Privacy & data

Feedback Assist is a free service run by Benjamin T. Cooke, an individual based in Abu Dhabi, United Arab Emirates. You can contact us about privacy at privacy@feedbackassist.ae.

While you write, your answers are saved as a draft linked to your invitation, so you can come back to it. When you submit, in a single step, the draft is deleted and your answers are stored with no link to you, no precise time and a random reference. Nothing afterwards can connect them to you, because the link no longer exists.

This also means that once you've submitted, we can't find your response to show, export or delete it for you. It's deleted with the rest of the round's raw feedback.

They can see whether each person is outstanding or done, so they can send reminders. Taking part and declining look the same. They can't see whether you declined, when you finished, or which comments are yours.

If you ask us to stop reminding you, you still appear as outstanding.

The mentor reads every comment exactly as written, without names. Each comment shows which of the four groups it came from: the Seeker's leaders, their peers, their team, or people outside their organisation. This helps the mentor read feedback in context.

Where a group has only two or three people, the mentor may be able to guess who wrote a comment. We tell contributors this before they write. The mentor is asked not to try to work it out, and which group a comment came from is never passed on to the Seeker.

The Seeker's summary names a group only when at least three people in it responded, at least two-thirds of them raised the same point, and few others in the circle did.

Feedback is anonymous by default. On the last step, a contributor can choose to share their comments with the Seeker in full, with their name. The box is never ticked for them, and it isn't remembered from one round to the next.

If they tick it, everything they wrote appears word for word under their name, in a separate section at the end of the Seeker's summary, after the mentor has read it. Their comments still go into the anonymous themes as well. For that section only, we keep a copy of their name, encrypted, with their response.

If they don't tick it, nothing changes: their response has no link to them. The Seeker and mentor can't see who chose not to share.

We use Google's Gemini API, on a paid plan, to suggest follow-up questions when a contributor reviews their answers, to sort pasted notes into the questions, to flag harmful comments, to translate comments for the mentor, and to group comments into themes and draft the summary.

On the paid plan, Google doesn't use this content to train its models. We never use Google's free tier, where it might.

Google may process this content outside your country. Google may keep it for a limited time to detect abuse.

AI never decides on its own: the mentor reads every comment and approves the summary before the Seeker sees it.

Data is encrypted in transit and in our database. Contributors' answers, drafts and self-reflections are also encrypted separately, with a key for each round that is held outside the database.

Each round's feedback is encrypted with its own key, kept apart from the database in storage that keeps no backups. When the raw feedback is deleted, that key is destroyed for good, so copies still in database backups can never be read again.

Our logs and error reports never contain what anyone writes.

We follow the principles of the GDPR and the UAE Personal Data Protection Law.

If you have an account, you can see, export and delete your data from your account at any time.

Anyone can email privacy@feedbackassist.ae to ask what we hold about them, to correct it, or to have it deleted. As explained above, a submitted response can't be traced to you, so it can't be singled out.

You can also complain to the data protection authority where you live.

We use only the cookies the service needs: to keep you signed in, and to remember your language and theme. We don't use analytics or any tracking.

If we change how we handle data, we'll update this page and tell account holders about significant changes.