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About this Privacy Notice

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Dassault Systèmes (3DS) has commissioned the EuroNorth Menopause Baseline Survey to understand employees’ current awareness, views and experiences of menopause at work and to help shape future information, training and support.

The survey is independently administered and analysed by Angela Wilkins-Green trading as Green Path Coaching.

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This Privacy Notice explains what information is collected through the survey, why it is being collected, how it will be used and protected, who will have access to it, how long it will be kept and your rights in relation to that information.

Participation in the survey is voluntary.

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Who is responsible for your information?

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Dassault Systemes UK Limited, Dassault Systemes Limited, Dassault Systèmes B.V., Dassault Systemes AB,  Dassault Systemes ApS , Dassault Systemes  Oy, Dassault Systèmes Belgium SA, Dassault Systemes, UAB, Dassault Systèmes Norway AS and Angela Wilkins-Green trading as Green Path Coaching act as joint controllers for the personal information processed through this survey.

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3DS has commissioned the survey and determines the overall purpose for which the findings will be used. Green Path Coaching has designed and independently administers the survey, receives and analyses the responses, and prepares the findings and reporting provided to 3DS.

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Green Path Coaching can be contacted at:

Angela Wilkins-Green

Green Path Coaching

Email: angela@greenpathcoaching.com

Website: www.greenpathcoaching.com

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For questions relating to 3DS and data protection:

3DS.compliance-privacy@3ds.com

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What information does the survey collect?

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The survey asks about employees’ awareness, views, confidence and experiences relating to menopause in the workplace.

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It also asks for limited demographic information to help understand whether views and experiences differ between groups. This is limited to:

• age range

• gender

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The survey does not ask for your name, email address, job title or department.

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Where a question allows you to enter your own response, please do not include your name or information that could identify you or another person.

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How is your identity protected?

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The survey will be conducted using Microsoft Forms and configured so that your name and email address are not recorded with your survey response.

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Green Path Coaching will not receive information from 3DS identifying who has or has not completed the survey.

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Although direct identifying information is not requested, a combination of answers could potentially make someone indirectly identifiable. Green Path Coaching will therefore treat the raw survey responses as personal information and protect them accordingly.

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Responses will be analysed collectively. Where findings are considered by characteristics such as age, gender, country of residence or management responsibility, results will only be reported where there are enough responses to protect anonymity. Small groups will be combined or not reported where necessary.

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Any free-text or ‘Other’ responses will be reviewed before reporting. Information that could identify an individual will be removed, redacted or excluded.

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Why will the information be used?

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The survey information will be used to:

• establish a baseline of current employee awareness, views and experiences of menopause at work;

• identify areas of understanding, uncertainty and concern;

• understand employees’ confidence in discussing and responding to menopause at work;

• identify priorities for future information, training and support; and

• enable aggregated employee perceptions and experiences to be compared with future surveys.

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The findings will help 3DS understand what support its employees may want or need and inform the development of its workplace menopause programme.

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Survey responses will not be used to make decisions about individual employees, including decisions about employment, performance, career progression or access to workplace support.

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There is no automated decision-making about individual employees using the survey responses.

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What is the legal basis for using your information?

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3DS and Green Path Coaching have a legitimate interest in understanding employees’ awareness, views, attitudes and confidence relating to menopause at work so that areas requiring attention can be identified, appropriate workplace support can be developed and changes in employee perceptions can be evaluated over time. The survey results will be used to help 3DS understand what menopause support is most appropriate and where current gaps may exist.

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The lawful basis for processing the personal information collected through this survey is legitimate interests under Article 6(1)(f) of applicable data-protection legislation.

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In using this basis, the necessity of the survey and the impact on employees’ privacy must be considered and balanced. The survey has therefore been designed to minimise the information collected, avoid direct identifiers, make participation voluntary and optional where appropriate, restrict access to individual responses and report findings in aggregate.

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Who will see your responses?

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Green Path Coaching will have access to the individual survey responses for the purposes of administering the survey, analysing the results and preparing the report.

