User research privacy notice

Last updated: 28th November 2023

The Chancery Lane Project carry out research to test and improve our services, platforms and content.

The Chancery Lane Project is the data controller. A data controller determines how and why personal data can be processed.

This privacy notice gives you general information on how we handle research data at The Chancery Lane Project. For more details about a specific piece of research, you can refer to the information sheet provided when you’re invited to take part in that project. This should also include contact details for the researcher and their team in case you have any further questions.

Why we need your data

We need information about you when inviting you to take part in research to ensure that:

  • you meet the criteria for this piece of research
  • we are including a wide range of people

We need to collect data during the research session to ensure that we have an accurate record of what happened and what was said. This is important, because we then analyse this information and use it to draw conclusions about what we should do next.

We use your data because you have consented for us to do so for this particular piece of research.

What data we collect from you

When inviting you to take part

The personal data we collect from you at this stage could include information about your:

  • name
  • age
  • disabilities, such as details of any condition that can affect your ability to use a computer
  • job title
  • organisation you work for
  • email address
  • phone number

We may collect additional information, based on the specific topic being researched. For example, if we’re conducting research on one of our model clauses, we might want to know whether you’ve used this model clause in the past.

During the research session

In most cases, we’ll collect personal data during the research session. This could be in the form of:

  • audio recordings
  • video recordings
  • screen recordings
  • written notes

When we take audio, video or screen recordings we will always ask for your consent at the beginning of the session.

What we do with your data

Collecting and analysing

We may use the following third party tools and services to collect, transcribe or analyse your data:

  • survey tools
  • online collaboration tools, including video conference and virtual whiteboard tools
  • transcription services, including automatic transcription and analysis tools
  • consent management tools

If we do any of the above, we will monitor and limit the access that people outside The Chancery Lane Project have to your data.

Reporting the results

When using your responses in reports or presentations, we will make sure you cannot be identified from your data. Each person taking part in a piece of research will be assigned a number, and any names or other personal and identifiable data will be removed.

Only researchers working at The Chancery Lane Project will have access to the full original recordings. The only exception to this is during the transcription and analytics phase (described above) when transcription and analytics services may be used.

If we do any of the above, we will monitor and limit the access that people outside The Chancery Lane Project  have to your data. The privacy policies of these external organisations will also apply.

We will share your data if we’re required to do so by law – for example, by court order, or to prevent fraud or other crime.

We will not:

  • sell or rent any of your data to third parties
  • share your data with third parties for marketing purposes

Where your data is processed and stored

Your personal data will be stored on our IT systems, which are provided by third party email, document management and storage service providers.

Your personal data may be transferred outside the United Kingdom while being processed by The Chancery Lane Project. If this happens, it will be subject to equivalent legal protection through the use of adequacy decisions. If no relevant adequacy decision exists, standard contractual clauses will be used instead.

How long we keep your data

The data collected when we invite you to take part will be held for a maximum of 6 months. After this point, we will delete this but will keep a record of consent, your name, and the data gathered during the research session.

We will hold the data from research sessions, your name, and a record of consent for a maximum of 3 years. After this point, we will delete all personal data relating to you, but we might retain reports that contain your anonymised quotes.

How we protect your data and keep it secure

We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access to or disclosure of the data we collect about you. For example, we protect your data using varying levels of encryption. All third parties that process personal data for The Chancery Lane Project are also required to keep that data secure.

Your rights

You have the right to withdraw consent to the processing of your personal data – for example original recordings and notes where you can be identified. If a report with anonymised quotes has been published we will not be able to remove this as it does not constitute personal data.

You also have the right to request:

  • information about how your personal data is processed
  • copy of that personal data
  • that this copy be provided in a structured, commonly used and machine-readable format
  • that anything inaccurate in your personal data is corrected without delay
  • that your personal data is erased if there is no longer a justification for holding it
  • that the processing of your personal data is restricted in certain circumstances (for example, where accuracy is contested)

If you have any of these requests, please contact us using the details in the information sheet provided to you, or the contact details listed below.

Questions and complaints

If you have any questions about this Privacy Policy or our treatment of your personal data, please contact us at [email protected].

If we cannot adequately resolve any of your concerns regarding our processing of your personal data, you may also submit a complaint to the UK Information Commissioner’s Office (https://ico.org.uk/make-a-complaint).

Changes to this privacy notice

We may change this privacy notice. When we make changes, the ‘last updated’ date at the top of the page will also change.

Any changes to this notice will apply to you and your data immediately. If these changes affect how your personal data is processed, The Chancery Lane Project will take reasonable steps to make sure you know.

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