Privacy

Form privacy notice

This covers the form at tell.jtmworkplace.co.uk, the one on the poster beside the survey. It is a different thing from the survey, and the difference is the first section.

This form is not anonymous.It records the time what you wrote arrived, and what you write may well make it clear who you are even if you leave your name off. The survey on the same poster is a separate thing with its own rules, and it has its own notice.

Who is asking

JTM Workplace is a trading name of JTM Chilton Ltd, company number 16473640, registered office Suite A, 82 James Carter Road, Mildenhall, Suffolk, IP28 7DE. Email enquiries@jtmworkplace.co.uk.

We are responsible for what you send through this form under data protection law. Your employer is not. We run the staff survey for the company you work for, and this form is the way to reach us that does not go through them.

Why the form exists

Your employer has a legal duty to take reasonable steps to prevent harassment at work, and part of that is making sure there is somewhere to raise something that does not go through the people you work for. That is what this is. Our lawful basis is legitimate interests. Where something you send suggests that someone is at risk of harm, we also act to keep them safe.

What we keep

What you write in the box.
The six characters from the poster, if you entered them. That tells us which workplace it is about. It is printed on a wall for everybody in the building, so it says which poster and never which person.
The time it reached us.
A record of what we did with it: who we told, when, and in what words.

If you put your name or a way to contact you in the box, we keep that too, because it is part of what you wrote. There is no separate name field and nothing is filled in for you.

We do not record your IP address against what you send.

Why it cannot be anonymous

The time it arrived is the reason. We need it, because the promise we make to you is that somebody reads what comes in every working day and that serious things move the same day, and neither of those means anything without knowing when a thing arrived. That time, next to what you wrote, is enough to narrow down who sent it in a small workplace. We would rather say so here than let you assume otherwise.

The survey works the other way round. It stores no time at all, which is why it can be called anonymous to your employer and this cannot.

Who sees it

Someone at JTM reads it first. A CIPD Level 5 qualified signatory decides what it is. Where it names a person or sounds like it is still going on, the person your employer has named hears about it within one working day, in our words and not yours. If it is about that person, it goes to their alternate instead. Anything that suggests a crime, harm to a child, or a risk of serious harm goes to your employer and to a solicitor the same day.

Nobody else. What you write does not go into your employer's systems and they cannot ask us for it. What we pass on can still point at you if the incident itself does, and we will not pretend otherwise.

How long we keep it

While the matter is open we keep it, and we look at it again every 90 days to decide whether it still needs to be open.

Once it is closed, we keep it for twelve months from the day it closed, and then it goes.

Where it is stored

In a database in London, run by Supabase. The form itself runs from a data centre in the Netherlands, run by Railway, which UK law treats as giving the same protection as here. Both companies work for us under contract and cannot use what you send for anything of their own.

Your rights

You can ask us for a copy of what we hold about you, ask us to correct it, ask us to delete it, or object to our using it. Email enquiries@jtmworkplace.co.uk and tell us enough to find it: roughly when you wrote, and the poster code if you used one. We reply within a month.

We will do what you ask unless we still need it for the matter you raised or to deal with a legal claim, and if that is the case we will tell you which. No decision about you is made by a computer.

Complaints

Write to enquiries@jtmworkplace.co.uk or to the address above. We will acknowledge within 30 days and tell you what we found. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113, and you can do that without telling us first.

If this changes

If this notice changes, the version below changes with it, and the date beside it tells you when.

Version 1, 16 September 2026.