1. Introduction and Scope

Welcome to the BE Survey Privacy & Data Protection Policy. BE Survey ("Platform," "We," "Us," or "Our") values your trust and is deeply committed to keeping your personal data safe, confidential, and secure. This document explains how we collect, use, store, process, protect, and share your personal information when you register, log into, submit responses to, or administer surveys on our software platform.

This Privacy Policy applies to all types of platform users, including Super Administrators, Company Administrators, registered company employees, guest respondents, and external survey participants. By using BE Survey, you agree to the data practices described in this policy.

2. Data Controller and Data Processor Roles

To understand how your data is handled, it is important to clarify the roles under global data protection frameworks:

• Your Company as the Data Controller: When an enterprise or business registers on BE Survey to launch internal or external questionnaires, that company decides what survey questions to ask, who receives the survey, and how response data is interpreted. In this setup, your company acts as the Data Controller.
• BE Survey as the Data Processor: We host the database schema, run backend stored procedures, secure login sessions, track application logs through diagnostic tools, and ensure that survey forms load reliably. In this capacity, BE Survey acts as the Data Processor following strict instructions from the Data Controller.

3. Information We Collect

We collect several types of information to ensure our application runs safely, accurately, and smoothly across different organization accounts:

A. Personal Profile and Registration Data

When a company account or administrative profile is registered on BE Survey, we collect contact and identification details, including:

• Full legal name, job title, and designation within the company.
• Corporate email address and official phone number.
• Company name, business address, tax/registration IDs, and organizational domain.
• System credentials, encrypted passwords, and multi-factor authentication details (such as OTP verification logs).

B. Survey Responses and Form Data

When you participate in or build a survey on our platform, we store:

• Custom questionnaire designs, survey titles, category mappings, and question lists.
• Submitted survey responses, text ratings, multiple-choice answers, scale scores, and uploaded attachment files.
• Submission completion status, submission timestamps, and respondent completion progress indicators.

C. Technical Usage Data and Network Identifiers

Every time you open BE Survey, our servers automatically log technical metadata necessary for server health and network defense, such as:

• Internet Protocol (IP) address and approximate regional location.
• Browser type, browser version, device operating system, and display screen resolution.
• HTTP referrers, request URLs, application error codes, and session navigation paths.
• Detailed system execution logs captured through diagnostic frameworks (e.g., Serilog integration) for real-time fault tracking.

4. How We Use Collected Information

BE Survey uses your information strictly for legitimate operational, security, and administrative purposes, including:

• Authentication and Access Control: Verifying your identity, routing login credentials, sending OTP verification tokens, and restricting dashboard views based on your assigned company role.
• Survey Operations: Hosting live surveys, compiling aggregated analytical charts, processing filterable report tables, and exporting survey results to authorized administrators.
• System Performance and Debugging: Monitoring server CPU/memory load, detecting slow-running database procedures, tracking foreign key constraint failures, and resolving controller errors.
• Platform Security: Detecting, preventing, and blocking brute-force login attempts, SQL injection risks, cross-site scripting (XSS), and unauthorized cross-company data access.
• System Notifications: Sending critical administrative alerts, account verification links, password reset notifications, and platform maintenance updates.

5. Data Isolation and Multi-Tenant Security

BE Survey is built around strict data boundary enforcement. We know that survey data often contains sensitive internal business insights and feedback. To ensure complete privacy:

• Role Isolation: Database queries, views, and stored procedures are explicitly mapped to specific Organization IDs. Company Admins can only see, edit, and query survey data belonging strictly to their own registered company.
• No Cross-Tenant Leaks: Standard users cannot view administrative options, other companies' survey templates, or response tables from other organizations.
• Super Admin Oversight: Super Administrator accounts have restricted maintenance access used solely for maintaining underlying server infrastructure, managing client company statuses, and investigating operational system errors.

