/UK Participant Privacy

About this privacy notice:

The purpose of this privacy notice is to explain how we use and look after any personal data that we may collect from you as part of being a participant in a research project

Personal data means any information about you, where you can be identified (e.g. because it contains an identifier such as your full name, contact details or an image of your face).

This privacy notice explains in detail the types of personal information we may collect about you, how we collect and use it, who we might share it with, the steps we take to ensure it is safe and your rights to your personal information.

General information

The GDPR is a data protection regulation that imposes additional protections and obligations in relation to the processing of personal information of individuals located in the European Union.

The Behavioural Architects complies with all of its obligations under the GDPR (General Data Protection Regulation) legislation.

Under the terms of the regulation, The Behavioural Architects is defined as a ‘data controller’ of your personal information. This means that, after you give your consent, we are responsible for deciding how process your information. We process your personal information to enable us to provide market research services to our clients.

How we collect your personal information:

• Directly from you with your verbal and written consent. You do not have to give your consent, but if you don’t, we won’t be able to include you in the research project

• From a third party acting on your behalf such as a fieldwork company or recruitment company.
• From a company of a product or service you have used or registered with, where you have given your permission to take part in market research to help them improve their products and services.
• When you contact us by any means such as a query or complaint.

The type of information we process:

The Behavioural Architects may collect and process your personal information according to the specific research project you are a part of (we provide alternative consent for children and vulnerable adults). Typical types of personal information we may process may include your:

• Contact details including name, email, telephone number and address
• Bank details for incentive payment
• Demographic, attitudinal and behavioural information
• Photographs or images
• Video or audio recordings from face to face research interviews or your submissions on online research platforms
• Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback
• Information gathered by the use of cookies in your web browser (if you visit our website)

Sensitive personal information we process:

The Behavioural Architects will ask for your explicit verbal and written consent if we are collecting and processing your sensitive personal information. In this instance, we will provide you will full details of the information we need and the reason why we need it. Categories of sensitive personal information may include your:

• Race or ethnic origin
• Religious or other beliefs
• Sexual orientation
• Physical or mental health details
• Trade union membership
• Political opinions
• Criminal conviction

How we will use your information:

The Behavioural Architects may use your personal information in the following ways:

1. To communicate with you
2. To transfer money to you
3. To bring to life research reports* e.g. by including photographs, audio recordings or short edited video clips from research - these may be used for internal conferences, internal presentations or as part of an internal internet by the client who has commissioned the research
4. To bring to life the research to a wider audience - only when you have provided their consent to do so
5. To carry out your instructions i.e. to process a request.

*Please note: we try to anonymise all the information we gather as part of the research, e.g. your comments. the exception to this is photographs or video images of your face, & audio recordings of your voice which will remain identifiable.

Who we share your information with:

We know how much data security matters and we will treat your data with the utmost care and take all appropriate steps to protect it. We require that your data is handled securely and treated in accordance with with law and will have policies in place with these organisations to protect your privacy and keep your information safe:

• Only the necessary information needed will be provided to perform specific services
• Your information will only be used for the exact purposes as specified in contracts
• Your privacy will be respected and protected at all times
• If we stop using a specific service, any of your data held by them will either be deleted or rendered anonymous.

We may share your personal information with third parties with whom we have contractual agreements such as viewing facilities, service providers, suppliers or freelancers that have been commissioned in order to carry out the research

Who we never share your information with:

• The Behavioural Architects will never release your personal information to the general public and it will not be used for general broadcast without explicit consent
• Your personal information will not be passed to an external agencies to be used for sales or marketing purposes
• We will never disclose your information to the police or other enforcement regulatory or Government body

How long we’ll keep your information:

Any personal data you provide will be used solely for the purposes of research, and held for no longer than is necessary. Most personal information captured about you will deleted 6 months after the completion of the project, with the following exceptions: (1) selected photographs, video footage and audio recordings may be included in a final report, (2) signed consent forms, (3) signed acceptance of incentive forms.

Selected images, video and audio recordings included in a final report will be deleted no later than seven years after the project completes.

As an output of this project, the above mentioned client and their partner agencies i.e. marketing partners, will receive a report that may contain selected photographs, video footage and audio recordings. The client has agreed to ensure that this personal data is held securely and is deleted when it is no longer useful in accordance with the General Data Protection Regulation (GDPR). This material will be used for internal conferences, internal presentations or as part of an internal intranet and is not to be released to the general public nor to be used for general broadcast.

Signed consent forms and incentive acceptance sheets will be held as a record of your participation for up to seven years, as required by HMRC.

Transferring your information overseas:

Your information may be transferred and stored in countries outside the European Economic Area (EEA), including some that may not have laws that provide the same level of protection of personal information. If your personal information is transferred or accessed outside of the EEA, we require that appropriate safeguards are in place.

What are your rights?

Under GDPR, you have rights that you can exercise involving any personal information The Behavioural Architects holds on you such as:

• Access to the personal information we hold about you, free of charge in most cases
• The correction of your personal information when incorrect, out of date or incomplete
• The objection, restriction or erasure of processing of your personal information
• Whenever you have given us your consent to use your personal information you have the right to change your mind at any time and withdraw your consent
• Request the transfer of your personal information to another party

If you have a request about your personal information, please contact mydata@thebearchitects.com. To protect the confidentiality of your information, we will ask you to verify your identify before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission. If we choose not to action your request we will explain to you the reasons for our refusal.

Data Protection Officer

We hope this Privacy Notice has been helpful in describing the way we handle your personal information and your rights to control it. If you have any questions that haven’t been covered, please contact our Data Protection Officer at mydata@thebearchitects.com who will be more than happy to help you.

Registered office address:

96 Banbury Road, Oxford, OX2 6JT

Company registration number:

07492932

It’s likely that we’ll need to update this Privacy Notice from time to time so we welcome you to come back and check.