The Tandem Team Privacy Policy
Policy Updated on: August 19, 2022
Policy Updated on: August 19, 2022
The Tandem Team is committed to protecting the privacy of our clients and whistleblowers that make a submission concerning our clients. This Privacy Policy will inform you about the kind of personal information that The Tandem Team collects, how and why it is collected, how and with who it is disclosed, and what steps we take to keep the personal information collected safe.
What personal Information is collected, why, and how is it used?
The Tandem Team provides an anonymous way for our client’s employees (as well as anyone else dealing with our client’s organization) to be able to submit concerns, suggestions and other work-related information to our client through us (The Tandem Team). This could include personal information being disclosed about you without your knowledge when someone is making a submission that concerns you. The reason this information is collected is so that your employer (our client) can better investigate and if needed resolve any issues or concerns.
The Tandem Team will only collect personal information that the whistleblower feels is necessary in order for their submission to be addressed properly. The whistleblower is the one that chooses what personal information is collected by The Tandem Team and shared with our client. This includes personal information about the whistleblower, or personal information about another person that the whistleblower is providing to The Tandem Team if it concerns their whistleblower submission.
The sort of personal information we collect can vary depending on the submission, but will almost always include the first and last name of a person, their job title, employer, and any incident involving this person that the whistleblower reports. The incident can include but is not limited to: harassment, unprofessional conduct, health and safety concerns, racism, and other possible concerns. As the whistleblower is not required to disclose any personal information about themselves, The Tandem Team would at times not know who the person making the whistleblower submission is. Unless the whistleblower chooses to be identified, The Tandem Team will not identify the whistleblower unless we are required by law (court order).
As The Tandem Team also provides anonymous employee surveys, personal information could at times be collected by us and shared with our client when an employee filling out our survey provides personal information about themselves or another employee on the survey.
Clients:
For each of our clients, we have a list of administrator(s) that are provided to us upon signing up to one of our services that share the first and last name, work title, as well as email of the administrator(s) where they can be contacted by The Tandem Team. This information can be shared with anyone that inquires The Tandem Team about which person(s) in your organization will be receiving any whistleblower submissions that are made about your organization through our whistleblower system or will be receiving the final report of the employee surveys conducted.
Whistleblowers:
For whistleblowers, there are 5 reporting methods available where a whistleblower can make a submission to The Tandem Team. Our hotline, voicemail, online form, email or mail. For our hotline/voicemail, the number from which the whistleblower is calling is kept on file and the call may be recorded for quality assurances purposes. The recording and phone number is stored with our hotline provider (RingCentral). If you use our Online Form, all information provided will be stored with our online form provider (Weebly). If you make an email submission, it will be stored on The Tandem Team’s Gmail account which is provided by (Google). If a letter is sent to The Tandem Team, it will be stored with all of our physical copies securely at The Tandem Team. By using any of the 5 reporting options, the information provided will be sent to our client (that the submission is concerning) in a written pdf file, and the pdf file will also be stored electronically and physically at The Tandem Team for a duration of 3 years.
The phone number and/or email collected by The Tandem Team from a whistleblower is not shared with your organization unless you give us instructions that you would like them to be shared with your organization so that you may be contacted directly (if you choose to not remain anonymous).
All whistleblower submissions and their information will be deleted in 3 years from the date of which The Tandem Team has received them on all of The Tandem Team’s records (electronically and physically). As your submission is shared with your organization, it still may be in possession with them and anyone they may have shared it with.
Surveys:
If you have completed a physical survey, the survey will be kept with The Tandem Team for 1 year and an electronic version of your survey will be created by us which will be stored on The Tandem Team computers for 3 years. The results provided on your survey will be included on our final report which will be shared with your employer and will be stored with us for a duration of 3 years so that we can use the data gathered to offer benchmark information to our future clients.
Accessing or making a change on the personal information collected?
Requesting to access personal information that you have provided The Tandem Team, please contact our Privacy Officer by email at philip@thetandemteam.com with your inquiry about the personal information that you are inquiring about. For any concerns or complaints about our privacy policy please initiate contact with our Privacy Officer.
Within 30 days, you will receive an email from our Privacy Officer about the private information requested.
Our Privacy Officer can let you know the information that The Tandem Team has stored about you, as well as with whom it has been shared. Certain times, that information cannot be shared in order to protect the whistleblower, or the investigation that may be in the process of being conducted by our client. The Tandem Team will have to get approval from our client before any personal information collected about you is shared with you.
