At EKOS Limited, we’re committed to protecting and respecting your privacy.
This Policy explains why we collect personal information about people who agree to take part in a face-to-face or telephone consultation, focus groups or an online survey, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this occasionally at http://www.ekos-consultants.co.uk/privacy-policy/study-participants/ to ensure that you’re happy with any changes.
By taking part in a consultation, focus group or online survey you are agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to email@example.com or by writing to EKOS Limited, St George’s Studios, 93-97 St George’s Road, Glasgow, G3 6JA.
Who are we?
EKOS is an Economic and Social Development consultancy. We are a private limited company, registered in Scotland (SC145099). The registered address is 93-97 St George’s Road, Glasgow, G3 6JA.
How do we collect information from you?
We may obtain information about you from a client when they have identified that your opinion would be of benefit to a study.
Our client(s) will seek prior consent to us contacting you with a view to taking part in a face-to-face or telephone consultation, focus group or filling out an online survey.
What type of information is collected from you?
The personal information we collect might include (but is not limited to) your name, address, telephone number, email address, age, gender, occupation, income and your opinion(s).
How is your information used?
We may use your information to carry out our obligations arising from any contracts entered into by us with our clients which could include seeking your views and opinions on the services our clients provide or on a range of matters relevant to economic and social development.
We will hold your personal information on our systems for a maximum period of three years from completion of the study in which you have participated or for a period specified in the contract with our client(s), after which time your information will be securely destroyed.
Who has access to your information?
When you respond to a survey or take part in a focus group or consultation, only project team members who are working on our behalf will have access to this information. Team members may include subconsultants and/or research contractors.
Data will be anonymised and will not be shared with clients and/or third parties unless we and/or our client receive your prior explicit consent or if we are under a duty to disclose in order to comply with any legal obligation.
The lawful basis on which we process this information
The lawful basis on which we process this information will be identified when initial contact is made with you. We will normally process this information under Article 6.1E (Public Interest) of EU GDPR where our client is a public sector organisation, central or devolved government, and under Article 6.1F (Legitimate Interest) of EU GDPR where our client is not.
In the very unlikely event that we require to process information under Article 9 (Processing of special categories of personal data), we will only process in compliance with Article 9.2A and Article 89.1.
You have a choice about whether or not you wish to take part in our surveys, focus groups or consultations.
If you do not wish to take part, then please advise when we call or send an email to the project manager within EKOS whose name is provided in the introductory email.
We will not contact you for marketing purposes, nor do we have any automated decision making. We will not analyse your personal information to create a profile.
Individual rights available under GDPR can be viewed at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
How you can access and update your information
You have the right to ask for a copy of the information EKOS holds about you. If you would like a copy of this information please complete a Subject Access Request form which can be found here (tbc).
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: firstname.lastname@example.org, or write to us at: Data Protection, EKOS Limited, St George’s Studios, 93-97 St George’s Road, Glasgow, G3 6JA. Alternatively, you can telephone 0141 353 1994.
If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it is treated securely.
If you take part in a focus group, telephone or face-to-face consultation, the information you provide will be held securely on our internal servers. We protect our servers by the use of firewalls and Eset Endpoint Security, which includes anti-virus, anti-spyware, anti-phishing and device control.
If you take part in an online survey, your information is collected in a non-readable format by Snap Surveys who are ISO/IE 27001 certified, provide data encryption throughout the survey cycle and who will host this data on SAS 70/SSA 16 certified data centres. EKOS then uploads this data to their own servers and the data then becomes readable.
Our internal email sits on an Office 365 platform and has 256-bit encryption. All data is backed up to 256-bit encrypted servers in the cloud (UK based) and a portable hard drive. Internal procedures are in place to ensure security of portable drives.
Any sensitive information is encrypted and protected using 128 Bit encryption on SSL.
Non-sensitive details (your email address etc) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Where we use subconsultants and/or research contractors, we will have contracts in place which maintain the confidentiality/security of your data.
16 or Under/Vulnerable Groups
We are concerned with protecting the privacy of children aged 16 or under and also vulnerable groups. If you are aged 16 or under‚ or are a vulnerable adult, please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
All staff who are involved in consultations or focus groups with under-16s and vulnerable adults are PVG checked, as are those who process personal information for these groups.
Transferring your information outside of Europe
The information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if SNAP Surveys in the UK have technical issues which may require Snap Surveys NH, Inc. to act upon outwith UK hours. Such a transfer outside the EEA will be made in compliance with the EU-US Privacy Shield. Further information is available at https://www.privacyshield.gov/Program-Overview.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in April 2018.