Potentia

Survey Respondent Privacy Policy

Survey Respondent Privacy Notice of Potentia Insight Ltd, in this notice, “we”, “our”, or “us” refer to Potentia Insight Ltd.
Company Number: 14423022 Registered in England and Wales
Our registered address is: 5 Southampton Place, London, WC1A 2DA
Email: dpo@potentia-insight.co.uk 

You may have been invited to or are currently taking part in a genuine market research survey conducted by Potentia Insight.  Your privacy is important to us, and we take great care in protecting your privacy, security, and the information you give us while taking part in one of our surveys.  

This policy will be reviewed and may be updated.  The policy will indicate the date it was last updated.  By taking part in one of our surveys, you show acceptance of this policy.   

If you would like to opt out, have any other concerns or to discuss the survey please contact dpo@potentia-insight.co.uk.   

Our Research and Surveys  

The information you provide will only ever be used for research purposes, we will not attempt to sell or promote anything.   

We are members of and are committed to meeting the Market Research Society’s (MRS) Code of Conduct (www.marketresearch.org.uk).   

The surveys we conduct on behalf of our clients will not mislead you about the nature of the research or how the responses will be used.  Responses will be treated as confidential unless you consent to being identified or in the rare circumstance that the information is subject to disclosure due to legal or regulatory requirements. 

Taking part in our surveys is always voluntary and you should never incur any charges or adverse effects from taking part in one of our surveys.  

We usually act on behalf of our customers, meaning we do not determine the purpose of the processing ourselves and instead our customers do. Where we are performing the data collection, it is our customers who are the data controllers, and we act as a data processor.  

For our data collection, our questionnaire and survey data are hosted on dedicated servers with our service provider Forsta.  The Forsta Privacy Notice can be found here: https://legal.forsta.com/legal/privacy-notice/. 

We will always gain prior parental consent before conducting any surveys with children.    

Information we collect 

When you take part in one of our surveys we may collect or hold information about you.   

This information may be personal information such as gender, age, or your occupation. 

This could also include information that can specifically identify you such as your name, address, postcode, telephone number or email address.  Information that could specifically identify you is only used for the purpose of the research and is limited to cover only what is strictly necessary.   

We are not responsible for any personally identifiable information that has been submitted to us in error. 

We may also ask you for sensitive personal information, such as your religious views, political views, or health information.  For topics considered sensitive, you will be given the opportunity not to answer. 

We do not undertake any invisible processing of data from your computer. We will only collect and use personal information in accordance with this policy to the extent deemed reasonably necessary to serve our legitimate business purposes, and we will maintain appropriate safeguards to ensure the security, integrity, accuracy, and privacy of the information you have provided. 

We use a combination of cookies, web beacons, scripts, eTags, local storage (HTML5) and we capture certain information such as your IP address, browser type, operating system, time stamps and other basic metrics along with a pseudo-anonymous identifier. These are used purely to authenticate and validate users, provide a better user experience, and allow for quality control.   

Cookies 

While taking one of our surveys, our service provider Forsta automatically tracks each individual survey participant by injecting a unique cookie into your browser. This cookie stores your “state”, or last accessed page and browser information.  This allows you to resume a survey at the last question you saw.    

You can control the use of cookies, be notified when these are placed, delete and disable them though your browser settings.  More information on cookies can be found here:  https://www.aboutcookies.org.uk/managing-cookies 

How we obtain and use your information  

Most of the personal information we process is provided to us directly by you by completing one of our surveys.   

We also receive personal information indirectly; this could be because: 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

We will not sell your personal information to third parties. 

During the course of our market research activity, we may need to transfer your personal data to one of our affiliates or sub– processors.  If this is required, data transfer will be limited to what is required, a secure transfer system will be in place and we will ensure that any third party provides sufficient protection and security of your personal data.  

Some of our research activities will have incentives and rewards on offer.  To be able to administer and process these rewards your personal information will need to be transferred to the reward provider and this would be done only for the purpose of you receiving your reward.  Activities where a reward is on offer will be stated in the invite or survey and you will have the option to opt-out.    

How we store your information  

Your information is stored, and where relevant transferred, securely.   

We have a combination of technical, administrative, and organisational security measures in place to protect any information we collect or hold, including any of your personal information.  This includes having protections against loss or misuse as well as protecting the integrity and accuracy of the information stored.  These policies and measures are reviewed on a regular basis.  

Access to the information provided and held is limited and restricted to authorised employees.  This access may be required for conducting the survey, data analysis or quality control.   

We process personal information on our servers in the United Kingdom and our data collection platform in the EU.  Personal data is not transferred outside of the UK and EU without our prior consent and only if the specific obligations to ensure safe transfer of data and compliant protection have been fulfilled. 

For our survey data, where personal data is collected and hosted with our service provider Forsta, we also ensure high levels of security and protection.  Forsta has a strong security and privacy regime to protect your personal data by applying industry leading security measures and performing ongoing security tests and controls.  Details of these can be found here: https://legal.forsta.com/legal/data-and-security/ 

Our normal data retention period for personally identifiable information is six months from project completion. There may be some instances where an activity requires this period to be either shorter or longer than the standard six months and, in this case, you will be notified at the start of the activity.  After our data retention period has ended, your personally identifiable information will be removed from both our servers and our service providers.   

Your data protection rights 

Under data protection law, UK Data Protection Act 2018 (which incorporates the UK GDPR implementation) and the EU General Data Protection Regulation, you have rights including: 

You are not required to pay any charge for exercising your rights.  If you make a request, we have one month to respond to you. 

If you ask us not to contact you again, we will need to retain your email address to do this. No other information is stored in this suppression list. 

Please contact us at dpo@potentia-insight.co.uk if you wish to make a request. 

Respondents in California, the California Consumer Privacy Act (“CCPA”) requires us to make certain additional disclosures and provides California residents with the ability to request additional information about their personal data. If you are a California resident and it is determined that the CCPA applies to you, this section details those rights, how you may exercise them, and what we will do in response. If you are an individual who resides in California and whose personal data is collected and processed by us, you may have the right to: 

You have the right not to receive discriminatory treatment from us for the exercise of the privacy rights conferred by CCPA. 

Respondents in Canada, your rights regarding your personal information are protected by the Personal Information Protection and Electronic Documents Act (PIPEDA). 

Respondents in China, your rights regarding your personal information are protected by the Personal Information Protection Law (“PIPL”) and we will not handle any personal information related to an identified or identifiable natural person within the People’s Republic of China (PRC).  

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@potentia-insight.co.uk. 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address:           
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk 

This policy shall be governed by, construed, and enforced in accordance with the laws of England and Wales. Any dispute or claims arising from completing one of our surveys shall be subject to the exclusive jurisdiction and venue of the courts located in England and Wales. 

Last updated: March 2024

© Potentia Insight 2024. Company number 14423022. Address 5 Southampton Place, London, WC1A 2DA. View our website privacy policy. View our survey privacy policy. View our corporate social policy. Site by Eight Arms.