Employee privacy notice
Provided by: [Preventive Collective legal entity name], [entity type and state] ("Preventive Collective," "PC," "we") Effective date: [Effective date] Last updated: [Date]
The short version
- Coheart is a short, anonymous check-in about energy and burnout at work. It takes about 2 minutes.
- It's voluntary. Your employer may not require you to take it and may not treat you differently because you did or didn't.
- We don't collect your name, and your answers aren't connected to your email address, IP address, or the time you answered.
- Your manager only sees team results, and only when at least 5 people have answered. Your individual answers to the 12 questions are never shown to anyone at your company.
- If you write a comment, your manager sees an AI summary of the themes, not your words (once 5 or more people have answered). Comments are summarized by AI hosted within Cloudflare, with names and identifying details removed, and they're not used to train AI models. Please still leave out names or details that could identify you.
- After you submit, you'll see one private tip. It's picked on your own device from your answers, and which tip you got is never sent to us or saved.
- We never sell your data, and your manager only sees team averages.
- It is not medical care. If you need help now, call or text 988.
1. What Coheart is
Your employer, [Employer name] ("your employer"), has chosen to use Coheart, a workplace wellness check-in run by Preventive Collective. About once a month [or every two weeks, if your employer chose that schedule], you'll be invited to answer 12 questions about how tired, worn out, or burnt out you feel, in general and because of work. The questions are adapted from the Copenhagen Burnout Inventory (Kristensen et al., 2005). [Source citation required by the questionnaire's publisher: Borritz M, et al. Burnout among employees in human service work: design and baseline findings of the PUMA study. Scandinavian Journal of Public Health, 2006; 34: 49–58.]
Your employer gets team-level results so it can see how the group is doing over time and decide whether to bring in training or make changes at work.
2. Taking part is voluntary
- You can skip any check-in, stop partway through, or never take part at all.
- Your employer may not require you to take the check-in, may not reward or penalize you for taking it or not taking it, and may not retaliate against you over it.
- Your employer has agreed with us not to try to figure out who said what, and not to use Coheart results to make decisions about any individual employee.
- If you feel pressured to take part, or that someone is trying to identify your answers, please tell us at contact@preventivecollective.com.
3. What we collect
When you take the check-in, we save:
- Your answers to the 12 questions (each saved as a choice from 1 to 5).
- Your optional written comment, if you leave one (up to 500 characters).
- Which company the check-in is for.
- Which check-in period it belongs to (for example, "November 2026"), not the date or time you answered.
That's all that's saved with your answers. We use them to calculate two team scores, Personal burnout and Work-related burnout, on a 0–100 scale.
If your employer has us email you the check-in, we also keep a separate email list that holds:
- Your work email address, which your employer gives us.
- A random code used only for your unsubscribe link.
- The date your address was added and, if you unsubscribe, the date you did.
We also keep basic records of what was sent, such as how many invites went out for a check-in period. These records don't contain your answers.
4. What we don't collect
- No name, login, or account. You don't sign in.
- No link between your email and your answers. Everyone at your company gets the exact same check-in link. Nothing in the email, the link, or the saved answers connects an email address to a response.
- No IP address, device information, or exact time is saved with your answers.
- No record of your personal tip. The tip and "one thing to try" shown after you submit are chosen by the check-in page on your own device, from the answers you just gave. Which tip you got is never sent to us, saved, or shown to anyone.
- No cookies, analytics, or advertising trackers in the check-in. After you submit, the check-in saves a small "already done this period" note in your own browser (local storage) so it can tell you if you open the link again. That note stays on your device and is never sent to us or your employer. You can clear it by clearing your browser data.
Please keep in mind: the answers you choose aren't tied to you. Anything you type into the comment box is summarized into themes for your manager rather than shown word-for-word, but a summary can still reflect a very specific detail. If you mention your name, role, or a specific event, people may be able to guess who wrote it.
AI processing. Coheart uses AI to (1) summarize the comments for a check-in period into a few de-identified themes with rough counts, and (2) give your manager coaching tips and answers to their questions. The AI only receives aggregated, de-identified information: the period's comments without any names, times, or other details about who wrote them (summaries are only made when 5 or more people have answered), plus team averages and those themes for coaching. It never receives your individual answers to the 12 questions in a way connected to you, your email address, or your IP address. The AI runs on Cloudflare Workers AI, inside the same Cloudflare service that hosts Coheart; your information isn't sent to any other AI company and isn't used to train AI models. Summaries are saved with the team's results; managers' coach questions and answers aren't saved.
