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Research Project Privacy Notice – Division of childcare after birth

Introduction 

We are conducting research into support for new parents and the division of childcare responsibilities. This privacy notice sets out how we collect and use your personal data if you are a participant in this research project. 

Our research is being conducted in collaboration with the National Childbirth Trust (NCT) and the UK Government Equalities Office. 

Contact details 

Behavioural Insights Ltd (the legal name of Behavioural Insights Team, BIT) (“we”, “us”) is the controller and is responsible for your personal data collected in connection with this project. This notice applies to the personal data we collect directly from you and personal data which is provided to us by third parties. Where we collect personal data from you directly, please make sure that any personal details you provide are accurate and up to date, and let us know about any changes as soon as possible. 

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights in relation to your personal data, please contact the DPO: 

Post: Behavioural Insights Ltd, 4 Matthew Parker Street, London, SW1H 9NP

Email: dpo@bi.team. 

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

What personal data will we collect?

When you receive an NCT newsletter, it may ask you if you would like to participate in a survey run by us.  The first survey you complete will not ask you to provide any directly identifying information.  However, if you choose to participate in either of the prize draws and/or the follow-up survey, we will ask for your email address.  The survey itself will ask for information such as your:

  • Pregnancy status
  • Gender identity*
  • Partner’s gender identity*
  • Partner’s parental leave uptake
  • Partner’s childcare involvement
  • Male partner’s parental status
  • Age*
  • Ethnicity*
  • Education*
  • Household income*

* ‘Prefer not to say’ is an option

What do we do with information we collect?

The purpose for which BIT is processing your personal data is to deliver a trial to test the impact and effectiveness of light-touch communications on men’s parental leave uptake, childcare and housework. 

Email addresses are collected in order to send a follow-up survey several weeks after the NCT newsletter is complete. They are also used in order to select and send prize-winners their vouchers.  Therefore, the provision of an email address is mandatory if you would like to have the chance to win vouchers through a prize draw and/or participate in the follow-up survey.  Select individuals may also be invited by email to take part in paid interviews about their experience of the research materials.

What is our lawful basis for processing your personal data?

Data protection laws require us to meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a lawful basis for the processing. 

For all information collected: 

BIT is relying on the lawful basis of: 

CONSENT: Our lawful basis for processing your personal data is consent (as per Article 6 (1) (a) of the GDPR).

For special category data: 

EXPLICIT CONSENT: you have provided your explicit consent to the processing of special category personal data for the purposes set out in this privacy notice. 

Who has access to your information?

Your information will be accessed by a limited number of researchers and advisors in BIT’s project team working on this project. 

BIT may disclose your information to third parties in connection with the purposes of processing your personal data set out in this notice.  These third parties may include:

  • other companies in BIT’s group 
  • suppliers, research assistants and sub-contractors who may process information on behalf of BIT. These third parties are known as data processors and when we use them we have contractual terms and policies and procedures in place to ensure that your personal data is protected. This does not always mean that they will have access to information that will directly identify you as we will share anonymised or pseudonymised data only wherever possible. We remain responsible for your personal information as the controller.

We may also disclose your personal information if required by law, or to protect or defend ourselves or others against illegal or harmful activities, or as part of a reorganisation or restructuring of our organisations.

International Transfers 

Your personal information will not be transferred outside of the European Economic Area (“EEA”).  References in this notice to the EEA include the UK, even where the UK is no longer a member of the European Union / European Economic Area.

Security

We take all reasonable steps to protect your personal information and follow procedures designed to minimise unauthorised access, alteration, loss or disclosure of your information. 

Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, we implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk of processing.

We ensure that those who have permanent or regular access to personal data, or that are involved in the processing of personal data, are trained and informed of their rights and responsibilities when processing personal data.

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

Data Retention 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. When it is no longer necessary to retain your personal data, it will be securely deleted. 

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Taking the above factors into consideration, our anticipated date of deletion for your personal data is within a month of sending the follow-up surveys. 

In some circumstances, we will retain an anonymised dataset (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you

Your legal rights 

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including rights to: 

  • Request access to your personal data: this enables you to receive a copy of the personal data we hold about you and to check we are lawfully processing it. 
  • Request correction of your personal data: this enables you to have any incomplete or inaccurate data we hold about you corrected. 
  • Request erasure of your personal data: this enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. 
  • Object to processing of your personal data: for example, you can object where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. 
  • Request restriction of processing your personal data: This enables you to ask us to suspend the processing of your personal data. 
  • Data portability: Where the processing takes place on the basis of your consent or contract, and is carried out by automated means, you have the right to request that we provide your personal data to you in a machine-readable format.
  • Request transfer of your personal data.
  • Right to withdraw consent to the processing of your personal data: This applies where we have relied on consent to process personal data. Please note that withdrawal of consent will not affect the lawfulness of any processing carried out before withdrawing your consent. 
  • Right not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you. Please note that BIT does not use automated processing and decision making without manual intervention in its research projects.  

If you wish to exercise any of the rights set out above, please contact the Data Protection Officer with your specific request by email to: dpo@bi.team

It is important to understand that the extent to which these rights apply to research will vary and that in some circumstances your rights may be restricted.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Please also note that we can only comply with a request to exercise your rights during the period for which we hold personal information that directly identifies you. If we have only collected pseudonymised information (e.g. where we have not collected any names or contact details) or personal data has been irreversibly anonymised and has become part of the research data set, it will not be possible for us to comply. 

Changes to this Notice 

We may change this Privacy Notice from time to time.  If we make any significant changes in the way we treat your personal information we will make this clear by contacting you directly.