left blank.
  • If a score is left blank it has no effect on the average score seen on the report. No "meaning" will be derived from a blank score.
• Remarks:
  • Remarks are printed exactly as they were entered. We do not edit or "sanitise" remarks.
  • The report does not divulge the author of a remark. However, authors may wish to take care that their remarks do not contain specific details which may reveal their identity.
  • No questions are mandatory. If the feedback provider is unwilling or unable to enter a remark for a particular section it can be left blank.
  • Remarks such as "Unable to comment..." should not be entered as they will tend clutter the final report.
  • Remarks for each competence are printed on separate pages. For this reason it is not a good idea to let remarks overflow from one input box to another as the context of these remarks will be lost.
• The report will be sent direct to the feedback recipient by secure means. Normally, no other person will receieve a copy. If we have been asked to supply a copy of the feedback report to someone else (for example a coach or line manager) participants will have been notified of this at the commencement of the 360° feedback programme.
• We are often asked to supply summary reports to management. These reports contain statistical information which does not allow individuals to be identified. These reports may include:
  • A summary 360° report for a group of people. This report shows only average scores; remarks are not included. We only produce this report if the group in question is sufficiently large to provide anonymity for individuals.
  • An overview of responses so that the degree of participation can be guaged. Again, this will not identify individuals.
• Prior to the closing date for feedback we may supply a list of people who have not completed their questionnaires for the purpose of issuing a reminder. This is to encourage, but not oblige, people to respond in order to improve the quality of the feedback. The list is sent to a central HR contact, responsible for the running of the 360º feedback programme, not to the individual who has requested feedback.

Exceptional circumstances

There may be situations when we are obliged to disclose information to appropriate parties. These are exceptional and we do not do this lightly. We would do this:

• If we believe that a criminal offence has been or will be committed.
• If we believe that there is a risk of harm to an individual.
• If there are allegations of gross misconduct

Privacy and security

• All paticipants are given a unique identifier ("ID") and password, which are required for accessing the website.
• The website is accessed by means of https ("secure sockets"). This means that all information passing to and from the website is secure.
• When passing information over the Internet appropriate security is used.
• Data are removed/deleted when no longer needed.
• Reports are distributed by an appropriately secure method.

Personal information

• We hold personal information purely for the purpose of processing 360° feedback
• We do not disclose personal information to any other parties.
• Personal information will be deleted when it is no longer necessary for 360° feedback production. This may be in excess of a year where the information is needed for a year-on-year comparison.

Data Protection Act 1998

For the purposes of the Data Protection Act 1998 the Data Controller for personal information used in connection with the processing 360° feedback data is:

• Matlock Business Solutions Ltd
• Data Protection Act Registration number: Z6763741
• Address: Chestnut House, 8, The Square, Feckenham, Worcestershire, B96 6HR
• Telephone: +44 (0) 121 288 2573