5. Who sees what
| Who | What they can see |
|---|---|
| Your manager / employer | Team averages for the two burnout scores and for each of the 12 questions, the trend over time, the number of responses (and a participation rate if your employer gave us a headcount), a simple 1-2-3 action plan and recommended trainings based on the team averages (which may be tailored by AI from team averages and comment themes), and an AI summary of the comments as a few de-identified themes with rough counts (comments are summarized, not shown word-for-word). Only for check-in periods with 5 or more responses. They also get an automatic summary email about 10 days after each check-in opens, with the two team scores, participation, the 1-2-3 plan, and recommended trainings. Your manager can also write one short "You said, we did" line that everyone sees at the top of the next check-in and in its invite email. |
| Your manager / employer: never | Your individual answers to the 12 questions, who took part, who didn't, or which comment came from whom. |
| Preventive Collective | We run the service, so our authorized staff can access the stored data (answers, comments, and the separate email list) to operate, support, and secure it. We use it only to provide Coheart to your employer. |
| Our service providers | See Section 9. |
| Anyone else | No one, unless the law requires it (see Section 10). We do not sell your information, and we don't use it for advertising. |
6. The 5-response minimum
If fewer than 5 people answer in a check-in period, your employer sees no scores and no comments for that period, only the number of responses so far. This rule is built into our system, so team results can't be shown until there are at least 5 responses.
7. Emails and unsubscribing
If your employer gives us your work email, you'll get:
- an invitation when each check-in opens,
- one reminder about 4 days later (it goes to everyone, because we can't tell who already answered), and
- occasionally, a short training video and tip card from the Coheart library that your manager shares with the whole team (or that your employer set to share automatically with each monthly summary). These go to everyone on the list, are based only on team averages, and are never based on your own answers. Each item is shared at most once per check-in period.
That's all. We don't send marketing emails.
Every email has an unsubscribe link. Click it and confirm, and you'll stop getting Coheart emails from your employer's check-ins. You can still use the check-in link any time if you want to. Your address stays on file, marked as unsubscribed, so we don't email you again.
Your employer may also share the check-in link with a printed QR code poster. That link is the same one in the emails.
8. How long we keep information
[PLACEHOLDER: retention period not yet decided. Options for discussion:]
- [Option A: Check-in answers and comments kept for [24] months from the end of the check-in period, then deleted.]
- [Option B: Kept for as long as your employer uses Coheart, then deleted within [30/60/90] days after the service ends.]
- [Option C: Comments deleted after [12] months; numerical answers kept for [24] months for trend comparisons.]
Email addresses are kept only while your employer uses Coheart and are deleted within [__] days after the service ends, or sooner if your employer asks us to remove them.
9. Security and service providers
Security. We use reasonable safeguards, including encrypted (HTTPS) connections, keeping the email list in a separate table from answers, a passcode for each employer's dashboard (stored only in scrambled, hashed form), limiting administrative access to Preventive Collective, and basic rate limiting to block abuse. Rate limiting means Cloudflare briefly counts requests from each IP address, in memory, for about a minute; those counts aren't saved in our database or connected to any answers. No system is perfectly secure, but we've built Coheart to collect as little as possible so there's less to protect.
Service providers (subprocessors). We use these companies to run Coheart:
| Provider | What they do | What data they handle |
|---|---|---|
| Cloudflare, Inc. | Hosts the website and the database (Cloudflare Workers and D1), and runs the AI that summarizes comments and coaches managers (Cloudflare Workers AI) | All stored Coheart data: answers, comments, and the separate email list. Workers AI receives only aggregated, de-identified data (one period's comments without metadata, team averages, and themes) and doesn't use it to train models. |
| Resend [legal entity name to confirm] | Sends the invitation, reminder, and manager summary emails | Recipient email addresses and email content |
[Data location: [region/country to confirm].] We'll update this list if we add or change providers.
10. When we might share information
We don't sell or rent information. Besides the team results your employer sees and the providers listed above, we would disclose information only if required by law, subpoena, or court order, or to protect someone's safety. Because your answers aren't connected to your identity, we couldn't identify whose answers are whose even if asked.
11. This is not medical care
Coheart is a workplace wellness check-in. It is not a medical or mental health assessment, it doesn't diagnose or treat anything, and it isn't an Employee Assistance Program (EAP) or crisis service. No one is watching responses in real time, and we can't respond to anything written in a comment.
If you're struggling:
- Talk to your doctor or a counselor.
- Contact your company's EAP, if it has one: [Employer EAP name and phone, if the employer wants it listed].
- Call or text 988 (the Suicide & Crisis Lifeline) any time, day or night.
- If you or someone else is in immediate danger, call 911.
12. Your choices and questions
- Don't want to take part? Just skip it. No one will know.
- Want to stop emails? Use the unsubscribe link in any Coheart email.
-
Want your email address removed? Email us and we'll remove it. Because answers aren't linked to anyone, we can't find, show, change, or delete a specific person's answers.
Contact: Preventive Collective, contact@preventivecollective.com, [mailing address]
We may update this notice. If we make important changes, we'll update the "Last updated" date and tell your employer so it can let you know.