The RHS carries out research to test and improve services.
Why have we emailed you about taking part in user research?
We only contact people who have consented to recieve emails about the particular product we would like to partake research in
Why we need your data
When we ask you to fill in a survey
We need information about you when inviting you to take part in research to ensure that:
- you meet the criteria for this piece of research
- we are including a wide range of people
Survey Monkey is used on behalf of the RHS to collect this data.
Not everyone who fills in the survey will take part in the user research sessions. People will be selected by the answers given in any surveys we may ask to fill in prior to interviews and hit our research brief.
During research interviews
We need to collect data during the research session to ensure that we have an accurate record of what happened and what was said. This is important, because we then analyse this information and use it to draw conclusions about what we should do next.
Our legal basis for using your data
We use your data because you have consented for us to do so for this particular piece of research.
What data we collect from you
When inviting you to take part
The personal data we collect from you at this stage could include information about your:
name
age range
gender
ethnicity (do we need to ask this?)
disabilities, such as details of any condition that can affect your ability to use a computer
email address
We may collect additional information, based on the specific topic being researched. For example, if we’re conducting research on a specific RHS service, we might want to know whether you’ve used this service in the past.
We sometimes work with other organisations to carry out research. This can include companies that help us recruit people to take part in research. We will always ensure that we have a contract in place with the organisations. If we do this, these companies may also collect additional data for which they are the data controller, and their privacy policy will also apply.
During the research session
In most cases, we’ll collect personal data during the research session. This could be in the form of:
audio recordings
video recordings
screen recordings
written notes
photos
Survey questionnaire
What we do with your data
Collecting and analysing
We sometimes use external organisations to book a venue for the research outside of our offices, and external tools to conduct remote research sessions. This means that a limited number of staff in other organisations may have access to your data - for example, when we use the recording equipment at an external venue.
We may also use the following third party tools and services to collect, transcribe or analyse your data:
If we do any of the above, we will monitor and limit the access that people outside the RHS have to your data. The privacy policies of these external organisations will also apply.
Reporting the results
When using your responses in reports or presentations, or sharing internally or externally, we will make sure you cannot be identified from your data. Each person taking part in a piece of research will be assigned a number, and any names or other personal and identifiable data will be removed.
Only researchers working at the RHS will have access to the full original survey responses and recordings though we may share short audio or video clips with external organisations who are contracted to work on the research.
If we do any of the above, we will monitor and limit the access that people outside the RHS have to your data. The privacy policies of these external organisations will also apply.
Legal obligations
We will not:
Where your data is processed and stored
Your personal data will be stored securely on our IT systems. Your personal data may be transferred outside the United Kingdom. If this happens, it will be subject to equivalent legal protection through the use of adequacy decisions. If no relevant adequacy decision exists, standard contractual clauses will be used instead.
How long we keep your data
The data collected when we invite you to take part will be held for a maximum of 12 months. After this point, we will delete this but will keep a record of consent, your name, and the data gathered during the research session.
We will hold the data from research sessions, your name, and a record of consent for a maximum of 3 years. After this point, we will delete all personal data relating to you, but we might retain reports that contain your anonymised quotes.
How we protect your data and keep it secure
We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access to or disclosure of the data we collect about you. All third parties that process personal data for RHS are also required to keep that data secure.
Your rights
You have the right to withdraw consent to the processing of your personal data - for example original recordings and notes where you can be identified. If a report with anonymised quotes has been published (internally or externally) we will not be able to remove this as it does not constitute personal data.
You also have the right to request:
information about how your personal data is processed
a copy of that personal data
that anything inaccurate in your personal data is corrected without delay
that your personal data is erased if there is no longer a justification for holding it
that the processing of your personal data is restricted in certain circumstances (for example, where accuracy is contested)
If you have any of these requests, please contact us using the details in the information sheet provided to you, or the contact details listed below.
Questions and complaints
If you have questions about research that you’ve been invited to participate in, you can contact the researcher named on the information sheet provided to you.
Contact the RHS Data Protection Officer if you:
Office. The contact details for our Data Protection Officer are:
Data Protection Officer
Royal Horticultural Society
80 Vincent Square
London
SW1P 2PE
Email: [email protected]
The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.
You can also complain to the Information Commissioner, who is an independent regulator.
Information Commissioner's Office
Email [email protected]
Contact form https://ico.org.uk/glo...
Telephone 0303 123 1113
Textphone 01625 545 860
Changes to this privacy notice
We may change this privacy notice. When we make changes, the ‘last updated’ date at the top of the page will also change.
Any changes to this notice will apply to you and your data immediately.