Employee Information Notice

Weekly well-being pulse survey — information for employees

[Employer name] uses MyCapsule, a digital platform for continuous workplace well-being monitoring, to better understand how our teams are doing and to improve our working environment.

What is this about?

You may receive a short SMS each week with a link to a brief survey (about 1–2 minutes). The survey asks about workload, energy, recovery, team relationships, sense of control, and whether you are experiencing any physical discomfort or pain.

Who is responsible for your data?

[Employer name] is the data controller — we decide why and how your data is used. MyCapsule AS (Org. no. 931084461) processes data on our behalf as a data processor.

What data is collected?

• Contact: your phone number (and optionally your name) so we can send the survey link
• Survey responses: your ratings and, if applicable, whether you report discomfort and which body area is affected

Is my response visible to my manager?

No. Individual responses are never shown in the MyCapsule dashboards. Reports are aggregated only — for example, averages per department. Groups with fewer than 5 responses are not displayed, so individuals cannot be identified from the reports.

Response records do not include your name or phone number. A technical link exists on the server for operational purposes (one-time survey delivery), but this is not exposed in reports.

Why are we doing this?

To detect early signs of overload, low energy, or physical strain — so we can improve the working environment and prevent absence. The legal basis for this processing is: [insert: e.g. legitimate interest in a safe working environment / collective agreement / your consent — as determined by your employer].

Health-related questions

Questions about physical discomfort or pain relate to health information. Under data protection law, this requires a specific legal basis. Your employer has assessed this as part of their workplace health efforts.

Who can see aggregated results?

• Authorized HR and management at [Employer name]
• Occupational health partners engaged by [Employer name], if applicable

Aggregated data is not shared with other third parties for marketing or unrelated purposes.

Where is data stored?

Data is stored in secure cloud infrastructure in the EU (West EU (Ireland)) via MyCapsule's subprocessor Supabase. SMS delivery may involve Twilio. See https://www.mycapsule.no/legal/subprocessors.

How long is data kept?

Your data is kept for as long as you are an active employee in the survey programme and as required for aggregated reporting. When you leave or the programme ends, personally identifiable data is deleted or anonymized within 30 days, unless law requires otherwise.

Do I have to participate?

[Insert employer policy — e.g. participation is voluntary / expected as part of our workplace health programme]. You may skip questions you are uncomfortable answering. Each survey link can only be used once.

Your rights

You have the right to:

• access the personal data held about you
• request correction of inaccurate data
• request deletion in certain circumstances
• object to processing in certain circumstances
• lodge a complaint with your national data protection authority

To exercise your rights, contact [Employer contact person / HR email]. MyCapsule will assist your employer upon request.

Questions?

Contact [HR contact at employer] or MyCapsule at morten@mycapsule.eu.

— Issued by [Employer name] using the MyCapsule employee notice template (version 1.0, 23 June 2026)