PRIVACY POLICY FOR RESPONDENTS

INTRODUCTION

GRO Fieldwork is a market research company that works for different companies, organisations and market research companies to seek consumers and businesses opinions on different topics and products.

You will be invited to complete a survey or take part in an online or face to face focus group or interview and you receive a fee for your time.

In order to participate in the research, we need to collect some personal data from you. GRO Fieldwork take responsibility for ensuring the data that we collect about you is kept private and secure. 

WHAT IS A PRIVACY POLICY?

A privacy policy detail the ways in which a company will use various kinds of information that is collects from people, which can include personal and demographic data. It can be printed on paper, displayed on a monitor or device screen, or hosted on a website.

There are two very valid reasons why companies have privacy policies.

 

First, it’s a simple and effortless way to reassure to those willing to take part in market research that the company will hold their data securely.

 

Secondly, laws and codes of conducts exist to protect the rights of individuals, and these regulations require the use of a privacy policy. Grofieldwork is committed to the security and privacy of your data by adhering to the General Data Protection Regulations (GDPR) and the Market Research Society Code of Conduct. 

 

Joining our panel is subject to this privacy policy.

 

This policy outlines GRO Fieldworks policy on maintaining privacy and will detail the following;

  1. What Information we collect
  2. What we will use the information for
  3. How secure is your information?
  4. Data Retention
  5. What access you have to your data?
  6. Termination/Unsubscribing
  7. Your rights regarding your data

WHAT INFORMATION WE COLLECT

The general definition of “personal information” includes names, email addresses, street addresses, telephone numbers, and any other data that can be used to identify or contact a user.

 

Sensitive data includes data of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation and requires explicit consent.

We ask you to provide certain personal data when you register on our panel through our website. This will include; Name, Contact Phone number, Email address, Age, location Occupation, Education, and Gender.

 

Grofieldwork engages with companies on a broad range of topics. If research is being planned which requires information such that outlines in sensitive data above, we will seek your explicit consent when processing this type of data. 

WHAT WILL WE USE THE INFORMATION FOR?

We will keep your information stored on our panel for the purpose of seeking your opinion and engaging you in market research until such time as you request us to remove it.

 

Initially, to be able to arrange the research, GRO Field work will require your name and contact details. We may contact you using telephone, email, SMS, post depending on the type of research that is being carried. If there is method by which you do not want us to contact you please let us know.

 

The reasons that we may contact you:

  • To invite you to participate in a survey
  • To invite you to participate in an interview or focus group.
  • To ensure that we have up to date and accurate personal data
  • To validate some information as a result of a survey or interview

 

Market research can be carried in a variety of ways and each method and type of research may require different types of information. These are outlined below:

  • Survey
  • Accompanied Shop
  • Keeping a Diary
  • Community
  • Focus Group
  • In-depth interview
  • Hall test

We will seek your consent depending on the type of research and data that we need to collect and store prior to participating in the research.

  • If you are a child or a vulnerable adult then we will seek the consent of your parent or guardian and will aim to ensure that the nature and purpose of the research is explained to you in as simple terms as possible
  • This information will be shared with the client or company who has requested the research and GRO fieldwork will only exchange this information with clients who have signed an agreement to say they are also GDPR compliant.
  • The end client may well share this information but only within their own organisation to record the information that you have provided in relation to the research to develop their products. Grofieldwork will have an agreement in place which require them to be compliant with the data legislation. However, if there is a data breach after the information has passed from GRO Fieldwork to the end client, then the breach will be reported directly by them to the Data Commissioner and GRO fieldwork will provide you with contact details so as you may forward any complaints that you have to them directly.
  • In many cases, we will not be able to disclose who the end client is to you in advance as this might bias the research but this will be revealed in most cases during the research and where it has not been revealed you can request this information once the research is completed.
  • The information will not be shared, sold, rented or traded with any third parties for promotional purposes.
  • We reserve the right to disclose any information that is gathered when we believe that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order, or legal process served as a result of the data collection.
  • We will explain for each research project that is undertaken if the replies to questions are mandatory or voluntary;
  • We will explain for each research project that is undertaken if the information is to be anonymised and how

 

HOW SECURE IS YOUR INFORMATION?

