Privacy Policy

At impactRI Ltd, we're committed to protecting and respecting your privacy.

This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

Any questions regarding this policy and our privacy practices should be sent by email to: contact@impactri.com or by writing to: Head of User and Customer Engagement, impactRI Ltd, KBDR Building, The Old Tannery, Hensington Road, Woodstock, Oxon, OX20 1JL.

Who are we?

We are impactRI Ltd, who operate the QIARK system of ‘Collective Intelligence’.

In this policy ‘impactRI Ltd’, ‘we’, ‘us’ or ‘our’ means:

impactRI Ltd, Company Number: 09116496; Registered address: The Old Tannery, Hensington Road, Woodstock, Oxon, OX20 1JL

How do we collect information from you?

We obtain information about you in the following ways:

  1. Information you give us directly,
  2. information you give us indirectly, and
  3. when you visit this website.

What type of information is collected from you?

The personal information we collect from you directly, and store, will only include information which you explicitly provide to us for the purpose of interacting with our system, and might include: your name and contact details (including postal address, email address and telephone number); your date of birth; and information useful for directing research questions to you, related to your personal circumstances and abilities, and willingness to receive research questions.

Indirectly our website technologies will collect information about the device you use to access it, for instance your IP address and geographical location.

In commercial transactions we may well need to have your bank or credit card details.

Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your working capacity, ethnicity and religion.

We do not collect sensitive data about you unless there is a clear and valid reason for doing so in connection with your particular requirements in using the system, and data protection laws allow us to.

How and why is your information used?

We may use your information for a number of different purposes, which may include: providing you with the level of involvement in any research activity you have requested, or in relation to other services or information you asked for, processing orders that you have submitted; carrying out our obligations under any contracts entered into between you and us; keeping a record of your relationship with us; conducting analysis and market research to better understand how we can improve our services, products or information; checking for updated contact details, dealing with any accreditation or credentialing exercise you have requested; seeking your views or comments on the services we provide; notifying you of changes to our services; sending you communications which you have requested and that may be of interest to you.

These may include information about campaigns, fundraising appeals and activities and promotions of goods and services; and processing grant or job applications.

How long is your information kept for?

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).

We review our retention periods on a regular basis.

Who has access to your information?

We do not sell or rent your personal information to third parties.

We do not share your personal information with third parties for marketing purposes, and in any panel access for research, elicited from third parties, your identity is protected by the use of technologies providing rapidly changing UIDs.

However, we may disclose your information to third parties in order to achieve the other purposes set out in this policy, which are primarily third parties working on your behalf, or on our behalf where we have agreed in advance.

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

  • Specific Consent
  • Performance of a contract
  • Legal obligation
  • Vital interests
  • Legitimate interests

Email/text/Phone

We will only send you communications by email, text and telephone if you have explicitly provided your prior consent. You may opt out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails.

Post

We may send you information by post unless you have told us that you would prefer not to hear from us.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us, then you can select your choices by ticking the relevant boxes situated on the form used to collect your personal information.

We’re committed to putting you in control of your personal data so you’re free to change your marketing preferences (including to tell us that you don’t want to be contacted for marketing purposes) at any time using: contact@impactri.com, or in writing to the Head of User and Customer Engagement, impactRI Ltd, KBDR Building, The Old Tannery, Hensington Road, Woodstock, Oxon, OX20 1JL.

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted and will retain your details on a suppression list to help ensure that we do not continue to contact you. However, we may still need to contact you for administrative purposes.

Building Profiles

We may analyse your personal information to create a profile of your interests and preferences so that we can tailor and target our communications in a way that is timely and relevant to you.

We are committed to putting you in control of your personal data so you’re free to opt out of your information being used in this way at any time by contacting contact@impactri.com

We may also use your personal information to detect and reduce fraud.

Your Rights

Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:

  • Right of access
  • Right to have your inaccurate personal information corrected
  • Right to restrict use
  • Right of erasure
  • Right for your personal information to be portable
  • Right to object

If you want to exercise any of the above rights, please email us at contact@impactri.com, or in writing to the Head of User and Customer Engagement, impactRI Ltd, KBDR Building, The Old Tannery, Hensington Road, Woodstock, Oxon, OX20 1JL.

We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office.

Keeping your information safe

When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it.

When you use QIARK, all data between your browser and our servers is encrypted with industry-standard encryption techniques. You can view more information about this encryption by clicking the padlock in your browser's address bar when visiting QIARK.

Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Keeping your information up to date

We take reasonable steps to ensure your information is accurate and up to date.

Where possible we use publicly available sources to identify deceased records or whether you have changed address.

We really appreciate it if you let us know when your contact details change.

Use of 'cookies'

Like many other websites, our websites use cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. For example, we use cookies to store information about your current login session. This means you don't have to log back in every time you visit QIARK.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy.

Turning cookies off may result in a loss of functionality when using our website.

Our websites may contain links to other websites run by other organisations. This policy applies only to our websites‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access those using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the privacy policy of that third party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Vulnerable circumstances

We are committed to protecting vulnerable users, customers and volunteers, and appreciate that additional care may be needed when we use their personal information.

In recognition of this, we observe good practice guidelines in our interactions with vulnerable people.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area (“EEA”) - but only in the form of a UID. By way of example, this may happen if any of our panel servers are from time to time located in a country outside of the EEA. You should be aware that these countries may not have similar data protection laws to the UK, but in any event the UID process will keep the data, linked to your personal data, separated.

By submitting your personal data, you’re agreeing only to the UID transfer, and the storing or processing of anonymised information.

We undertake regular reviews of who has access to personal information that we hold to ensure that your personal information is only accessible by appropriately trained staff, volunteers and contractors.

Website recording

Our website uses website recording services.

These products are used to record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. The information collected does not include bank details or any sensitive personal data. Data collected in this way is for impactRI Ltd’s internal use only. The information collected is used to improve our website usability and is stored and used for aggregated and statistical reporting.

For more information please visit the Hotjar Privacy Policy.

Changes to this policy

Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you're happy with any changes. If we make any significant changes, we'll make this clear on this website.

Review of this Policy

We keep this policy under regular review. This policy was last updated in August 2018.