Privacy —
For training participants
We use your information only for purposes necessary to deliver the training.
Welcome to an Imaction training session!
This page explains how your information is processed when you participate in an Imaction training session. We process only the information necessary to organize the training, communicate with participants, and plan the training.
Pre-training surveys are designed not to collect the respondent’s name or other directly identifying information.
For complete information about the legal bases for processing personal data, please see Imaction’s Privacy Notice.
Updated: October 18, 2026
What information does Imaction receive about me?
The client organization may provide Imaction with information such as your name and email address and, when necessary, information related to your organization, role, or the practical arrangements for the training.
As a general rule, we ask the client organization to provide only the participant’s name and email address. We request other information only when needed for practical training arrangements, such as assigning participants to groups.
We use your personal data solely to organize the training and communicate with participants.
We do not use your personal data for marketing purposes.
Pre-training surveys
Imaction may use a Microsoft Forms pre-training survey to help plan the training.
The survey is used to better understand the participant group’s:
- work and working environment
- practical work situations and challenges
- learning needs and goals
- preferences regarding the training content.
The survey is intentionally designed not to collect the respondent’s name, email address, phone number, or other information that could identify the respondent.
Please do not include the following in open-ended survey responses:
- unnecessary personal data, other people’s names, or other identifying information
- health information or other sensitive personal data
- trade secrets or other unnecessary confidential information.
If a response nevertheless contains information that makes it possible to identify an individual, that information will be treated as personal data.
Responding to the pre-training survey is voluntary. Choosing not to respond does not prevent you from participating in the training.
How are pre-training survey responses used?
Pre-training survey responses are accessed only by the trainer responsible for the training in question.
The trainer may use the responses to create a non-identifying group-level summary. The summary describes the participant group’s work, work-related challenges, learning needs, and goals. It is used to tailor the training content, examples, exercises, and areas of emphasis to the needs of that particular group.
Microsoft 365 Copilot is used to assist with organizing and analyzing the material. The trainer reviews the results and is responsible for how they are used in planning the training.
Imaction does not use pre-training surveys or Microsoft 365 Copilot to evaluate individual participants’ job performance, personality, or suitability, or to facilitate employment-related decisions about participants.
Retention of pre-training survey responses
Original Microsoft Forms pre-training survey responses are normally retained for no more than one year after the training has been delivered.
If the same client organization receives recurring training sessions that are identical or related to one another, non-identifying group-level summary material created from the surveys may be retained for the duration of the active training engagement if the material is still needed for planning, developing, or comparing the training sessions.
Original open-ended survey responses are deleted after the one-year retention period, even if the non-identifying group-level summary is retained for a longer period.
If you participate in remote training via Microsoft Teams
Imaction delivers remote training sessions as Microsoft Teams meetings.
Remote training sessions are not audio- or video-recorded. However, the Teams transcription feature may be used to create a written transcript of participants’ spoken contributions.
We inform participants at the beginning of the training session when transcription and Microsoft 365 Copilot will be used. You may decline the use of transcription. If you do, Imaction will not use transcription during that training session.
Imaction may use Microsoft 365 Copilot with the transcript to organize the key points and any potential follow-up actions from the training and to prepare a written summary.
The trainer always reviews a summary produced by Copilot before it is used or shared with participants.
The Teams meeting transcript is retained in Imaction’s Microsoft 365 environment only for as long as it is needed to prepare the training summary or carry out agreed follow-up actions. After that, the transcript is deleted.
Imaction does not use the meeting transcript or Microsoft 365 Copilot to evaluate individual participants’ job performance, personality, emotions, attitudes, or suitability, or to facilitate employment-related decisions about participants.
For more information about Imaction’s use of Microsoft 365 and Copilot, please see Imaction’s Privacy Notice.
Training feedback
Imaction may collect numerical ratings and written feedback about training sessions in order to evaluate and improve their quality, usefulness, and effectiveness.
The feedback survey is intentionally designed not to collect the respondent’s name, email address, or other information that could identify the respondent.
Feedback may be used to develop the training sessions and their content and to compare results over the long term.
If the training includes a Big Five or DiSC assessment
Some training sessions specifically commissioned by a client organization may include an Everything DiSC or WorkPlace Big Five Profile assessment.
The purpose of these assessments is to support participants’ learning and self-awareness and the discussions held during the training.
Completing the assessment is voluntary. Choosing not to complete an assessment does not prevent you from participating in Imaction’s training.
Participants review and accept the assessment service’s terms of use and privacy terms when using the service.
The personal assessment report is provided to the participant, who decides how the report is used. Imaction’s trainer may process the report only to the extent necessary to plan and deliver the training.
Imaction does not provide the personal assessment report to the client organization, the participant’s manager, or HR.
Imaction does not use assessment results for automated or other employment-related decisions.
Participants may request deletion of their assessment data or report by contacting Imaction.
Everything DiSC and WorkPlace Big Five Profile assessments are provided through services operated by third-party service providers. These assessment services process the participant information, assessment responses, and resulting personal report necessary to conduct the assessment.
For more information about the service providers, data retention, and any transfers of personal data outside the European Economic Area (EEA), please see Imaction’s Privacy Notice.
How is your information protected?
Multi-factor authentication is used to protect Imaction’s Microsoft 365 account. Imaction is a one-person business, and only the business owner responsible for the training has access to client and training materials managed by Imaction.
Biometric authentication is enabled on devices used by Imaction. Imaction also protects personal data by limiting access rights, minimizing the data collected, keeping software up to date, applying appropriate security measures, maintaining backups, and deleting information that is no longer needed.
For more information, please see Imaction’s Privacy Notice.
What are my rights?
Depending on the processing situation and the legal basis for processing your personal data, you may have the right to:
- receive information about how your personal data is processed
- access the personal data concerning you
- request correction of inaccurate personal data
- request deletion of your personal data
- request restriction of processing
- object to the processing of your personal data
- request data portability when the requirements of the GDPR are met
- withdraw your consent when processing is based on consent.
Not all rights apply in every processing situation.
For more information about exercising your rights and your right to lodge a complaint with the Finnish Data Protection Ombudsman, please see Imaction’s Privacy Notice.
Questions about the processing of personal data?
Data controller: Imaction / Jari Vuorenmaa
Email: jari.vuorenmaa@imaction.fi