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User research privacy notice – HEE National Website Platform
We carry out research to learn what people need from our services and how they use them. The research helps us make decisions about how our services are designed and delivered.
What we ask for and how we use it
We ask for contact details so that we can tell you about relevant research activities for the National Website Platform (NWP) and arrange the research sessions. We collect information during the research sessions to remind us of what happened and what was said.
The information we collect
When you join our research panel, or when we invite you to take part, we collect the following personal information:
- name
- e-mail address
- profession
- training stage
- the region you work in
- additional needs when using websites
During the research session we collect personal information in the form of
- written notes
If you have given us your consent, we will also collect the following
- audio recordings and automated transcripts
- video recordings
Where your information is stored
Your information is stored in our IT systems. These are hosted by third party e-mail, document management, video conference, appointment booking and storage providers in the UK. Sometimes we might need to transfer your information outside of the UK. For example, if we need to use a service or supplier based in another country. We will put safeguards in place to protect your information if it is transferred outside of the UK.
Who we share your information with
Individual research sessions may be observed by members of the NWP team and the broader Information, Transformation and Digital directorate at HEE.
Written quotes or short audio and video clips may be used when reporting the findings of the research. We make sure that you cannot be identified when reporting your data. For example, we only show the device's screen in video clips, not any webcam captures.
The findings of research, including quotes and audio/video clips will be shared within HEE and possibly with HEE’s stakeholders and partners.
Only researchers on the National Website Platform have access to the full recordings and transcripts of the research session.
We do not sell or rent any of your information to third parties.
How long we keep your information for
When you sign up for our research panel, we will hold your contact information for three years after the time of your last contact.
When you consent to an individual research study, we will keep a record of your consent along with your name.
Any recordings of the research session will be kept for no longer than 1 year after the session. At that time the recordings, transcripts, notes and any other information will be destroyed.
If you no longer wish to take part in user research
Membership of the National Website Platform user research panel is voluntary. You can opt out of research communications at any time. Please complete the NWP user research opt-out form. Your contact details will be removed from our systems. If you have taken part in any of our research studies, we will keep information about your consent linked to your name as described above.
Your data protection rights
You have a number of rights regarding HEE’s use of your personal data. More information about these rights and how to exercise them can be found in the HEE Privacy notice. Some data is collected anonymously (survey responses or website analytics, for example) or anonymised as soon as possible after collection. This means it is not always possible in all cases to remove the information you have provided if you withdraw your consent.