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Privacy Notice and Consent
EY Survey Tool

 


1. Introduction

This Privacy Notice is intended to describe the practices EY follows in relation to the EY Survey Tool ("Tool") with respect to the privacy of all individuals whose personal data is processed and stored in the Tool.

2. Who manages the Tool?

"EY" refers to one or more of the member firms of Ernst & Young Global Limited ("EYG"), each of which is a separate legal entity and can act as a data controller in its own right. The entity that is acting as data controller by providing this Tool on which your personal data will be processed and stored is EY Global Services Limited, an EY global entity. EY Global Services Limited licenses the Tool from Confirmit Inc., 330 Seventh Avenue, 3rd Floor, New York, NY 10001, USA.

The personal data you provide in the Tool is shared by EY Global Services Limited with one or more member firms of EYG (see the "Who can access your information" section below). Each EY member firm manages the data collected by the Tool for the surveys they issue.

The Tool is hosted on EYG servers in EY's Global Data Centre in Frankfurt, Germany.

3. Why do we need your information?

The Tool provides an enterprise-wide survey instrument to serve a variety of needs for data collection throughout the EY organization, including:

  • a self-service survey tool that can be utilized by all EY personnel gathering information for market research, customer service, customer attitudes and habits, and social questionnaires;
  • a self-service application that supports complex questions, allows anonymous responses, maintains confidentiality of data, and offers a question library with reusable questions; and
  • an application that supports complex user roles with different authority (e.g., authors, responders, reporting) that are configurable.

Your personal data processed in the Tool is used as follows:

  • Personal Data will be used to register and authenticate authorized internal and external users of the Tool (e.g., full name and email address). This will provide you with the ability to exit a survey and re-enter a survey later with your previous responses already saved.
  • Survey information which is collected from external respondents using the Tool will be analyzed in order to prepare survey reports designed to better serve client engagements. These reports may be shared with the client upon request.

EY relies on the following basis to legitimize the processing of your personal data in the Tool:
That you have given consent to the processing of your personal data in the Tool. In addition, processing of your personal data is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.  The specific legitimate interest(s) pursued are: conducting client engagements, learning and events registration/management, internal administration, human resources management, quality and risk management, and EY office workplace management.

The provision of your personal data to EY is optional. However, if you do not provide all or part of your personal data, we may be unable to carry out the purposes for processing.

4. What type of personal data is processed in the Tool?

The Tool processes these personal data categories:

  • Recipient List: The EY survey author populates the list of respondents that will receive the survey via email (see the "Who can access your information" section below).
  • Access / Registration: For internal EY survey respondents, your full name, EY email address, rank, Global Personnel Number (GPN), and office location are processed. For external respondents, only the respondent's email address is processed.
  • Survey Responses: The internal and external respondents' responses to the survey questions may contain confidential information. Since the surveys can be delivered to external respondents and confidential client data solicited (especially for benchmarking and industry trend analysis), the Tool is capable of processing many different categories of high-level confidential client data.

This data is sourced from:

  • Recipient List: The EY survey author populates the list of respondents that will receive the survey via email (see the "Who can access your information" section below).
  • Access / Registration: EY Personal Data is either sourced from the General Human Resources Database (GHRDB) that enables single sign-on authentication via Active Directory or via manual entry by the EY respondent. The Personal Data of external survey respondents is manually entered during registration for user access purposes.
  • Survey Responses: The responses to survey questions are provided by the internal and external survey respondents and are manually entered into the Survey Tool by such users as directed by the customizable survey prompts.

5. Sensitive Personal Data

Sensitive Personal Data reveals your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning sex life or sexual orientation.

EY does not intentionally collect any sensitive personal data from you via the Tool. The Tool's intention is not to process such information. Data that you provide in the Tool is used by EY for the purpose of conducting benchmarking analytics and industry trend analyses. Therefore, please do not enter Sensitive Personal Data or confidential corporate information into the Tool the survey contains free-text field(s).

Personal Data or confidential corporate information into the Tool the survey contains free-text field(s).

6. Who can access your information?
Your personal data is accessed in the Tool by the following persons/teams:

  • Survey Tool Admins -- Implement and maintain application with standard configurations, define templates and metadata, configure question bank and logic for branching that is usable by all. There will be approximately 50 EY Survey Tool Admins globally (i.e., across all locations: Americas, EMEIA, Asia-Pac and Japan, as well as GSS/GDN centres). These Admins will arrange for EY personnel to have access to the EY Survey Tool and register users for access and control permissions/rights.
  • Survey Authors -- Create surveys and extend invitations to responders, manage and control access to surveys and corresponding results and created reports based on results.
  • Survey Responders -- Internal EY professionals and external EY client respondents.  Invited and anonymous respondents.
  • Survey System Admins --  Full administrative access to the SurveyTool, SurveyTool Users and Data. Approximately 5-10 EY Survey Tool Admins globally (i.e., across all locations: Americas, EMEIA, Asia-Pac and Japan, as well as GSS/GDN centres).

The access rights detailed above involves transferring personal data in various jurisdictions (including jurisdictions outside the European Union) in which EY operates (EY office locations are listed at www.ey.com/ourlocations). EY will process your personal data in the Tool in accordance with applicable law and professional regulations in your jurisdiction. Transfers of personal data within the EY network are governed by EY's Binding Corporate Rules (www.ey.com/bcr).

7. Data retention

The policies and/or procedures for the retention of personal data in the Tool are: 

  • EY will retain survey response information in the Tool for seven (7) years in accordance with EY's Records Retention Global Policy (or as enhanced/modified by Regional and Local policy requirements).

Your personal data will be retained in compliance with privacy laws and regulations.

After the end of the data retention period, your personal data will be deleted.

8. Security
EY is committed to making sure your personal data is secure. To prevent unauthorized access or disclosure, EY has technical and organizational measures to safeguard and secure your personal data. All EY personnel and third parties EY engages to process your personal data are obliged to respect your data's confidentiality.

9. Controlling your personal data

EY will not transfer your personal data to third parties unless we have your permission or are required by law to do so. 

You are legally entitled to request details of EY's personal data about you.

To confirm whether your personal data is processed in the Tool or to access your personal data in the Tool, contact your usual EY representative or email your request to global.data.protection@ey.com.

10. Rectification, erasure, restriction of processing or data portability

You can confirm your personal data is accurate and current. You can request rectification, erasure, restriction of processing or a readily portable copy of your personal data by contacting your usual EY representative or by sending an e-mail to global.data.protection@ey.com.

11. Complaints
If you are concerned about an alleged breach of privacy law or any other regulation, contact EY's Global Privacy Officer, Office of the General Counsel, 6 More London Place, London, SE1 2DA, United Kingdom or via email at global.data.protection@ey.com or via your usual EY representative. An EY Privacy Officer will investigate your complaint and provide information about how it will be handled and resolved.

If you are not satisfied with how EY resolved your complaint, you have the right to complain to your country's data protection authority. You can also refer the matter to a court of competent jurisdiction.

12. Contact us

If you have additional questions or concerns, contact your usual EY representative or email global.data.protection@ey.com.

13. Acknowledgement and Consent

By clicking the 'Yes, I agree' button below you are agreeing to your personal information being processed and used as outlined in this Privacy Notice. You have the right to withdraw your consent or to object to the further processing of your personal information at any time.

Please review the EY Privacy Statement and move forward to accept or decline acceptance.

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