Project: Kinship website redevelopment
Thank you for your interest in taking part in user research. This privacy notice covers what data we collect from you, how it will be handled and your rights as a participant.
We carry out regular research to test and improve our services. You have been invited to take part in this study because you match the criteria of someone who is currently using, or is likely to use this service.
Our lawful basis for processing your data is consent.
What information do we collect from you?
Before the research when inviting you to take part, we may collect information from you that includes things like your name, email address, age, ethnicity, confidence with technology, any disabilities and other factors affecting how you may experience the service. This depends on the topic being researched.
Why do we need this? We need your name and email address or phone number, for the purpose of contacting you regarding this piece of research. Any additional information collected about you at this stage, is used to see if you meet the criteria to take part and to make sure we’re including a wide range of people.
During the research you will be asked to share your experiences of the topic which could include things like thoughts, feelings and challenges. This is anonymised and stored in the form of written notes, transcripts, audio or video recordings.
Why do we need this? We need to collect this data during the research session to make sure we have an accurate record of what happened to refer back to. This is stored securely and used to help the team make improvements to the service.
Who will your data be shared with?
Your personally identifiable information is only accessible to the researchers and project manager at Kinship working on this project. Anonymised transcripts, quotes and insights are shared with the wider team at Kinship. We will only share recordings with the team with your permission. Anonymised findings are shared externally in reports and presentations. We will never share your data with third parties for marketing purposes.
Where will your data be stored?
Your personally identifiable information is stored in secure folders and is only accessible to the researchers and project manager at Kinship. What you share with us during the session will be anonymised so that it does not identify you. This information will be stored on our IT systems, which are provided by third party email, document management and storage service providers.
How long will we keep your data?
The data collected from you before the research session will be stored for up to 6 months. After this point, we will remove the data but keep a copy of your first name, anonymised transcript and signed consent form if you have taken part.
The data collected during the research will be stored with your name, and a record of consent for up to 2 years. After this point, we will delete all personal data relating to you, but reports with anonymised quotes that have been published will be retained.
How will we keep your data secure?
Kinship is committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access or disclosure of the data we collect about you. For example, data is encrypted in transit and we place controls around who has access.
Your right to withdraw consent
You can request your personal data to be deleted at any time. Information you shared during the research session can be withdrawn up until 31 October 2023. After this point, if a report with anonymised quotes has already been published we will not be able to remove it as it’s not personally identifiable.
At any point, you can ask us to delete personally identifiable information we hold about you and request how it is being processed. If you wish to do this, please contact email@example.com.
Thank you for taking the time to help improve our services.