Charles Beagrie Ltd Data Protection and Privacy Policy

09/12/2020

Introduction

This policy is operated and maintained by the Charles Beagrie Ltd (also referred to in this policy as “we” or “us”). Your privacy is important to us and we operate in compliance with GDPR and the UK Data Protection Act (DPA) 2018.

We are registered as a data controller with the Information Commissioner’s Office (ICO): our registration number is Z2846369. You can check our entry details on the ICO’s website: https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/.

This policy sets out how we collect information in your contact with us.

Privacy principles

  • We will only process your data in compliance with the General Data Protection Regulation (GDPR) and, the UK Data Protection Act (DPA) 2018
  • We shall use your data lawfully, fairly and transparently.
  • We shall collect your information only in support of client projects, for specified, explicit and legitimate purposes.
  • Your data collected will be minimised to what is necessary.
  • Your data held shall be accurate and otherwise deleted.
  • We maintain your data to high security standards.
  • We do not carry out systematic monitoring of data subjects or process special categories of personal data.

Information we collect about you

  • Identity and other contact details.
  • Survey and interview responses including your views and experiences.

Activities where we collect personal data

Clients

If you are a client or have contacted us, we may retain your contact details including your email address, affiliation, job title and telephone number.  This is in order to communicate with you and to fulfil our contractual obligations to you.

Client feedback will only be shared where testimonials are voluntarily provided for promotional purposes. 

Research subjects

We may also collect contact details to communicate with you in relation to projects that we undertake for our clients, and we will only use them for this purpose.  We might get in touch with you to ask for participation in a survey or interview. When we do so, we genuinely believe that you could strongly contribute to our research and we would normally contact you following a recommendation from a client. The invitation to participate in surveys or interviews will explain the justification for the collection of your data and how the information will be used. Participation is always optional and voluntary. Should you wish to discontinue your involvement in the research, you are welcome to do so at any time by getting in touch with the contact person named in the survey or the invitation email.

We will only collect data needed to facilitate the project and allow us to conduct the research that you have agreed to participate in. Your information will not be used for sale or marketing purposes.

Surveys

Surveys created and/or managed by Charles Beagrie Ltd never require you to enter your personal details such as your name or email address. You may have the option to enter these voluntarily in some cases, for example, if you are happy for us to contact you with follow-up questions or if you would like to enter a prize draw advertised in the survey (where available). In all cases where you do not voluntarily provide your personal data, we will only have access to the IP address of the computer you used to complete the survey. We only analyse IP addresses in aggregate, e.g. for country analysis.

We collect this data via online survey software SurveyMonkey. The SurveyMonkey privacy policy can be read at https://www.surveymonkey.com/mp/legal/privacy-policy/?ut_source=footer.

Survey data subsequently shared with clients is anonymised by: removing email addresses where provided (e.g. for prize draws) to a separate file; IP addresses are deleted; and free text fields are checked and any potentially personally identifiable information redacted.

Interviews

Charles Beagrie Ltd carries out interviews in person and by telephone, email, or videoconferencing software.

Prior to undertaking interviews, we send information on the research being conducted, a list of questions (and/or an agenda, whenever relevant), and the specific terms and conditions for the interaction.

We make written interview notes and occasionally voice recordings of those interviews where necessary to facilitate transcription. These are stored on our servers. Where interviews are recorded, we will delete any recordings within three months of the interview.

Interviewee statements will be anonymised before sharing data with our clients, except where identification of the interviewee and/or their organisation has been specifically agreed with the participant in advance of the interview e.g. for a case study. 

How we use the information

In the course of our research, we often collate and analyse survey responses and notes from interviews. At this stage, qualitative information may be traceable back to the individual(s) who provided it. However, when reporting to our clients, information is summarised and anonymised and cannot be traced back to single respondents.

Our work also involves the use of quantitative information. When reporting based on quantitative information, we do not identify specific respondents or participants.

Sharing Information

Charles Beagrie Ltd will only share your data with organisations and employees who are involved in the research you participate in.  We often work with associates to conduct research and consultancy projects. When this happens, access to the information we collect may be granted to them for the duration of the project. Should this be the case, our interactions with associates will be regulated by a contract, and they will be considered data processors, who are therefore obliged to comply with the relevant obligations outlined in the GDPR and the Data Protection Act.

The findings of our research are typically reported to the Client that commissioned the study. Our Client would normally receive anonymised information, so your privacy is preserved.

We will not share personal information with any other third-party organisation, unless we are obliged to do so by contract, by law, or the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation, or we have your consent.

In some cases, the findings of our research are released publicly. These findings do not contain personally identifiable information, unless this has been specifically agreed and approved in advance with the participant, e.g. a quote assigned to an individual and/or their organisation for a case study.

Security

All information is handled and managed in compliance with the GDPR and the Data Protection Act, and any information we hold is protected through our secure systems and processes.

Information we collect through surveys is generally stored on cloud servers managed by our survey software provider SurveyMonkey. Access to this data is password-protected. SurveyMonkey is responsible for preventing data breaches by maintaining and updating the security of their IT system. Their security policy can be found here: https://www.surveymonkey.com/mp/legal/security/

In cases where Charles Beagrie Ltd collects and/or processes data arising from more than one country (‘Cross-border processing of personal data’), the lead supervisory authority for the purposes of the GDPR shall be the United Kingdom’s Information Commissioner’s Office.

Your legal rights

When you participate in our research, you have a legal right under the GDPR to request access to any information that we hold that can be identified as yours (right to information and access), for the following purposes:

  • To access, correct or erase your data
  • To object to the processing of your data
  • To request that our processing or your data is restricted
  • To request that your data be transferred
  • To withdraw your consent for us to process your data.

Your request may be made by email to info@beagrie.com or in writing to: Charles Beagrie Ltd, 2 Helena Terrace. College Street, Salisbury, Wiltshire SP1 3AN, UK.

If you request information from us, we will need to confirm your identity to ensure the security of your data. We will respond within no more than 30 days of receiving your message. The GDPR details a number of exemptions from disclosure and, should we be unable to fulfil your request, we will provide a full explanation in writing. If you wish to lodge a complaint in relation to the processing of your data you may contact the Information Commissioner’s Office.

Links to other sites

We occasionally include links to other sites. We will take every reasonable step to ensure that links are to relevant research materials, but we are not responsible for the privacy practices or the content of such websites.

Cookies

Our website does not place cookies on your device.

Changes to this policy

Charles Beagrie Ltd reserves the right to amend this policy. This version was updated and published in December 2020.

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