Participant Privacy Notice

You may have been invited to complete an assessment, survey, AI chat, leadership feedback request, 360 assessment, or employee listening activity through Aitros Engagement.

This notice explains what Aitros does, what information may be collected, and how your responses may be used.

1. What Aitros Does

Aitros Engagement provides software used by organizations, HR teams, leaders, and consultants to collect and analyze workplace feedback.

Aitros provides the technology platform. The organization or consultant that invited you usually decides why the assessment is being conducted, who is invited, what questions are asked, and how results are used.

2. Information That May Be Collected

Depending on the assessment, Aitros may collect or process:

• Your name or email address;
• Your role, team, department, manager, location, or other workplace information;
• Survey answers;
• Rating-scale responses;
• Written comments;
• AI chat responses;
• 360 feedback;
• Leadership assessment responses;
• Completion status;
• Assessment metadata;
• AI-generated themes, summaries, or recommendations based on responses.

3. Is My Feedback Anonymous?

It depends on how the assessment is configured.

Some assessments may be anonymous. Some may be confidential. Some may be identifiable. Some may report results only in aggregate.

Your organization or the consultant administering the assessment is responsible for explaining how your responses will be handled.

Even when an assessment is intended to be anonymous, written comments may include details that identify you. Small teams, narrow filters, or specific demographic information may also make it easier to infer who provided a response.

4. Who Can See My Responses?

Access depends on the assessment setup and customer configuration.

Authorized users may be able to see:

• Aggregated results;
• Team or department-level summaries;
• AI-generated themes;
• Written comments;
• Completion status;
• Individual responses, if the assessment is configured that way.

Aitros provides the platform and processes data to deliver the service.

5. How AI May Be Used

Aitros may use AI-assisted tools to summarize feedback, identify themes, suggest follow-up questions, generate recommendations, and create draft reports.

AI-generated insights may be incomplete or inaccurate and should be reviewed by humans.

AI outputs should not be used as the sole basis for employment decisions.

6. How Your Organization May Use Results

Your organization may use assessment results to understand employee experience, leadership effectiveness, engagement, culture, team strengths, workplace concerns, or development opportunities.

Your organization is responsible for using results legally, responsibly, and consistently with the notices it provides to participants.

7. Sensitive Information

Please avoid including sensitive personal information in written comments or AI chat responses unless it is necessary for your feedback.

Sensitive information may include health information, disability information, religion, race, ethnicity, sexual orientation, union membership, government identifiers, or other legally protected information.

8. Questions or Privacy Requests

If you have questions about why you were invited, whether participation is required, who can see your responses, or how results will be used, contact the organization or consultant that invited you.

If you have questions for Aitros, contact:

Aitros Engagement
Email: hello@aitrosengagement.com
Website: aitrosengagement.com