Privacy Policy for Surveys (Consulting)

PRIVACY & COOKIE POLICY FOR SURVEYS (“Policy”)

Last updated: 10th April 2022

Introduction

Our surveys are conducted by:

Kantar Consulting UK Limited Company House Number 02285286 and
Kantar Consulting LLC incorporated in Delaware with corporate ID number is 2294961 (“Kantar Consulting”, “Kantar” or “we”)

We conduct market research on behalf of clients and more often than not, the client is the data controller, and we act as the data processor.

By participating in our survey, you agree to this use of your personal data explained below. We ask you to read this privacy policy carefully.

For the purpose of this Policy, the definition of ‘personal data’ is information which relates to and can identify a living individual.

Lawful collection and use

This Policy explains how we collect, store and use the personal data you provide when taking part in an online, face to face, postal or telephone survey for us.

When we conduct surveys, our 3rd party suppliers, via their interviewers/invitations/platforms and questionnaires clearly identify us and explain the purpose(s) of our contact and If applicable, the purpose for our collecting your personal data. You may decline to answer any questions or withdraw from participation in a survey at any time.

When we contact you, generally in person, by telephone, by email or by post, we do so for one of the following purposes:

Case	Purpose	Source	Data Collected/Processed	Legal Basis
Surveys	To understand your views about certain products and services or to understand your behaviour in different situations. To validate answers you gave in a recent survey we conducted. To administer participation e.g. prize draws, incentives, pre-tasks etc. To re-contact you e.g. for ongoing and follow-up surveys.	We collect this data directly from you	Unique identifier, contact details, email address, voice, image, opinion	Voluntary participation a survey whereby we ask for your consent to use of your personal data
Fraud protection	Protection of our business interests against fraudulent behaviour	We collect this data directly from you	IP address, browser specifications, device specifications, postal addresses, email addresses	Legitimate interests – we have a legitimate interest in protecting our business against fraud or other prohibited behaviour.
Providing you with information	Provide you with information regarding products or services that you request from us, or that we have determined may be of interest to you	Name, email address, IP address, phone number, postal address, job title	We obtain this data from you directly, for example when you download reports or other content from our website, or when you make an enquiry with us	We will seek your consent, or we have determined that we have a legitimate interest in using your details to provide you with relevant information. Further information will be provided in the privacy statement provided prior to you submitting your data. You can withdraw your consent or opt out of communications from Kantar at any time.
Survey participation uniqueness	Prevention of multiple entries in surveys by the same individuals	We collect this data directly from you.	IP address, browser specifications, device specifications	Legitimate interests – we have a legitimate interest in preventing multiple entries by the same individual

We will never misrepresent ourselves or what we are doing. If you receive an email that concerns you, purporting to be from us, please let us know as shown below in ‘How to contact us’.

We have contacted you to take part in a survey by telephone, post, face to face or online by

Receiving your contact details from the client we are conducting the survey for, with whom you may either be registered, received products or services from or generally dealt with
Buying sample from a sample provider
Sourcing your information from publicly available resources
Receiving your contact information from a recruiter that has been in contact with you
Or you have previously agreed to be re-contacted to possibly participate in further surveys

Third parties and data transfer across borders:

Your personal data may be collected, stored, transferred or processed by our affiliated companies within the Kantar Group, or 3rd party service providers for survey-related purposes, such as data processing, and fulfilment of prize draws or other incentives. They are all contractually bound to keep any information they collect and disclose to us or, we collect and disclose to them, confidential and must protect it with security standards and practices that are equivalent to our own. Kantar Consulting does not sell your personal data (including any children’s personal data).

The data that we collect from you may be transferred to and/or stored outside your territory. It may also be processed by staff operating outside your territory who work for us or for one of our suppliers. If your personal data is transferred to, stored at or otherwise processed outside your country or territory, and that country or territory has not been recognised as providing an adequate level of data protection, we will put in place additional safeguards to protect your personal data, as required by applicable law. (For example, if you are in the EEA, standard contractual clauses would be used if we process your data outside the EEA).

Confidentiality, security and industry requirements:

We take appropriate technological and organisational measures to protect the personal data submitted to us, both during transmission and once we receive it. Our security procedures are consistent with generally accepted commercial standards used to protect personal data. Unfortunately, no data transmission can be guaranteed to be 100% secure. As a result, while we strive to protect your personal data, we cannot ensure or warrant the security of any information you transmit to us or from our online products or services, and you do so at your own risk. Once we receive your transmission, we will take reasonable steps to ensure our systems are secure.

All our third-party contractors, site service providers and employees are contractually obliged to follow our policies and procedures regarding confidentiality, security and privacy.

We adhere to the following industry requirements:

We follow the MRS and ESOMAR professional Codes of Conduct
In the UK, divisions of Kantar hold Market Research Society (MRS) Company Partner Accreditation
In the US, is a member of the Insights Association which is a US Market Research Membership Society and supports the Association’s Code of Standards and Ethics

We combine your survey responses in a given survey with the responses of all others who participate and report those combined responses to the client that commissioned the study, unless one or more of the following criteria are met.

