Gromotion Privacy Policy

We take great care in protecting your privacy and the information you provide whilst we qualify your appropriateness to participate in our clients’ research projects, be they online, telephone/ mobile or face to face methodologies.

We are committed to meeting the requirements of the following laws and codes:

The EU General Data Protection Regulation (GDPR).
Data Protection Act 1998 and the new Data Protection Act which will enact GDPR requirements.
Market Research Society’s (MRS) Code of Conduct.
ICC/ESOMAR (European Society for Opinion and Marketing Research) International Code on Market and Social Research.

We take great care in protecting your privacy and the information you provide whilst we qualify your appropriateness to participate in research: whether through online, telephone/mobile or face to face research approaches.We do not sell or promote anything. We solely recruit participants for market research agencies and we commit, in obtaining your co-operation, not to mislead you about the nature of the research or how your input will be used. Your responses will be treated as confidential unless you consent to being identified.

We operate in the UK under the name Gromotion Ltd.

Our registered office is Marathon House, Olympic Business Park, Dundonald, Kilmarnock, Ayrshire, KA2 9AE.

We are registered with Companies House under registration number SC609370.

We are registered with the ICO under registration ZA556676.

Why have we contacted you?

If you are invited to take part in research, it will be because:

You have responded to a social media advert (e.g. Facebook, Instagram, Messenger) which was looking for participants for market research purposes;

You were selected due to being, a customer or previous (i.e. recently left) customer of one of the companies for whom we work; and/ or
You have taken part in previous research recruited by Gromotion Ltd and given us your permission to contact you with future research opportunities.

If you have been contacted by Gromotion Ltd and you do not believe you have given your permission or just wish your name to be removed from our database, please let us know and we will remove you from the contact list for that specific research project immediately and, if appropriate, inform the relevant client organisation who supplied your details. Your rights under GDPR are protected and we will reply to any ‘subject access requests’ within 48 hours. Please submit any requests or queries to info@gromotion.co.uk

What information do we hold?

If you are invited to take part in research, it will be because:

You have responded to a social media advert (e.g. Facebook, Instagram, Messenger) which was looking for participants for market research purposes;

You were selected due to being, a customer or previous (i.e. recently left) customer of one of the companies for whom we work; and/ or
You have taken part in previous research recruited by Gromotion Ltd and given us your permission to contact you with future research opportunities.

We never knowingly invite children under the age of 16 to participate in research studies without taking measures to ensure appropriate consent from a responsible guardian has first been obtained. We actively check for participant age when recruiting for research participants and, should the respondent be under 16, we will ask them to nominate a guardian who can provide consent for their participation. We are typically asking for nothing more than a name and a phone number and/or email address in order to be able to contact you before, during, and/ or after the research process. Wherever possible, we recruit participants from the aforementioned social media platforms and will use Facebook Messenger to ask relevant information questions and communicate with you.

Where we are provided with a database by our clients, we request they only provide us with the minimum amount of details to allow us to recruit to the specification we have been commissioned to carry out. We never hold sensitive data such as account numbers or financial details.

When we contact you, we generally do so for one of the following purposes:

To invite you to participate in research
To confirm the details of the research you have agreed to take part in
To conduct research with you
To validate answers/views you gave in recent research we conducted (if you have consented to us doing so)
To update and to ensure that our records of your personal information are correct (applicable to those consenting to be part of an ongoing community or panel)

To notify you if you have won a prize draw that we administered or to provide you with an incentive for taking part.

What information do we collect?

The information we collect will only be your personal responses to qualification questions we ask you as well as personal information such as name, address, postcode, gender, age, occupation, etc. We may occasionally collect sensitive personal information such as political views but only with your consent. As with all research recruitment you have the option to refuse to take part or refuse to answer any individual question(s). Refusing to answer any one or more question(s) will not impact your ability to complete a research survey and if relevant, be entered into any prize draws. This is collected for quality control purposes and is not shared with anyone outside of our organisation unless you express permission has been obtained (see the section ‘Who do we share data with?’).

Where relevant to the research being undertaken, we may collect business contact information, such as company name, job title, and department. This is collected for quality control purposes and is not shared with anyone outside of our organisation unless you express permission has been obtained (see the section ‘Who do we share data with?’).

We do not do 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.