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3DS will not receive the raw or individual survey responses.

3DS will not receive individual raw respondent-level health information.

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Microsoft provides the Microsoft Forms and Microsoft 365 technology used to collect and process survey responses on behalf of Green Path Coaching.

Survey responses will not be used for marketing and will not be sold to any third party.

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Where will the information be processed?

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Green Path Coaching is based in the United Kingdom and will process and analyse the survey information using its secure business systems and Microsoft 365 business account.

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For employees in the European Economic Area, the transfer of personal information to the United Kingdom is currently covered by the European Commission’s adequacy decision for the UK.

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Microsoft operates Microsoft 365 using international infrastructure and service providers. Where personal information is transferred outside the European Economic Area or United Kingdom, Microsoft states that it uses appropriate data-transfer safeguards, including Standard Contractual Clauses where applicable, under its Products and Services Data Protection Addendum.

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Further information about the safeguards applying to your survey information can be requested from Green Path Coaching using the contact details above.

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Green Path Coaching’s Privacy Policy is available at www.greenpathcoaching.com/privacy-policy.

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How long will the information be kept?

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Green Path Coaching will retain the raw survey responses and any working files containing respondent-level survey information for 12 months after delivery of the final survey report.

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This period allows time to complete the agreed analysis and reporting and to respond to subsequent queries relating to the findings.

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At the end of this period, respondent-level survey information will be securely deleted.

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Aggregated findings that no longer identify, and cannot reasonably be used to identify, individual respondents may be retained for longer. This enables 3DS to compare the baseline findings with future surveys and understand how reported employee perceptions and experiences change over time.

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Is taking part compulsory?

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No. Participation is entirely voluntary.

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You can choose not to take part and can choose ‘Prefer not to say’ where this option is provided. Questions about personal menopause-related experience are optional.

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Choosing not to participate or not to answer an optional question will have no impact on your employment or role at 3DS.

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You can leave the survey at any point before submitting your response.

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Because the survey deliberately does not collect your name or email address, Green Path Coaching may not be able to establish which response belongs to you after it has been submitted. This means that it may not always be possible to locate, amend or delete a particular response without collecting additional information that could compromise the privacy of the survey.

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Your data-protection rights

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Depending on the applicable law and circumstances, you may have rights in relation to your personal information, including the right to:

• request access to personal information held about you;

• ask for inaccurate information to be corrected;

• ask for personal information to be erased in certain circumstances;

• ask for processing to be restricted in certain circumstances; and

• object to certain processing.

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Some data-protection rights are not absolute and depend upon the legal basis and circumstances of the processing.

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Because the survey does not collect direct identifiers, Green Path Coaching may not always be able to identify a particular submitted response as belonging to you. Data-protection law does not require additional identifying information to be collected solely in order to identify an otherwise unidentifiable response.

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Your right to object

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Because the proposed Article 6 lawful basis for this survey is legitimate interests, you have the right to object to the processing of your personal information on grounds relating to your particular situation.

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​You can contact Green Path Coaching or the 3DS Privacy/Data Protection contact using the details in this notice.

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If the relevant submitted survey response cannot reasonably be identified as yours, it may not be possible to apply your request to that specific response.

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Questions or concerns

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If you have a question about how survey responses are being administered, stored or analysed, please contact:

Angela Wilkins-Green

Green Path Coaching

angela@greenpathcoaching.com

If you contact Green Path Coaching separately by email, that correspondence will identify you and is separate from your survey response. It will be handled in accordance with Green Path Coaching’s usual privacy and confidentiality arrangements.

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For questions relating to 3DS and its data-protection responsibilities, please contact:

3DS.compliance-privacy@3ds.com

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Complaints

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If you have concerns about how your personal information has been handled, you can first raise them with Green Path Coaching or 3DS using the contact details above.

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You also have the right to lodge a complaint with the data-protection supervisory authority that applies to you.

In the United Kingdom, this is the Information Commissioner’s Office (ICO).

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If you live or work in another European country, you may contact the relevant data-protection supervisory authority in that country.