The charity making life better by water

Privacy Schedule for research participants

This Schedule sets out details of our processing of our research participants’ personal information.

It should be read in conjunction with the Trust Privacy Notice

Trust research

Our research can take various forms, including interviews with the possible provision of photographs, videos and written and audio stories, and short surveys. The Trust often use Snap Surveys to gather information on our behalf, and it will be clear if this is the case. In addition, the Trust will often use external partners to assist in gathering research information its behalf.

Depending on the nature of the project, information collected may anonymised, meaning you cannot be identified from it. At other times, on rare occasions and only where necessary, the information may not be anonymised.

The information – whether anonymised or otherwise - will be analysed to understand various points of interest to the Trust and wider society, for example the social impact of our waterways and our activities and programmes, on those who participate in them.

More information on the precise nature of the research, including whether the information will be anonymised, will be provided to you as part of the introduction to the project, together with confirmation as to whether information will be anonymised.

We will always obtain your consent before you agree to participate in research by explaining the project and what is involved, so you can make an informed decision about participating. Your participation is entirely optional, and you are free to withdraw at any time without giving a reason.

If you are participating in a recorded interview or appearing in videos or photographs, we will obtain additional consent to use that information, except where you appear incidentally in the images. Please see our Privacy Schedule for photographs, videos and written and audio stories for more information.

Written or audio stories

As part of our research, the Trust may process your written or audio stories about your experiences with the Trust or its waterways or surrounding areas, for the purpose of documenting or promoting our work.

Controller of your information

We are the controller of your personal information. Where we legitimately share your information outside the Trust, the recipient organisation may either be the processor or joint controller, depending on the circumstances and subject to appropriate safeguards and controls.

Where we get your information from

Your information may be collected in a variety of ways.

Information you provide

  • When you provide information as part of the research you are taking part in, either directly or in response to surveys, questions, and prompts.

Information we obtain from other sources

  • We do not obtain your information from other sources. Although we do sometimes instruct third parties to conduct surveys on our behalf, the information will have come from you.

Information we create

  • We do not create any information about you.

Information we collect about you

Depending on the circumstances, we may hold and process some, or all, of the information contained in Annex 1 – Schedule of personal information processed.

Special category information

Some of the information we collect as set out in Annex 1 may be special category information, depending on the nature of the research.

Criminal convictions and offences information

We do not collect your criminal convictions and offences information.

Why we process your information

Your personal information will be processed for the purposes set out in Annex 1 – Schedule of personal information processed and will not be processed for any other purpose.

Lawful basis

Your personal information will be processed under the lawful basis set out in Annex 1 – Schedule of personal information processed.

Where your information will be stored

Any personal information you provide will be stored in a secure area and will only be accessible to members of the research team for legitimate Trust purposes.

How long we keep your information for

We will only keep the information for as long as necessary for the research, after which it will be destroyed. For more information, please see the details you will be given at the time.

Who we share your information with

Your information - whether anonymised or otherwise - may be shared internally within the Trust for legitimate Trust business in accordance with Annex 1 – Schedule of personal information processed.

It may also be shared externally according to Annex 2 – Schedule of personal information shared, although in this situation the information will likely be anonymised and mostly be shared in the form of reports and other analysis.

International transfers

We do not currently share any of your information internationally. However, we may publish anonymised results of our research online, which is available for access by the world.

Other information capture

Occasionally, a Trust project may use Bluetooth sensors to track visitor route finding on the canal network. This information is anonymised, so no personal data is collected. There are signs in place to advise of this tracking, and if you would prefer to opt out this can be done by switching off Bluetooth functionality on your mobile device(s).

Other relevant privacy documents

Internal

External

Changes to this Schedule

We may change this Schedule from time to time without notice to you. This is to ensure it reflects current legislation. In that case, the ‘latest version’ date in Annex 3 will also change. Any changes to this Schedule will apply to you and your data immediately.

If these changes significantly affect how your personal data is processed, we will take reasonable steps to let you know.

Latest version

This Privacy Schedule is reviewed periodically when changes are required, and in any event every three years. If the version you are viewing is older than three years, please ensure that you have the up-to-date version by contacting [email protected]

See Annex 3 – Version Control.

Last Edited: 08 December 2023

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