GRO Fieldwork will only retain the minimum amount of information necessary to carry out the research. The information will be kept on a server which has restricted access in files which are encrypted to the 256 bit whole encryption standard as recommended. The server is backed up on a daily basis and is safeguarded with a firewall and up to date malware and antivirus software. The building and offices are kept locked and require security codes to access.

In some cases, as part of the research, it will be necessary to transfer files to the end clients of voice and/or visual recordings and personal details. GRO Fieldwork will endeavour to keep the amount of information to be transferred to a minimum and these files will be encrypted using 256-bit encryption with a password being sent via a secondary source.

Your survey responses along with any audio or video recordings may be collected, stored or processed by our clients both within and outside of Ireland. Clients are contractually bound to keep any information disclosed to them confidential and must protect to the same GDPR security standards as Grofieldwork.

DATA RETENTION

GRO Fieldwork operates administrative, technical and physical safeguards to protect Personal Data and other information collected or disclosed by us against accidental, unlawful, or unauthorised destruction, loss, alteration, access, disclosure or use. Grofieldwork abides by the Market Research Society Code of Conduct and ISO 20252-2012 Market Research standard which requires details regarding projects to be maintained for a period of 1 year for quality purposes. It is also compliant with the GDPR legislation and ensures that data including audio and video recordings are not kept any longer than is necessary, that information held is accurate.

The data provided at the time of registration with our panel will be stored until such time that you request to have it deleted. Any data collected as part of a specific project, such as sensitive data, audio or video recordings will be deleted upon completion of the project but no longer than 1 year. Any audio / video recording will be deleted using software that will permanently overwrite the contents so as they are not recoverable.

WHAT ACCESS DO YOU HAVE TO YOUR DATA?

You are entitled to know what information GRO Field work is holding. You may contact info@grofieldwork.ie at any time and this will be provided within 1 month free of charge.

You also have the right to complain to the Data Commissioner’s Office if you are not happy with how GRO have handled your data.

 

TERMINATION / UNSUBSCRIBING

If you join our panel, you have the option to have all personal data held on you permanently deleted at any time by sending an email to info@grofieldwork.ie. We do not knowingly encourage children under the age of 16 to participate in research without seeking appropriate parental consent.

 

YOUR RIGHTS REGARDING YOUR DATA?

The General Data Protection Regulation which is supported by GRO Fieldwork ensures that you have rights regarding your data:

  • To prevent automated decision-making and profiling
  • To prevent direct marketing
  • To have their personal data erased – the right to be forgotten
  • To ensure inaccuracies in their personal data are corrected
  • To access their processed personal data
  • Data portability

SUMMARY:  

  • That all personal data is collected with respondent consent.
  • We will not use personal data for any purpose other than that for which consent was given, respecting the respondent’s wishes about the use of their data.
  • We will make sure that respondents have access to their personal data upon request that we hold, and that we tell them how we use it.
  • We will protect personal data and keep it secure and confidential.
  • We will ensure staff understand that personal data is just that – personal – and ensure that it is treated with respect.
  • We will ensure that the vulnerable and under-age are properly protected by the processes we use for data collection.
  • We will manage our data supply chain to the same ethical standards we expect from our partners and clients and any suppliers that we engage.
  • We will ensure that all staff who have access to personal data are properly trained in its use.
  • We will not use personal data if there is uncertainty as to whether the Fair Data Principles have been applied
  • Grofieldwork reserves the right to make changes to this privacy policy at any time without prior consultation

By taking part in the research, you are accepting the practices described in this Privacy Policy.

 

 

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