In 3 years from the date the whistleblower submission has been submitted to The Tandem Team, that submission will be deleted on all of The Tandem Team’s records, but they may remain with our client and anyone that our client has shared that submission with.
What personal Information is collected, why, and how is it used?
The Tandem Team provides an anonymous way for our client’s employees (as well as anyone else dealing with our client’s organization) to be able to submit concerns, suggestions and other work-related information to our client through us (The Tandem Team). This could include personal information being disclosed about you without your knowledge when someone is making a submission that concerns you. The reason this information is collected is so that your employer (our client) can better investigate and if needed resolve any issues or concerns.
The Tandem Team will only collect personal information that the whistleblower feels is necessary in order for their submission to be addressed properly. The whistleblower is the one that chooses what personal information is collected by The Tandem Team and shared with our client. This includes personal information about the whistleblower, or personal information about another person that the whistleblower is providing to The Tandem Team if it concerns their whistleblower submission.
The sort of personal information we collect can vary depending on the submission, but will almost always include the first and last name of a person, their job title, employer, and any incident involving this person that the whistleblower reports. The incident can include but is not limited to: harassment, unprofessional conduct, health and safety concerns, racism, and other possible concerns. As the whistleblower is not required to disclose any personal information about themselves, The Tandem Team would at times not know who the person making the whistleblower submission is. Unless the whistleblower chooses to be identified, The Tandem Team will not identify the whistleblower unless we are required by law (court order).
As The Tandem Team also provides anonymous employee surveys, personal information could at times be collected by us and shared with our client when an employee filling out our survey provides personal information about themselves or another employee on the survey.
Clients:
For each of our clients, we have a list of administrator(s) that are provided to us upon signing up to one of our services that share the first and last name, work title, as well as email of the administrator(s) where they can be contacted by The Tandem Team. This information can be shared with anyone that inquires The Tandem Team about which person(s) in your organization will be receiving any whistleblower submissions that are made about your organization through our whistleblower system or will be receiving the final report of the employee surveys conducted.
Whistleblowers:
For whistleblowers, there are 5 reporting methods available where a whistleblower can make a submission to The Tandem Team. Our hotline, voicemail, online form, email or mail. For our hotline/voicemail, the number from which the whistleblower is calling is kept on file and the call may be recorded for quality assurances purposes. The recording and phone number is stored with our hotline provider (RingCentral). If you use our Online Form, all information provided will be stored with our online form provider (Weebly). If you make an email submission, it will be stored on The Tandem Team’s Gmail account which is provided by (Google). If a letter is sent to The Tandem Team, it will be stored with all of our physical copies securely at The Tandem Team. By using any of the 5 reporting options, the information provided will be sent to our client (that the submission is concerning) in a written pdf file, and the pdf file will also be stored electronically and physically at The Tandem Team for a duration of 3 years.
The phone number and/or email collected by The Tandem Team from a whistleblower is not shared with your organization unless you give us instructions that you would like them to be shared with your organization so that you may be contacted directly (if you choose to not remain anonymous).
All whistleblower submissions and their information will be deleted in 3 years from the date of which The Tandem Team has received them on all of The Tandem Team’s records (electronically and physically). As your submission is shared with your organization, it still may be in possession with them and anyone they may have shared it with.
Surveys:
If you have completed a physical survey, the survey will be kept with The Tandem Team for 1 year and an electronic version of your survey will be created by us which will be stored on The Tandem Team computers for 3 years. The results provided on your survey will be included on our final report which will be shared with your employer and will be stored with us for a duration of 3 years so that we can use the data gathered to offer benchmark information to our future clients.
Accessing or making a change on the personal information collected?
Requesting to access personal information that you have provided The Tandem Team, please contact our Privacy Officer by email at philip@thetandemteam.com with your inquiry about the personal information that you are inquiring about. For any concerns or complaints about our privacy policy please initiate contact with our Privacy Officer.
Within 30 days, you will receive an email from our Privacy Officer about the private information requested.
Our Privacy Officer can let you know the information that The Tandem Team has stored about you, as well as with whom it has been shared. Certain times, that information cannot be shared in order to protect the whistleblower, or the investigation that may be in the process of being conducted by our client. The Tandem Team will have to get approval from our client before any personal information collected about you is shared with you.
In 3 years from the date the whistleblower submission has been submitted to The Tandem Team, that submission will be deleted on all of The Tandem Team’s records, but they may remain with our client and anyone that our client has shared that submission with.