Gromotion Ltd makes reasonable efforts to keep personal information in its possession or control, which is used on an ongoing basis, accurate, complete, current and relevant, based on the most recent information available to us. We rely on you to help us keep your personal information accurate, complete, and current by answering our questions honestly.

Personally, identifiable information collected will be kept for no longer than 3 months from the project recruitment commencement unless stated specifically at the time of taking part. Non-identifiable information you give will be kept for no longer than 6 months.

How is my consent gained and is it demonstrable?

At the start of every research opportunity, we will provide you the vital information that will allow you to provide informed consent as to whether you wish to take part or not. This will include who we are recruiting on behalf of, the research topic, the length of time required to participate, what incentive is to paid and, where relevant, the date and time of any face-to-face or online sessions.

For certain recruitment purposes, it is vital that we do not reveal the client’s name upfront so as to avoid any bias in your participation. However, the sponsor of the research will be revealed at the start of or end of any research session.

How do we use the data you give us?

The personal information we collect is:

Used to provide our clients (i.e. market research agencies) with a list of possible participants for their research projects. The client will review this potential participant list to check who best meets their own client’s specifications and they/ we will contact you for participation purposes;

Used to administer and operate prize draws/incentives (further details on this use of personal information can be found in the applicable Prize Draw/Incentivisation terms and conditions available on request or at the point of undertaking the research); and/ or
Occasionally used to re-contact you to validate any responses you have provided during the qualification process or during the research itself (if you have consented to us doing so).

All information you provide is treated as confidential. We will never intentionally disclose your personal information or individual survey responses to the client that commissioned the study or any third parties unless:

You request or consent to share your identifying information and individual responses; or
In the rare, but possible circumstances, that the information is subject to disclosure pursuant to judicial or other government subpoenas, warrants, orders, or for similar legal or regulatory requirements.

Who do we share information with?

We will never sell your personal information to third parties. From time to time we may employ other companies and individuals (defined as partners) to perform functions on our behalf, e.g. When we have the need to recruit in a language that is not English. On such occasions, accredited translators will have access to the personal information needed to perform their functions, but will not use it for other purposes. Agreements are in place to ensure that any third parties must also process the personal information as set out in this Privacy Policy and as permitted by the UK’s Data Protection Act/laws/GDPR.  

The data we (or our partners) collect during the research recruitment process is reported back to our client in anonymised format unless you have explicitly given permission to be identified. All data is stored in secure UK servers. A detailed data security risk assessment can be provided upon request to info@gromotion.co.uk

We shall endeavor to ensure that your personal information is kept confidential and secure.

Processing of prizes/incentives may result in your contact details being passed onto a third party e.g. Amazon. This would purely be in order for the prize/incentive to be sent out to you electronically and would not result in any marketing or follow up.

Cookies

A cookie is a small text file that may be placed on your device (computer, mobile phone, tablet) when you complete one of our online surveys. To complete a survey with us we will use a session cookie. This is a temporary cookie and is removed when you close the browser. This session cookie allows us to give your visit to our website (or one of our third-party partners’ websites) a unique identifier so you can complete the survey. You can configure your browser to notify you when cookies are being placed on your computer. You can also turn cookies off and delete those you do not want. Please see your web browsers help section for information on how to do this.

Security

Gromotion Ltd maintains appropriate technical, administrative, and physical safeguards to protect the information, including, without limitation, personally identifiable information, received or collected by us. We review, monitor, and evaluate our privacy practices and protection systems on a regular basis. Only certain employees have access to the personal information you provide us and are only granted access for data analysis and quality control purposes. Gromotion Ltd is not responsible for any errors by individuals or organisations in submitting personally identifiable information to us.

Access Rights

Right of access and right of rectification: You are entitled to access the personal information we hold about you (which is known as a subject access request) and you have the right to update any incorrect information.
Right to withdraw consent: You also have the right to withdraw consent you gave for participation in one of our surveys at any time

Right to be forgotten: This request allows you the right to have your personal data held by us securely erased. In such requests, we will delete them from the project we have contacted you on/for and will pass the request to the organisation that provided us with the details in the initial instance.

Wherever reasonable and practical we will carry out such requests and do so within 10 working days of you emailing info@gromotion.co.uk

Queries

If you have any queries concerning this policy, our website or our recruitment practices, or would like to make a subject access request, please contact us on info@gromotion.co.uk