The only exceptions when we may disclose your personal data or survey responses to third parties are as follows

You request or consent to sharing your identifying information and/or individual responses with a third party for a specified purpose;
When we provide your responses to a third-party processor who is contractually bound to keep the information disclosed confidential and use it only for research or statistical purposes;

Cookie disclosures (only for online survey participants):

Cookies are small text files stored on your computer by a website that assigns a numerical user ID and stores certain information about your online browsing. They are used by web developers to help users navigate their websites efficiently and perform certain functions. The website sends information to the browser which then creates a text file. Every time the user goes back to the same website, the browser retrieves and sends this file to the website's server.

We do not use cookies on standard online in-house surveys. Where cookies are required by a partner’s platform, this is notified by the platform privacy notice/policy.

For behavioural tracking surveys, we use optional cookies / software applications, but only if you have given your explicit consent to such cookies / applications.

As is true of most online surveys, we gather certain information automatically and store it in survey data files. This information may include things like Internet Protocol address (IP address), browser type, Internet Service Provider (ISP); referring/exit pages, operating system and date/time stamp.

We use this automatically collected information to analyse trends such as browser usage and to administer the site, e.g. to optimise the survey experience depending on your browser type. We may also use your IP address to check whether there have been multiple participations in the survey from this IP address.

Accuracy:

We take all reasonable steps to keep personal data in our possession or control, which is used on an on-going basis, accurate, complete, current and relevant, based on the most recent information available to us by you and/or by our client.

We rely on you to help us keep your personal data accurate, complete and current by answering our questions honestly and you are responsible for ensuring that the data controller (which may be us or – more often – our client) is notified of any changes to your personal data.

Children’s data collection:

We never knowingly invite children under the age of 16 years to participate in surveys without consent. If it is necessary and appropriate to a particular project to directly involve children under the age of 16 years, we take measures to ensure we have obtained consent by the adult with the authority to do so.

Sensitive data collection:

In our survey we may request to collect personal data that is classified as “special categories” of personal data. This includes racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation. You will always be able to choose whether or not to provide this data; we will seek your consent and provide full details on the purposes for which we will use it for prior to collecting it.

Rights of individuals:

To request access to personal data that we hold about you, you should submit your request in writing to the email address or postal address shown below in ‘How to contact us’. When you make a request, you should address your request to Kantar Consulting and provide your panellist ID or any other identifiers which will help us process your request.

If you contact us using an email address or contact details for which we do not hold a record of, we may request a copy of a valid government issued or official identification (such as driving licence or passport).

You have the following rights in relation to your personal data:

Right to change your mind and to withdraw your consent
Right to access your personal data
Right to rectify your personal data
Right to erase your personal data from our systems, unless we have legitimate interest reasons for continuing to process the information
Right to transfer your personal data (portability right)
Right to restrict processing of your personal data
Right to object to the processing of your personal data
Right to opt out of the sale of your personal data if we sell your data (if applicable)
Right to not be discriminated against for exercising any of the rights available to you under applicable data protection laws

If applicable, we will notify any other relevant third parties such as our suppliers or service providers to whom we have transferred your personal data of any changes that we make on your request. Note that while we communicate to these third parties, we are not responsible for the actions taken by these third parties to answer your request. . You may be able to access your personal data held by these third parties and correct, amend or delete it where it is inaccurate.

Data storage and retention:

Personal data will be retained only for such period as is appropriate for its intended and lawful use, in this case we shall retain data for no longer than 12 months, unless otherwise required to do so by law. Personal data that is no longer required will be disposed of in ways that ensure their confidential nature is not compromised.

As part of the Company Business Continuity plan and as required in certain instances by law, our electronic systems are backed up and archived. These archives are retained for a defined period of time in a strictly controlled environment. Once expired, the data is deleted, and the physical media destroyed to ensure the data is erased completely.

Updates to our Privacy Policy:

We keep our privacy policy under regular review, and it may be amended from time to time. We will record when the policy was last revised.

Last revised: 110th April 2022

How to contact us:

Questions regarding this policy or complaints about our practices should be directed to our Data Protection Officer and privacy team via email at privacy@kantarconsulting.com or in writing to Risk & Compliance, 6 More London Place, Tooley Street, London SE1 2QY or you can use the phone numbers provided in our “contact us” section of the Kantar.com site.

We will investigate all complaints and attempt to resolve those that we find are justified. If necessary, we will amend our policies and procedures to ensure that other individuals do not experience the same problem.

Complaints and country-specific disclosures:

If you are not satisfied with how we handle and protect personal data, you have the right to complain to the Data Protection Authority.

In the UK the DPA is the Information Commissioner's Office whose details can be found at www.ico.org.uk