Privacy Policy

Data Options is a data processing organisation based in Macclesfield, Cheshire that processes data for clients in the market research sector. Most of the data we process is anonymous as it is collected by our clients via online or telephone surveys and we only receive the data that is required to collate information for analysis purposes, which doesn't usually include information that can be attributed to an identifiable person. However, sometimes we receive information in the form of paper questionnaires which can include respondent information.

Data Options is also required to process relevant personal data regarding members of staff.

We take all reasonable steps to ensure personal information is held securely and this privacy policy explains how we manage this information.

Data Options is registered with the Information Commissioner and is committed to meeting the requirements of GDPR, the Data protection Act 1998 and the Market Research Society Code of Conduct.

Data Protection Officer

Our Data Protection officer is Claire Raistrick.

You can contact her via email at enquiries@dataoptions.co.uk, by phone on 07491313968, or in writing at PO Box 733, Macclesfield, Cheshire, SK10 9DW

Personal Data

Personal data covers both facts and opinions about an individual where that individual can be identified. For example, it may include contact details of respondents to surveys and responses to survey questions. Personal information also includes information necessary for employment such as the member of staff's name and address, email address and details for payment of salary, tax etc.

Processing of Personal Data

Survey Respondent Data

Data Options will process survey data in accordance with the contract provided by our client (the data controller).

We will ensure that Online and Telephone survey data passed to Data Options for processing is anonymous. In exceptional circumstances, where personal data is necessary for the processing of survey data, we will confirm that the Data Controller has a legal basis for processing the data.

Paper questionnaires containing personal respondent information are processed in accordance with the contract provided by the data controller. On receipt of paper questionnaires, we will ensure that personal information and survey data are separated where possible and personal information will be securely destroyed or returned to the data controller (as specified in the contract). Any survey information which cannot be anonymised, falls under the definition of personal data and is not otherwise exempt, will not be shared with anyone without express permission.

Staff Data

We only hold information about staff members that is required in relation to their employment – for instance, pay and tax details.

Right of Access to Information

Data subjects have the right of access to information held by Data Options. Anyone wishing to access their personal data should put their request in writing to the DPO (Data Protection Officer) using the contact details above. We will, in conjunction with our client (the Data controller) where applicable, try to respond to any such written requests as soon as is reasonably practicable and in any event, within 40 days for access to records and 21 days to provide a reply to an access to information request. We will also assist our client (the Data controller) with any access to information requests made directly to them.

Accuracy and Right to Have Data Erased

Data Options will endeavor to ensure that all personal data held in relation to staff employment is accurate but staff are responsible for notifying the DPO of any changes to personal information held about them.

All data subjects have the right to request that information, including inaccurate information about them, be erased (except where information is held as a legal or statutory requirement) or amended. Data Options is not responsible for the accuracy of personal information supplied to us by individuals.

Enforcement

If an individual believes that Data Options has not complied with this policy or GDPR, they should notify the DPO in writing and we will reply within 21 days.

Data Security

Data Options takes appropriate technical, administrative and physical steps to ensure the security of personal data, which can only be stored on our secure server or in secure storage (if not digital).

Our staff are required to respect the personal data and privacy of others and must ensure that appropriate protection and security measures are taken against unlawful or unauthorised processing of personal data and against the accidental loss of, or damage to all personal data.

We regularly review our security procedures, provide staff training where appropriate and ensure that only authorised staff have access to personal data.

Retention and Storage of Data

Data Options store survey data on our secure server in accordance with the contract provided by our client and data will be deleted as soon as it is practical to do so or at a time specified in the contract. Staff and customer data may be retained for differing periods of time for different purposes as required by statute or best practice.

When paper questionnaires are destroyed, they will be destroyed securely in accordance with best practice at the time of destruction and the destruction certified.

Transfer of Data

Where Data Options is the data controller, data collected by us may not be transferred to a third party, in this country or abroad, without consent of the data subject and without the permission of the DPO.