Arkenford’s Privacy Policy for Research Projects

When we ask you to conduct a survey we may collect information about you, your behaviour and/or your opinions. Arkenford are members of the Market Research Society (MRS), the professional body that provides a code of conduct for all research undertaken in the UK. A copy of the most recent code is available to view here https://www.mrs.org.uk/standards/code_of_conduct. All the research we undertake is carried out with regard to this code.

The most important aspect of this is that a research project will never try to sell you anything and all the data collected is used only to analyse the behaviour of customers, or members of the public as a whole rather than you individually. We therefore have no need to hold onto your personal information that may be collected through our research and will delete it as soon as we are able to.

Any information we collect that can identify you, for example by including your address, is defined as personal information (PI) and you, as a contributor to a research study of any kind, have rights about how it is stored and used. These are set out in the GDPR regulations effective 25th May 2018 and will continue after Brexit.

In brief with regard to work we do, you:

  • have a right to expect us to protect your personal data and keep it private
  • have a right to expect it to only be used in a way that we have explained to you at the start of the research and for which you have given your consent
  • have a right to know what personal data we hold on you, and to establish this please make a written request to our Data Protection Officer (identified below)
  • have a right to 'be forgotten' i.e. for any personal identification we hold to be deleted so that none of the data we hold can be traced to you or used to identify you
  • have a right to expect that none of the data we collect will be used to make any individual decisions about you, the way an organisation treats you or the products or services you are personally offered
  • If you are under adult age (as defined in your own country) or a vulnerable adult you have the right to expect us to take extra care to ensure we collect any information in a way appropriate to your circumstances

In all our research work, we remove any personal identification data from the answers you have given to a survey as soon as possible. This makes your responses anonymous, which means no one will be able to identify you or your opinions from the information we store.

We may hold personal data a little longer if:

  • You have given approval for us to do so, this is most likely to be because
    • you want us to pass back information to the client - for example a specific complaint, or
    • you have agreed for your survey responses to be added to other data the client already holds about you in order to enhance the research

or if:

  • we need to recontact you about the survey or want to interview you on several occasions for the same piece of research. In these instances, we will also inform you of this as soon as we are able to do so
  • we are holding a database of ongoing responses on behalf of our client and need to be able to identify you, for example to avoid asking you the same questions. In this situation, we will:
    • hold any personally identifiable data separately from your answers
    • protect the data behind a data security system. We are currently upgrading this system to make it ISO27001 compliant

Who can see your data

Unless we obtain explicit consent from you, we will restrict the people who can see your personal information to those within our company responsible for the administration of the project for the research only.

If for any reason we ask a third party to process any personal information they will be bound by the same GDPR regulations. We have not asked a third party to process any personal information since our foundation in 2002.

How and where we store the data

We store very little personal information once a survey is closed. Except in the examples set out above we will delete all personal data, holding only anonymised records that cannot be identified to you as soon as we are able to do so.

An example of when we do store personal information for longer is for the management of ongoing surveys. All data is held in an encrypted form, behind an up-to-date firewall and available only via logging onto password protected company websites.

Data is held in a secure database hosted within the European Economic Area (EEA). All our database servers are located in state-of-the-art facilities with maximum security to protect the operation and security of your personal information.

Sending information over the internet is never completely secure, and we can't guarantee the security of your data while it's in transit, however we will do all we can to protect it.

Legal Obligations

We may pass on your personal information to law enforcement or government agencies if we have a legal obligation to do so.

We will not share your personal information to any other organisations.

How to contact us

If you have any questions, please email our Data Protection Officer

Kelvin Charles
Arkenford Ltd
1 Bell Court
Leapale Lane
Guildford, Surrey
GU1 4LY

Kelvin.Charles@arkenford.co.uk