Agenda Consulting Privacy Policy – Survey Participants | May 2018

 

At Agenda Consulting we are committed to protecting the privacy and security of your personal information. We ask that you read this privacy policy carefully as it contains important information on who we are, how and why we collect, store and use personal information about you, and your rights in relation to your personal information.

This privacy policy applies to people who have participated in a survey run by Agenda – for example an employee or volunteer survey.  A separate policy, the Agenda Consulting Privacy Policy – Clients applies to clients and potential clients of Agenda.

 

1 Who are we?

Agenda Consulting is a research consultancy, helping not-for-profit organisations develop and sustain the highest levels of employee and volunteer engagement.

For the purposes of the General Data Protection Regulation (GDPR) (EU) 2016/679, the data controller is Agenda Consulting Ltd, registered in England, registration number 4509427. Registered office: The Jam Factory, 27 Park End Street, Oxford, OX1 1HU, UK

Our contact points are as follows

info@agendaconsulting.co.uk

+44 (0)1865 263720

Information Commissioner Office (ICO) Registration Number: A232518

Data Protection Officer:  Clare Harris

 

2 How do we obtain information about you?

We obtain information about you:

  • When you complete a survey that we are running for your organisation
  • If your organisation sends us demographic data about you.

 

3 What personal information do we collect?

We collect two types of information: demographic information and your views/ideas/opinions.

Demographic information. This may include email address, name, the part of the organisation that you work in and some personal characteristics (e.g. gender, age, religion, sexual orientation) that your organisation wishes to collect. This information may be provided to us by your organisation before the survey launches and/or collected directly from you as you complete the survey.

This is to enable us to analyse the survey results by a range of different demographic groups. This is valuable in helping our clients to understand whether issues identified in their survey are broadly universal or whether they are more marked amongst particular groups.

Your views/ideas/opinions. The survey that you complete will ask for your views, ideas and opinions on a wide range of topics chosen by your organisation. This is gathered so that your organisation can understand people’s views.

 

Your personal information will be held confidentially by us and no information about your individual survey response will be ever be shared with anyone within or outside your organisation.

 

3.1 Who else do we give the information to?

If your organisation decides to change to a different survey provider, we may need to transfer your survey results to them.  This would include the transfer of personal information that could identify you.  We will not do so unless we have a guarantee from that survey provider that they adhere to the same high standards of privacy and confidentiality as we do.  It is also possible that we may be required to disclose information when required to do so by law.

 

4 What is the lawful basis for collecting the information and how do we use it?

We have agreed a contract with your organisation to gather information about your views and those of your colleagues in order for the organisation to understand those views. We collect the information in the legitimate interests of us and your organisation in the delivery of this contract.

The information will used for three purposes:

  • To set up access so that you can carry out the survey
  • To provide aggregated reports for your organisation
  • Benchmarking information.

Aggregated reports will include organisation-wide results and results for individual teams or departments. It will not be possible to produce reports on groups of fewer than 5 respondents.

Benchmarking information. We also aggregate information from surveys for benchmarking purposes. This is done at the organisational level and individual participants will never be identifiable from such results.

 

Your personal information will be held confidentially by us and no information about your individual survey response will be ever be shared with anyone within or outside your organisation.

 

Your organisation is better able to see how its actions affect employee and/or volunteer engagement, if we are able to show how results have changed over time.  For this reason, we keep survey data until asked to delete it by your organisation.

 

5 Your rights

We are based in the UK and comply with the EU’s laws on privacy.

You have the right to ask us about the personal information we hold on you (we have to reply within 30 days) and to ask us to change anything that is incorrect or to delete the information.  For any such queries please use the email given at the start of this policy.  We may need to ask you for some further information to verify your identity.

If you wish us to delete the information, we will remove all demographic information from our database that enables you to be identified.

If you are unhappy with how we deal with your personal information, you have the right to complain to the government body that supervises data protection.  In the UK this is the Information Commissioner’s Office (ico.gov.uk).  You can contact them by telephone on +44 (0) 303 123 1113.

 

6 Security of data

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do.

We hold your data in Reflections. Reflections the software platform that we use for surveys, and it is only used by us for our clients. It is password protected to ensure no unauthorised use.

Reflections is hosted on a dedicated server by our hosting company – Memset. Memset is a UK based professional hosting company operating to the highest security standards including compliance with ISO27001. Their GDPR compliance statement is here.

 

7 Cookies

Cookies are small pieces of text sent to your web browser by a website you visit. A cookie file is stored in your web browser and allows the site or a third-party to recognize you and make your next visit easier and the site more useful to you.

Visit www.aboutcookies.org/ to find out more.

Reflections uses a cookie to track progress as you undertake the survey and enable you to leave and return to your survey response if needed.

 

8 Updating the Privacy Policy

We strive for continuous improvement in our services, processes and protecting data subject rights, and we may need to update this privacy policy, if we change how we process your personal data.  We advise you to check this policy on a regular basis – in the event of a substantial change, we will provide you with a new privacy policy.

 

 

Our partners

Association of Mental Health Providers AVM AVSM Charities HR Network Charity Comms Heritage Volunteering Group Hospice UK Humentum National Care Forum National Union of Students NCVO Voluntary Organisations Disability Group

Get in touch

info@agendaconsulting.co.uk

+44 (0)1865 263720

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Agenda Consulting
27 Park End Street
Oxford
OX1 1HU
UK

Company No: 4509427