Terms and conditions

Research Consent

 

Version 2 – Published: 24 Jan 2022

Consent for research

Thank you for meeting and agreeing to be interviewed. We are How Might We and we help to make products and services better by doing research with the people that we think will use them.

The purpose of the session you will be attending is to assist us and our client to design, research, develop, build, and improve their current and future products and services. The study involves a product or feature that’s currently in development; and will help our client better understand the needs of their users.

This agreement is between you (the participant), us (How Might We) and our client (stated in your communications). Before consenting, please ensure that you know who our client is for your research session.

Your rights as a participant 

You have the right to withdraw from the session at any time for any reason. We will not use your personal data, recordings or photographs for any purpose other than this research, and we’ll do our best to keep your data safe and private.

We follow the South African Market Research Society’s code of conduct. Anything you say during the course of the interview will therefore remain confidential to this project and the people involved in it. 

What you are consenting to

We would like to record your interview as a video, photo and/or audio recording. This information is stored securely on Google Drive and a password protected Vimeo channel that will be accessible to the employees of How Might We and our client only. By giving consent, you are allowing us to: 

  • Record audio of my user research interview
  • Record video of my user research interview
  • Take photos during my user research interview
  • Share these recordings, photos, and personal information within How Might We and with our client only. 
  • Live stream the session using a password protected Vimeo channel that is shared within How Might We and with our client only.

You also agree that any ideas or concepts you learn about during the sessions will remain confidential.  

Your personal information 

We understand that your personal information is important to you and that some people may be uneasy about disclosing it. Your privacy is just as important to us and we are dedicated to protecting and collecting your information in a lawful manner.

We want to do our best to ensure that you understand how and why we may process your information. In order for us to process some of your personal information, there are some conditions in which to do it lawfully.

What is personal information?

It is any data that identifies a person, can be used or manipulated by a reasonably foreseeable method to identify the person or can be linked by a reasonably foreseeable method to other information that identifies the person. 

Why is this important?

This is important because you as a data subject, have the right according to the Protection of Personal Information Act (POPIA) 4 of 2013, as amended, to know what we are doing with your personal information, to access the information we have about you and to amend or erase it. You also have the right to restrict what we do with your personal data, to object to the processing of your information and not to have automated decisions made about you based on your data.

What we agree to

We must:

  • Implement security measures;
  • Control processors;
  • Keep records;
  • Co-operate with authorities;
  • Secure personal data;
  • Conduct assessments;
  • Consult with authorities;
  • Appoint an Information Officer;
  • Comply with the Codes.

Our internal processor must:

  • Not outsource,
  • Enter into contracts with their controllers;
  • Inform of irregularities;
  • Follow instructions;
  • Keep records;
  • Appoint a Data Protection Officer.

We agree to process your personal data:

  • Lawfully, fairly and transparently;
  • For a purpose;
  • Only as necessary;
  • Accurately;
  • No longer than is necessary;
  • Securely.

In order to discharge this duty, we require your voluntary, express and informed permission to process your personal information.

The fine print

Please make sure you read each section and consent to how we process your information

Why are we processing your information?

The reason why we require your personal information is for the specified purpose of conducting and assisting research sessions and for the business interests of the company and our client.

Some of the information that we hold may include, your name(s) and surname(s), email address, a home, postal or other physical address, other contact information, your title, birth date, gender, occupation, qualifications, past employment, residency status, your banking details and any other information you disclose during the research session.

All personal data which you provide to us will only be used for the purposes for which it is collected.

How will my personal information be stored?

All personal information which you provide to us will be securely stored electronically on Google Drive and the recordings will also be stored on a private password-protected Vimeo channel. Only How Might We and How Might We’s relevant clients will have access to the files on Google Drive and Vimeo. This information will be encrypted using Google Drive and Vimeo’s HTTPS encryption. 

Once this information is no longer required, due to the fact that the research session or study has been completed, your data will be safely and securely archived for a period of 7 (seven) years, as per the requirements of the Companies Act, 71 of 2008, or longer, should this be required by any other law applicable in South Africa. Thereafter, all your personal information will be permanently destroyed.

Do I have access to the information you hold about me?

You can request access to the information we hold about you at any time. You have the right to ask us to provide you with the details of any of your personal information which we hold on your behalf and the details as to what we have done with that data.

What happens if I withhold consent or refuse to give my personal information?

Unfortunately, we will not be able to have you be a research participant in this study. That would be really terrible, as we would love to work with you.

What if I have a complaint?

If for any reason you think that your personal data is not being processed correctly or that it is being used for a purpose other than what it was originally intended, you may contact our Information Officer.

You have the right to address any complaints to our Information Officer: Amanda Joseph – hello@howmightwe.co.za or to the Information Regulator.

Consent

By agreeing to this you agree to abide by How Might We (Pty) Ltd’s company policies and procedures as they are released and/or updated from time to time.

You declare that all personal information supplied to How Might We (Pty) Ltd for the purposes as provided above and related legal and operational reasons is accurate, up-to-date, is not misleading and that it is complete in all respects. You undertake to immediately advise How Might We (Pty) Ltd of any changes to your personal information should any of these details change.

You understand and accept that How Might We (Pty) Ltd will during the course of the research and/or study, need to collect, organise, process, store and share your personal information for the business interests of the company, as well as for the benefits of both parties. This includes any information that you have provided in during our telephone and WhatsApp conversions, the research sessions themselves, and any other correspondents. 

You understand and accept that How Might We (Pty) Ltd will use this data for client reports, research finding documentation, screening, appointments, training and development, performance monitoring, career and talent management, administration, termination of the study and/or session with which you have been associated, and any other research-related purposes and lastly to distribute relevant personal information when they are legally required to do so.

You give How Might We (Pty) Ltd permission to process and share your personal information and acknowledge that you understand the purposes for which it is required and for which it will be used.