Prospective Research Participant Privacy Notice

Introduction

This privacy notice concerns the processing of personal data by the ParentPay Group for the purposes of maintaining a prospective participants pool for user testing and related research. It will explain what personal data is processed, why it is processed, and how it is processed. We hope this notice is clear and transparent but, if you have any questions, please get in touch via the contact details below.

Who are we?

The ParentPay Group (“the Group”) comprises several brands, each of which is a data controller. A data controller decides what personal data is processed, why, and how. In this case, the data controller will be one of the below, depending upon which brand’s research participant pool you have chosen to join.

• ParentPay – dpo@parentpay.com
• Cypad – dpo@parentpay.com
• Education Software Solutions – dpo@educationsoftwaresolutions.co.uk

Data may be shared within the Group for the purposes of identifying research opportunities that may be relevant to you and contacting you about those opportunities.

How we collect your personal data

• Verbally – when talking to one of our team, you may be asked if you would like to take part in specific or future research with the Group.
• Questionnaire Surveys – when completing a survey, you may be asked to leave your name and email address if you would like to be contacted about participating in relevant research opportunities.
• Feedback requests – you may volunteer to be part of a specific research activity; in which case your details will be added to the prospective participants pool.

What we collect

We will collect your name, email address, organisation name and postcode, job role, and high-level information about any accessibility needs you may have if you choose to let us know about them.

How we use your personal data

If you agree to join our participants pool, we will use your data in two ways:

• We will contact you to provide general feedback around usability of the product including, but not limited to, interviews, completion of questionnaires, usability and wireframe testing
• Where an opportunity is identified for you to take part in more specific research that we feel would be relevant to you, for example around accessibility if appropriate, then we will contact you to explain this opportunity and seek your consent to participate.

Our legal basis for processing your personal data

We are processing your personal data based on your consent. If you no longer wish to be part of the prospective participants pool, you can withdraw your consent at any time. To do so, please contact the relevant part of the Group using the details above.

Where we store your personal data

Your personal data is stored in Microsoft Azure datacentres located in the United Kingdom or Ireland and accessed via Office365 applications.

How long we keep your data for

Your data will be retained as part of the prospective participants pool unless or until you tell us that you no longer wish to participate, at which point your data with be deleted.

If you don’t engage with us for a period of 12 months we will not contact you again and we will remove you from our research pool.

Who your data is shared with

Your personal data may be shared within the Group for the purposes of identifying relevant research opportunities and communicating those opportunities to you.

Your rights

Under data protection legislation you have several rights in relation to your personal information. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within 30 days of receipt of this information or, where no such information is required, after we have received your request. This section explains what your rights are; if you wish to act on any of them, please use the contact details above.

• Accessing your personal information – You have the right to request a copy of the personal information that we hold about you. This is known as a Subject Access Request.
• Correcting and updating your personal information – The accuracy of your information is important to us. If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know.
• Erasing your personal information or restricting its processing – You may ask for your personal information to be removed from our systems. Unless we are legally permitted or required to keep the data, we will comply with your request.

You may also ask us to restrict processing your personal information in the following situations:

• Where you believe it is unlawful for us to process the data; or
• You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.

Lodging a complaint

You have the right to complain to the Information Commissioners Office (ICO) if you are concerned about the way we have processed your personal information. They can be contacted via:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 01625 545 700