Survey Privacy Policy

Introduction

Participants will provide 'Not On The Beeb' (NOTB) with contact information of potential survey participants to invite them to participate in a survey. We refer to this contact information as Participant Data and responses as Questionnaire Data. We remain data controllers of the Data and we will process that in the form of anonymised reports wherever possible.

Our questionnaire asks a series of predefined questions that retain a minimum amount of personal information.

• The information we collect about you

• How we use your information

• Who we share your information with

• Your rights as a data subject

• How long we keep your information

• Security of your information

• International transfers of information

• Changes to our privacy policy

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1. The information we collect about you

We collect the following information about you:

Questionnaire Data: we collect your survey responses, using third party software. You may have provided your contact information to enable us to invite you to participate in the survey usually in the form of a name and email address, but sometimes additional information for certain products, for example:

• Health data – whether you have had COVID19, or been given a vaccination.

• Your location

• Your age range

As explained above, our data processor will process the data and will then pass to us the anonymised information.

Technical information: Our data processor may collect information relating to your interaction with their software and services, including the type of browser and/or device used, operating system, date/time stamp, referrer page and IP address. We do not link this information to your Questionnaire Data.

Cookies: our online questionnaire service, uses a minimal amount of cookies. Predominantly we will use them to offer up your language preference if it is available.

Your contact information: we will use information from you if you contact us directly for support, for example in relation to a survey invitation that you have received. Your information may be stored by Not On The Beeb as emails for reference, but will not be used for any other purpose, unless you consent otherwise.

2. How we use your information

We use the information that we hold about you in the following ways:

Questionnaire Data: we will share your personal data with the data processor who is running our questionnaire.  This data will be used solely to obtain your feedback through their platform.  We only use your Questionnaire Data for our own purposes if required to do so by law, and/or if you consent to us doing so.

Technical information – for analysis: we will use your information in accordance with our legitimate interests of administering and analysing questionnaire feedback.  We may also use this information in aggregate form for our legitimate interests of improving our services.

Your contact information – to respond to your enquiry: we will only use your contact information to support any queries you direct towards us, or to send you a questionnaire for completion.  This is in accordance with our legitimate interests of providing an efficient service.

3. Who we share your information with

Questionnaire Data: The data is generally treated anonymously unless stated otherwise.  We may use a third party provider to host a survey or questionnaire.  In most cases we will only receive an aggregated report without any personal information, unless you want to share this with us and provide us with your consent.

Unless we are required to do so by law, we will not disclose your Questionnaire Data to any other third parties other than our questionnaire provider, people working on their behalf, and our sub-processors (such as our affiliates, developers and our hosting providers) that we have agreements in place with.

Your contact information: where you contact us directly we may, if appropriate, refer your enquiry to our data processors.

4. Your rights as a data subject

If you wish to access, correct, or delete your Questionnaire Data, or exercise any of the other rights described below in relation to your Questionnaire Data, let us know. You may have the right to exercise the following additional rights:

Right to Access: At any point, you can request copies of Questionnaire Data you entered into our or our third party’s system. Our response will be given free of charge, unless the request is considered excessive or manifestly unfounded in which case administration fees may be charged. Contact us at mark@NotOnTheBeeb.co.uk and we will, having verified your identity, send you a CSV file of available data, providing it does not impact on other participants' rights to anonymity.

Right to Rectification: If at any time we have Participant Data incorrectly entered you have the absolute right to request that we amend it. With regards to Questionnaire Data your opportunity to rectify is limited on those products that are anonymous as once they have been closed and distributed to the named recipients, any changes may compromise anonymity of yourself or others.

Right of Erasure (Right to be forgotten): in certain circumstances you have the right to erasure of personal information held about you, although this may be qualified where e.g. it is necessary for that information to be retained for record keeping purposes or compliance with our obligations.

Right to Object: you have the right to object to our processing of your personal data for purposes based on our legitimate interests. In some cases, we may be able to demonstrate that we have compelling legitimate grounds to process your information which overrides your rights and freedoms.

Right of Restriction: you have the right to request that we restrict the processing of your personal data (e.g. where you believe that the personal data we hold about you is inaccurate or unlawfully held).

Right to Data Portability: You may have the right to be provided with your personal information in a structured, machine readable and commonly used format and to request that we transfer the personal information provided by you to another data controller. Providing this does not compromise:

• Our specific business IP

• Compromise someone's right to anonymity (offered by our service)

If you would like to exercise such rights, please contact our Data Controller, Mark on mark@NotOnTheBeeb.co.uk. To protect your privacy and security, we may take steps to verify your identity before complying with the request.

You also have the right to withdraw consent at any time where we are relying on consent to process your personal information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

You also have the right to complain to a data protection authority about our collection and use of your personal data. For more information, please contact your local data protection authority. In the UK, this is the Information Commissioner’s Office https://ico.org.uk/.

5. How long we keep your information

Questionnaire Data: As a standard we hold data for 5 years.

Aside from Questionnaire Data we are likely to hold only very limited information about you. We typically retain technical information for no longer than a year from the date we collect it and will retain your contact information for no longer than 2 years after we have resolved your enquiry (unless we have a specific reason to retain it for longer, for example to comply with a legal requirement)

6. Security of your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information.

While we use appropriate technical and operational measures to keep your personal information secure, the transmission of information via the internet is not within our control and is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your personal information sent to us by email.   Any such transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to try to prevent unauthorised access.

7. International transfers of information

Not On The Beeb partners with organisations around the globe.

As a result, we may transfer your personal information to countries outside the EEA (the EU member states plus Norway, Liechtenstein and Iceland) for the purposes set out in this privacy notice.

Where this is applicable, we take steps to make sure that when we transfer your personal information appropriate protection is in place. Often, this protection is set out under a contract with the data processor who receives that information.

8. Changes to our privacy policy

We may change this privacy policy from time to time. We will ensure our most up to date copy is available to you.

Last updated 15 March 2021

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