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Monitoring the diversity of your workforce over time is crucial to understand not only who is in the organization now, but also what groups of people and diverse perspectives you might miss out on. Collecting data also provides a benchmark against which Diversity, Equity, Inclusion, and Belonging program effectiveness can be measured to chart the cultural development of your organization.

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Our Best Practices for Data Management

  • We take care with survey phrasing and language as it is crucial; clunky attempts may be off-putting for certain people, so we check our choice of words with the additional collaborators if we are uncertain.

  • We reassure people that their data will remain confidential is key (within the LGBT+ community, for example, some people may not be out, or maybe selectively out in the workplace)

  • We enroll senior leaders and divisional heads as role models for data sharing and encourage their teams to do the same

  • We share the data we collect only with our clients as this will help them shape their strategies for the benefit of the organization

  • We believe in using data to dispel myths and attract people from different groups into the organization. That's the goal

  • People are complex—so are identities. We allow multiple values to be chosen (for example Race & Gender identities) and give users an 'opt-out' in "I prefer not to answer" as this information is always voluntary.

Remember, Diversity data can only tell you who you’ve got in your organization but if you survey through different channels and cross reference, you can start to look at the experiences of different groups and even debunk myths, for example that the organization doesn’t attract certain groups of people.

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GDPR Consent for Data Collection

One of the most important things to remember when collecting personal data is that you need to clearly explain what the data will be used for and how it will be kept safe once you have it. You also need to obtain active consent regarding the personal data you are collecting, such as having a tick box on the form to confirm that the entrant is happy with the terms you have stated.

Collecting and storing diversity data is covered by the UK General Data Protection Regulation (UK GDPR), which regulates the way information can be collected, handled and used. It also gives people rights, such as access to information, the right to amend information that is incorrect, and compensation if things go wrong.

INCLUSION.LOGIC surveys are GDPR Compliant and provides consent and requests for removal of data ("right to be forgotten")

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Increasing Disclosure Rates

Employees may be wary of providing data or participating in surveys, partly due to their suspicion or even fear of the way their data will be handled. These are the actions we take (and suggest organizations as well) to reduce employee anxiety and increase disclosure. All of these are key, especially #5

  1. State the purpose What is the purpose of collecting diversity data and how will both the business and the employees benefit from future actions informed by it?

  2. List the actions which will be based on them In addition to the purpose, state actions you already have planned. The intended participants will be aware of the ways their contribution will be an investment to a fairer workplace. 

  3. Provide information on your privacy policy Explain who will be granted access to the data and the approach to anonymity and data traceability. 

  4. Highlight data storage policy It is important to provide information to address employees' concerns; for instance, clarify how the information is going to be handled and who has access to it and note that the information is stored in line with regulations.

  5. Psychological safety Psychologically safe workplaces are characterized by employees’ feeling others will not embarrass, reject or punish them for speaking up. They can be comfortable being themselves. The feeling of safety can raise confidence in the processes of data collection and processing and enable increased disclosure. Cultivating inclusion, understanding, and belonging has the potential of bringing about such change.

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How does this survey define a disability?

How do you know if you have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition. Disabilities include, but are not limited to:

  • Autism

  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, or HIV/AIDS

  • Blind or low vision

  • Cancer

  • Cardiovascular or heart disease

  • Celiac disease

  • Cerebral palsy

  • Deaf or hard of hearing

  • Depression or anxiety

  • Diabetes

  • Epilepsy

  • Gastrointestinal disorders, for example, Crohn's Disease, or irritable bowel syndrome

  • Intellectual disability

  • Missing limbs or partially missing limbs

  • Nervous system condition for example, migraine headaches, Parkinson’s disease, or Multiple sclerosis (MS)

  • Psychiatric condition, for example, bipolar disorder, schizophrenia, PTSD, or major depression

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What is Personal Identifiable Information (PII)?

Personal Identifiable Information (PII) is defined as:

Any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. (These data elements may include a combination of gender, race, birth date, geographic indicator, and other descriptors). Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. This information can be maintained in either paper, electronic or other media.

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Who sees this data?

Approved parties of the organization in which this survey was administered will have access to view the aggregated data and survey results. All parties agree to maintain and uphold the privacy of the survey participants.

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How long will you retain the data?

Data collected from our surveys are retained for the life of the project which is determined by the end of the contract with the respondent's organization plus an additional thirty (30) days to organize and wipe data from INCLUSION.LOGIC systems. 
Your organization will receive a copy of the AGGREGATE data before the information is removed so your organization can benchmark each year for improvements.

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Informed consent

INCLUSION.LOGIC believes in transparency and informed consent. Each survey will include a provision of consent by the respondent.

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Gender Identity & Sexual Orientation

Although people often talk about sex, gender, and gender identity interchangeably, they are distinct. Think about what data you need to collect before developing survey questions about these topics.

Sex is a label assigned at birth based on a set of physical characteristics one is born with.

Sexual orientation is a pattern of emotional, romantic and/or sexual attractions.

Gender involves the expectations society and people have about behaviors, thoughts and characteristics that go along with a person’s assigned sex.

Gender identity is a person’s inner understanding of the gender(s) to which they belong or with which they identify. This is each person’s unique knowing or feeling, and is separate from a person’s physical body or appearance (although often related).


Sex and Gender Identity by Planned Parenthood 

LGBTQ Terminology by Keshet 

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