Set your organization's privacy notice

Every survey in Polzy carries a privacy notice: a Privacy link that opens a short panel telling respondents who runs the survey, what is stored, how long it is kept, and what they can ask for. Polzy writes it from your settings, so it can never promise more than your workspace does. Three parts of it are yours to fill in, once for the whole organization: who to ask about data, your own privacy policy, and a support line for anyone who writes about harming themselves or someone else.

Before you start

• A privacy contact. The address where people should send questions about their data — a privacy mailbox or your data protection officer.
• Your privacy policy. The address of your own policy page, starting with https://.
• A support line, if you have one. Your employee assistance programme, a counsellor or a helpdesk: its name, a phone number, a web page, or both.

Fill in the privacy notice

1. Open the account menu at the bottom of the sidebar and choose Organization settings, then General.
2. Scroll to Privacy notice.
3. Under Privacy contact, type the email address. Each field saves when you leave it.
4. Under Privacy policy link, paste your policy's https:// address.
5. Under Support line for respondents, fill in Support line name, Support line phone and Support line page — a phone number, a page or both.

Empty a field to clear it. All three are optional, but leaving Privacy contact empty does not leave respondents without a way to reach you: the notice then shows your billing email, and failing that the Owner's address.

Where respondents see each part

The Privacy link sits on the survey's cover, in its header on every page, and on the thank-you page, where a named respondent sees Privacy and your answers. The notice is written in the survey's language. What respondents can do from it — such as Delete my answers — is described in Answering a survey.

What else the notice says

Everything else in the notice comes from the workspace that runs the survey, so it changes when its settings do:

• Anonymous or named. Whether this survey stores answers with a name, from where the person was asked.
• The minimum group size. "Groups of 5+", from the privacy floor.
• How long answers are kept. From Keep answers for.
• AI and processing. Each way AI reads the answers — themes and sentiment, follow-up questions, a safety check — or that no AI reads them, and that answers never train AI models.
• Safety. When comments are read for a risk to someone's safety, and when a concern may reach a safeguarding lead.

At the foot of the panel, Last updated shows the day a fact in it last changed: your privacy contact or policy link, or the workspace's retention or minimum group size.

The support line

When an answer mentions harming oneself or someone else, the survey page shows a calm card under it — If you're thinking about harming yourself or someone else, please reach out now. — with the emergency number and the crisis and support lines for your organization's country, and your own line below them, under its name or Support from your organization.

• Which country. The public lines follow your organization's country: the one in Invoice details, or the one given at sign-up. Without either, a general set is shown.
• Nothing is sent. The survey page already holds these lines, so showing them tells nobody anything. Where safety signals are on, the reviewers only learn that the card was shown, never what was typed.
• Always there. The card appears on every survey, whether or not your workspace uses safety signals. Respondents can close it with one press and carry on.

Troubleshooting

The privacy notice was not saved. Check the address and try again. — the privacy contact is not a valid email address, or the policy link does not start with https://.

The support line wasn't saved. Use a phone number such as +32 2 123 45 67, or an address starting with https://. — the phone number has letters or too few digits, or the page is not an https:// address.

Respondents see our finance mailbox — the Privacy contact is empty, so the billing email is shown. Fill it in.

Good to know

• There is one privacy notice per organization: the same contact, policy and support line for every workspace.
• Polzy's own notice, How Polzy processes data, is always linked at the foot of the panel.
• Respondents are told how long answers are kept and how small a group can be shown, so tell them before you change either.