6. How We Share Information

We respect your privacy and enforce a zero-commercialization rule: **BE Survey never sells, rents, leases, or trades your personal information or survey data to advertising agencies, data brokers, or third-party marketers.**

Your information is only shared under these limited, necessary conditions:

• With Your Designated Organization Administrators: Survey submissions, employee account lists, and completion records are accessible to the Company Admins managing your organization's subscription.
• Infrastructure Service Providers: We work with trusted enterprise cloud hosting facilities, database infrastructure providers, and secure email delivery services. These providers handle data under strict confidentiality obligations and cannot use your data for their own independent purposes.
• Legal and Regulatory Requirements: We may disclose information if required to do so by a valid legal process, subpoena, law enforcement demand, court order, or official regulatory investigation.
• Protection of System Rights: We may share necessary log entries with legal counsel or cyber-forensic experts to defend against active cyber attacks, system abuse, or legal claims against our platform.

7. Data Security Safeguards

We use multi-layered technical, physical, and administrative security controls to protect your data from loss, unauthorized access, alteration, or exposure:

• Encryption in Transit: All web traffic between your browser and BE Survey is encrypted using standard Secure Sockets Layer (SSL) and Transport Layer Security (TLS) protocols.
• Encryption at Rest: Passwords are hashed using strong cryptographic standards before being written to database tables. Sensitive configuration keys are stored in secure application settings.
• Parameterization & SQL Safety: All database operations are run through structured, parameterized stored procedures to guard against SQL injection vulnerabilities.
• Access Restrictions: Access to production servers, hosting panels, and database logs is limited to authorized system engineers using encrypted authentication.

8. Data Retention and Account Cleanup

We keep your personal information and survey records only as long as necessary to fulfill the purposes outlined in this policy or as required by subscription agreements:

• Active Subscriptions: While your organization maintains an active account on BE Survey, your survey templates, user profiles, and submitted responses remain available in your dashboard.
• Account Termination: When an organization cancels its account or an admin deactivates a user profile, the account status is updated, and associated survey data is scheduled for soft-deletion or permanent purging from production database tables in line with retention schedules.
• System Audit Logs: Diagnostic application logs, security event traces, and server operation histories are retained for an appropriate security auditing period before being safely overwritten or erased.

9. Your Rights and Choices

Depending on your jurisdiction and local privacy laws, you have specific rights regarding your personal data:

• Right to Access: You can request a copy of the personal information stored in your user account profile.
• Right to Rectification: You can request updates or corrections to inaccurate profile details, phone numbers, or job titles.
• Right to Erasure: You can request the deletion of your personal user account profile, subject to verification by your organization's Company Admin.
• Right to Object or Restrict: You may object to specific data processing actions or request limits on how your profile data is queried.

To exercise any of these rights, please contact your organization's Company Administrator directly. If you are a Company Admin needing system-level assistance, you can contact BE Survey technical support.

10. Children's Privacy

BE Survey is designed strictly for business, professional, corporate, and institutional survey environments. Our services are not directed to children under 16 years of age. We do not knowingly collect, store, or process personal data from children. If we learn that a minor has submitted personal information on our platform without legal parental or organizational consent, we will take prompt steps to erase that data from our database tables.

11. International Data Transfers

If you use BE Survey from outside the region where our cloud servers and primary database clusters are hosted, please note that your information will be transferred across borders for processing and storage. By using our services, you consent to the transfer and storage of your data in secure data center environments governed by appropriate global cloud security standards.

12. Changes to This Privacy Policy

We may update this Privacy & Data Protection Policy periodically to reflect new system updates, security features, database procedure adjustments, or legal requirements. Whenever revisions are made, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy from time to time to stay informed on how we protect your information.

13. Contact and Support

If you have questions, comments, or concerns regarding this Privacy & Data Protection Policy, or if you require technical support regarding your personal data rights on BE Survey, please reach out through your organization's administrator or contact our support team through established ticket channels.