Survey Respondent Privacy Notice of Potentia Insight Ltd, in this notice, “we”, “our”, or “us” refer to Potentia Insight Ltd.
Company Number: 14423022 Registered in England and Wales
Our registered address is: 5 Southampton Place, London, WC1A 2DA
You may have been invited to or are currently taking part in a genuine market research survey conducted by Potentia Insight. Your privacy is important to us, and we take great care in protecting your privacy, security, and the information you give us while taking part in one of our surveys.
This policy will be reviewed and may be updated. The policy will indicate the date it was last updated. By taking part in one of our surveys, you show acceptance of this policy.
If you would like to opt out, have any other concerns or to discuss the survey please contact email@example.com.
Our Research and Surveys
The information you provide will only ever be used for research purposes, we will not attempt to sell or promote anything.
We are members of and are committed to meeting the Market Research Society’s (MRS) Code of Conduct (www.marketresearch.org.uk).
The surveys we conduct on behalf of our clients will not mislead you about the nature of the research or how the responses will be used. Responses will be treated as confidential unless you consent to being identified or in the rare circumstance that the information is subject to disclosure due to legal or regulatory requirements.
Taking part in our surveys is always voluntary and you should never incur any charges or adverse effects from taking part in one of our surveys.
We usually act on behalf of our customers, meaning we do not determine the purpose of the processing ourselves and instead our customers do. Where we are performing the data collection, it is our customers who are the data controllers, and we act as a data processor.
For our data collection, our questionnaire and survey data are hosted on dedicated servers with our service provider Forsta. The Forsta Privacy Notice can be found here: https://legal.forsta.com/legal/privacy-notice/.
We will always gain prior parental consent before conducting any surveys with children.
Information we collect
When you take part in one of our surveys we may collect or hold information about you.
This information may be personal information such as gender, age, or your occupation.
This could also include information that can specifically identify you such as your name, address, postcode, telephone number or email address. Information that could specifically identify you is only used for the purpose of the research and is limited to cover only what is strictly necessary.
We are not responsible for any personally identifiable information that has been submitted to us in error.
We may also ask you for sensitive personal information, such as your religious views, political views, or health information. For topics considered sensitive, you will be given the opportunity not to answer.
We do not undertake any invisible processing of data from your computer. We will only collect and use personal information in accordance with this policy to the extent deemed reasonably necessary to serve our legitimate business purposes, and we will maintain appropriate safeguards to ensure the security, integrity, accuracy, and privacy of the information you have provided.
We use a combination of cookies, web beacons, scripts, eTags, local storage (HTML5) and we capture certain information such as your IP address, browser type, operating system, time stamps and other basic metrics along with a pseudo-anonymous identifier. These are used purely to authenticate and validate users, provide a better user experience, and allow for quality control.
While taking one of our surveys, our service provider Forsta automatically tracks each individual survey participant by injecting a unique cookie into your browser. This cookie stores your “state”, or last accessed page and browser information. This allows you to resume a survey at the last question you saw.
How we obtain and use your information
Most of the personal information we process is provided to us directly by you by completing one of our surveys.
We also receive personal information indirectly; this could be because:
- You have purchased, visited or in some other way are a customer of one of our clients
- You have given consent to another company that allows your details to be used by
a third party for research purposes
- You have taken part in previous research and opted in to be contacted in the future
- You are a member of a market research panel and signed up to take surveys
- You have clicked an advertising or email link inviting you to take part in a survey
- We have purchased a list of contacts of which you are part
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You can remove your consent at any time. You can do this by
- A legitimate interest to carry out market research activities to provide a service to
We will not sell your personal information to third parties.
During the course of our market research activity, we may need to transfer your personal data to one of our affiliates or sub– processors. If this is required, data transfer will be limited to what is required, a secure transfer system will be in place and we will ensure that any third party provides sufficient protection and security of your personal data.
Some of our research activities will have incentives and rewards on offer. To be able to administer and process these rewards your personal information will need to be transferred to the reward provider and this would be done only for the purpose of you receiving your reward. Activities where a reward is on offer will be stated in the invite or survey and you will have the option to opt-out.
How we store your information
Your information is stored, and where relevant transferred, securely.
We have a combination of technical, administrative, and organisational security measures in place to protect any information we collect or hold, including any of your personal information. This includes having protections against loss or misuse as well as protecting the integrity and accuracy of the information stored. These policies and measures are reviewed on a regular basis.
Access to the information provided and held is limited and restricted to authorised employees. This access may be required for conducting the survey, data analysis or quality control.
We process personal information on our servers in the United Kingdom and our data collection platform in the EU. Personal data is not transferred outside of the UK and EU without our prior consent and only if the specific obligations to ensure safe transfer of data and compliant protection have been fulfilled.
For our survey data, where personal data is collected and hosted with our service provider Forsta, we also ensure high levels of security and protection. Forsta has a strong security and privacy regime to protect your personal data by applying industry leading security measures and performing ongoing security tests and controls. Details of these can be found here: https://legal.forsta.com/legal/data-and-security/
Our normal data retention period for personally identifiable information is six months from project completion. There may be some instances where an activity requires this period to be either shorter or longer than the standard six months and, in this case, you will be notified at the start of the activity. After our data retention period has ended, your personally identifiable information will be removed from both our servers and our service providers.
Your data protection rights
Under data protection law, UK Data Protection Act 2018 (which incorporates the UK GDPR implementation) and the EU General Data Protection Regulation, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal
- Your right to rectification – You have the right to ask us to rectify personal
information you think is inaccurate. You also have the right to ask us to complete
information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal
information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to
restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the right to object to the
processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer
the personal information you gave us to another organisation, or to you, in certain
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you ask us not to contact you again, we will need to retain your email address to do this. No other information is stored in this suppression list.
Please contact us at firstname.lastname@example.org if you wish to make a request.
Respondents in California, the California Consumer Privacy Act (“CCPA”) requires us to make certain additional disclosures and provides California residents with the ability to request additional information about their personal data. If you are a California resident and it is determined that the CCPA applies to you, this section details those rights, how you may exercise them, and what we will do in response. If you are an individual who resides in California and whose personal data is collected and processed by us, you may have the right to:
- Request that we disclose, free of charge, the categories, and specifics of the
personal data we collect about California residents, the sources from which the
personal data was collected (and/or, if applicable, sell or otherwise disclose to a
third party), and the business purpose for collecting personal data.
- Choose to opt-out of the sale of personal information. Currently, however, we do not
sell personal information.
- Request that we delete the personal data we have collected. Following our verification
of the request, we will comply with the request and delete any or all the personal data
in our possession that we collected from the California resident and/or any or all such
personal data in the possession of our service providers, unless otherwise restricted by
law or regulation.
You have the right not to receive discriminatory treatment from us for the exercise of the privacy rights conferred by CCPA.
Respondents in Canada, your rights regarding your personal information are protected by the Personal Information Protection and Electronic Documents Act (PIPEDA).
Respondents in China, your rights regarding your personal information are protected by the Personal Information Protection Law (“PIPL”) and we will not handle any personal information related to an identified or identifiable natural person within the People’s Republic of China (PRC).
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
This policy shall be governed by, construed, and enforced in accordance with the laws of England and Wales. Any dispute or claims arising from completing one of our surveys shall be subject to the exclusive jurisdiction and venue of the courts located in England and Wales.
Last updated: March 2023