Confidentiality was broken

[Pugonarug]

At work we needed to fill out a survey about how we felt in the workplace and specific questions in detail about management and colleagues. We were guaranteed anonymity and that the link was the same for everyone. I had some things to get off my chest about my superior and a colleague. I thought that when HR reviewed the surveys they would use that information to investigate or watch their performance. However instead of this being the outcome it was announced everyone’s surveys had been checked and some of us will need to speak in the office with management about our responses. I’m terrified of what will be said in the morning. I had anxiety for years and I’m feeling it again this evening as I know everyone will know it was me who put those comments and I’m worried I’ll be treated awfully. I wish I could retract my response for an easy life but it’s too late. I’m angry it wasn’t confidential after all. We were previously told that if we bad mouthed the company or staff it would be gross misconduct. They could potentially sack me for what I said, although it was all 100% true could be seen as allegations without proof. What will happen? Could really do with some reassurance.

Bloody hell. Are you in a union? Did the survey actually say it guaranteed anonymity or confidentiality? If it said anonymous then that’s an outrageous breach of trust. If it said confidentiality then it might possibly be acceptable if people have used the survey to raise issues which suggest the company could be liable for illegal or dangerous situations.

Are you in a union. I’d imagine they’d take a very dim view of this. Do you have a copy of the part where they said it would be confidential.?

Your other alternative is just to brazen it out and say they have you confused with someone else, that is not your response. They can’t prove it was you, it’s anonymous!

These surveys are never anonymous or confidential. It’s a box ticking exercise used for a company’s benefit, so they can say they care about staff

It could be that management are trying to get rid of your superior and are looking for evidence.
It could be that the feedback is anonymised so they know someone said it had they don't know who.

Don't necessarily presume the worst (but do join a union if you can)

You have been pretty naive OP

If you have evidence to back up what you said in your response then surely there’s no problem.

I don't think they mean you're going to have to go through your comments in front of an office full of people. They will probably call people in one at a time to discuss things individually.

Saying it is anonymous is one thing, but if staff bring up serious allegations of misconduct or similar against other staff members, then they need to be investigated.

They are if they're done properly using the right survey tools.

OP if you were told the survey was confidential and this is a meeting discussing your individual response and not general themes from your department or business area then it's definitely time to talk to your union or Acas.

We have these anonymous surveys from time to time, but they're meaningless as everything has to be really high level to keep them anonymous. For example if I said XX doesn't like women working for him ( not a true example) they'd guess it was me as I'm the only woman in that team. Could something like that have happened?

Confidential is different to anonymous!

Are you sure they're not wanting to follow up generally on responses rather than speak to specific people about their responses. That would be usual.

If your responses were very specific, it would be obvious who wrote them without breaking confidentiality. There's no point doing it if the answers are to be confidential.

Did they say they would be anonymous? Gosh that’s scary, are you in a union?

These surveys are designed to make it easy to figure out who said what, imo. I deliberately swerve them for that reason.

Basic questions give them a lot of information (in my work they ask things like which department do you work in, and how long have you worked there, selecting from things like 0-6 months, 3-5 years etc), combined with the specific responses make it easy to deduce who said what.

The link is the same for everyone, and there's no requirement to log in, so it's technically anonymous, but looking at the questions there's no way it would be.

We were guaranteed anonymity

What were the exact words used?

We were previously told that if we bad mouthed the company or staff it would be gross misconduct

In what context? In relation to the survey, or on things like social media?

Are you sure this might not be a meeting to address ‘general’ concerns raised by the survey you completed?

If it becomes clear that it’s a personal witch-hunt against you then deny all. If what they promised you is true- anonymity and they used the same anonymous link for everyone then there is no way they should be able to track you back. Sometimes surveys are issued with individual links which are personal to your email address and they could link your response back. However they have lied outright to you if they have promised the anonymous link. I’d deny all knowledge of the response…. What are they going to say when you challenge them back? ‘Oh yes we lied about that and did not respect your anonymity and by consequence data protection.’ As someone has said above-union/HR grievance in that case.

On another note who ‘ran’ your survey? Most research organisations would abide by things like MRS code of conduct and would run a mile from behaviours like this.

Yes, I naively used to think that HR was supporting and helping the personnel until I suddenly realised that HR actually was a tool of the senior management (well, where I worked it was) to do the statutory minimum and give the appearance of being caring.

We had a similar sort of questionnaire, but I ignored it.

Yeah never say anything on a survey you wouldn’t say to their face. If it’s send to your email especially, they will know it’s you. I would add to this don’t badmouth employers, walls have ears and no good ever comes from it.

What bollocks. Ours are. We get a cut of the data that related to our (sizeable) work area to help improve areas, but no way of identifying individuals in my team.

You said that you hoped your response would raise an investigation- this could be it.

These things are always difficult when you work in small or regional teams and there are specific responses which easily narrow it down. I think you have been a bit naive in thinking it would not be identifiable and if you responded with a view to prompting changes it would need to be. Not appropriate for anyone to question specific individuals further on the basis of it though.

Some of the employees were causing a fuss that they HAD to do them and that there’s no point as nobody would be honest. The managers ensured all of us face to face vocally that no one would know who had sent the response as no identifying information would be put in them. Even if someone gave a lot of information on their response it would be difficult to pinpoint the exact person unless they gave their name. So I can only assume the links trace back to individual people somehow, although how they would know that information I haven’t a clue as we used our personal mobiles. I was factual and didn’t out myself at all. The gross misconduct comment was about anything, even gossip with a colleague and being overheard by any senior staff. I’m considering looking for another job as it feels like my every move is being monitored! I think I will go with the suggestion of denial as they will have to prove it was me and surely that would be illegal as it means comparing IP address etc?

Never think that a work survey is anonymous. It most often really isn't.

Hmm.... OP do you work in the private sector by any chance?
Something like this happened to me.

If you thought that bad mouthing a superior would get them, not you, in trouble then you were indeed very naive.

Do you think they care or listen to junior staff complain about senior staff? They appointed them! You are criticising the choice of other senior members of staff.

If you make allegations then they have to be investigated

If they are done properly, no-one should be identifiable.

Generally speaking, there should be protections in place to ensure people are not identifiable when you drill down into the demographics categories in the way you describe - usually no reporting will be given if the number of responses in the group is less than a specific number. So if the specific number is 10 and there are only 9 females in a department who are aged under 25 for example, you won’t be able to see the group of responses for ‘dept x/female/aged under 25’ including any of the open-ended free text questions or comments. But if you take out the specific female requirement and then there are 20 people (male or female) in the department under 25, you will be able to see that group of data as it is a large enough group.

And as another poster says, if they are using a third party survey company, they should be following the MRS code of conduct. Even if they are doing it themselves they should be aware of it as a general principle of good practise in these activities. Points 5-7 are probably most pertinent in your case and you may wish to refer to them.

1. Respect the confidentiality of information collected in their professional activities.
2. Respect the rights and well-being of all individuals.
3. Ensure that individuals are not harmed or adversely affected by their professional activities.