Diagnostic Confidentiality & Data Protection

Overview

Rowanstone is designed to provide organizational insight while preserving participant confidentiality and minimizing institutional risk. This page describes the confidentiality and data-protection practices that apply to every Rowanstone diagnostic engagement.

It summarizes protections set out in full in our Privacy Policy, which remains the controlling document. Where this summary and the Privacy Policy differ in detail, the Privacy Policy governs.

Response Confidentiality

Individual survey responses are never shared with a client's board, executives, managers, or other participants. Rowanstone reports aggregate findings, structural patterns, and organizational observations only.

No Individual Attribution

No individual response is attributed to a named participant in any report, summary, or disclosure without that participant's prior explicit written consent. Reports describe structural conditions across the institution and do not identify, quote, or characterize individual respondents.

Anonymity and Minimum Reporting Threshold

Responses are collected anonymously by role tier. Rowanstone does not report findings for any subgroup where the number of respondents is too small to preserve anonymity. Responses from subgroups below a minimum threshold of five participants are merged into larger categories or omitted from subgroup-level reporting.

Data Access

Access to identifiable diagnostic data is limited to Rowanstone personnel directly involved in the relevant engagement, each of whom is bound by professional confidentiality obligations. These obligations survive the conclusion of the engagement.

Use of Automated and AI Tools

Rowanstone does not use client responses, engagement data, or personal information to train artificial intelligence models, and does not contribute such data to any third-party model-training process. Any automated tools used in analysis operate under contractual terms that prohibit the retention, reuse, or disclosure of client data beyond the contracted engagement.

Diagnostic interpretation and final reporting remain subject to professional human review and oversight. Client data is never sold, licensed, or used for unrelated commercial purposes.

Data Storage and Security

Engagement data is stored using Supabase on encrypted, SOC 2 Type II–compliant infrastructure located in the United States. Rowanstone maintains administrative, technical, and physical safeguards appropriate to the sensitivity of the information held, including access controls and secure data transmission protocols.

Data Retention and Deletion

Raw diagnostic survey data is retained for twelve (12) months following delivery of the final report, after which it is permanently deleted or de-identified, unless a longer period is agreed in writing or required by law.

Upon written request, Rowanstone will permanently delete all identifiable project data following report delivery, subject to any overriding legal retention obligation.

Legal Process

Rowanstone discloses engagement data to third parties only as required by law or as expressly authorized in writing by the client. No provider can place client data beyond the reach of valid legal process. Rowanstone therefore limits exposure structurally: by collecting only what an engagement requires, restricting who may access it, and retaining raw data for a defined period.

Scope of the AI Governance Exposure Scan

Rowanstone's AI Governance Exposure Scan evaluates governance, policy, oversight, and risk-management practices. It is not a cybersecurity audit, legal opinion, or regulatory compliance certification.

Questions

For questions regarding confidentiality, data protection, or any Rowanstone engagement, please contact: