Privacy Notice

Survey PRAEG and contacting us

Survey PRAEG is a market research panel run by TRP Research Ltd on behalf of MG ALBA in order to provide insight into how different Media is consumed amongst the Gaelic speaker/learner population in Scotland. Reporting is sent to both MG ALBA and the BBC. TRP Research work with a wide range of companies to help them gain an understanding of their audience.

We can be contacted at praeg@surveypraeg.com.

Keeping your data safe – our privacy promise to you

Survey PRAEG takes great care to keep all the personal data that you have provided safe. We follow the Data Protection Act 2018 and the UK GDPR. In addition, we also follow the Market Research Society Code of Conduct. To see a copy of this please visit www.mrs.org.uk/standards/code_of_conduct. We are the controller and are responsible for your personal data.

This Privacy Notice explains how we collect, store, use, share and protect your personal data when you sign up for Survey PRAEG and take part in our surveys or register your community group. It also explains the Privacy Rights that you have in relation to your personal data.

The Privacy Notice should be read with the Terms and Conditions and the Cookie Notice. By joining Survey PRAEG you confirm that you have read, understood and agree to this Privacy Notice as well as the Cookie Notice and Terms and Conditions. In addition, by taking part in our surveys you are giving us your consent to collect, store and use your personal data and survey responses as outlined in this Notice. If you do not agree to the Privacy and Cookie Notices and the Terms and Conditions, do not sign up for Survey PRAEG.

Lawful basis for processing your personal data

Personal data means any information about an individual which allows you to be identified. It may also include special categories of personal data, such as ethnicity, national identity and health information which are considered more sensitive.

We use consent as our lawful basis for collecting and using any personal data that we collect from you as below.

We ask for your consent to collect and use your personal data when you sign up for Survey PRAEG. This consent allows us to send you surveys, collect your responses from surveys, report findings on different groups to MG ALBA / BBC and make sure that Survey PRAEG represents the Gaelic speaker/learner population of Scotland. It also means that we can send you rewards and communicate with you about Survey PRAEG.

Each time you refer a friend for Survey PRAEG we ask for your consent so that we can include your name when we invite your friend to join Survey PRAEG.

We may want to collect other personal information from you that isn’t covered by the above, for example information on your health or ethnicity. If we do this we will ask for your consent to collect this information and provide you with all the details you need at the time we ask about this. See the sections titled “Personal Data” and “Special Categories of Personal Data” below for more information on this.

Astar Media

Astar Media is a data processor working on behalf of us, TRP Research to sign people up for Survey PRAEG, help with queries from members, look at any comments you have made in our surveys and manage/monitor the Survey PRAEG Facebook and Instagram accounts. You may see them at events around Scotland promoting Survey PRAEG and signing people up. All personal information collected is gathered and used in accordance with this Privacy Notice.

Signing up via a paper sign up form: Astar Media may keep personal data collected through your paper sign up form for up to a month while your sign up is verified and added to Survey PRAEG. If you sign up for Survey PRAEG using the paper sign up form you may be contacted by Astar Media within a month of joining Survey PRAEG if there is any missing or incorrect information on your form. Your completed paper sign up form will then be transferred securely to TRP Research where it will be stored on our secure servers in the UK and the original will be destroyed. Once this has occurred Astar Media will have no further contact and will no longer hold any personal information on you.

Signing up online or on the phone: If you sign up for Survey PRAEG using either of these methods Astar Media will retain none of the personal information collected from you. We may share the information you provided on the sign up form with Astar Media if we are missing any information from you or some of the details you provided are incorrect, e.g. your email address is not valid. We will always share information with Astar Media in a secure way, only sharing the least amount of information needed. Personal information will be deleted by Astar Media as soon as the issue has been resolved. Once the issue has been resolved Astar Media will no longer hold any personal information on you.

Survey PRAEG Facebook and Instagram accounts: Astar Media manage and monitor our Survey PRAEG Facebook and Instagram accounts. This means they will have access to any messages that you send to these accounts, including any personal information that you share. Astar Media will reply to any messages as appropriate.

All queries and comments sent to Astar Media will be screened for personal information and removed before sending to them. No personal information will be intentionally transferred to Astar Media and if found will be immediately removed.

In addition to the above, we have a written agreement with Astar Media to make sure they do not disclose your data to any other party or use it for any other purpose. Please see the rest of this Privacy Notice for more information on why we are collecting personal information from you, how it will be stored, what it will be used for, how we will protect your data and who we will share it with.

Personal data

We collect personal data such as your name and address when you sign up for Survey PRAEG and we ask for your consent to collect and use this data. This data is collected through an online or paper survey, depending on how you sign up for Survey PRAEG. We will let you know why we need each piece of personal data when you sign up for Survey PRAEG. If you don’t provide us with this data then you will not be able to join Survey PRAEG. From time to time we may ask for other personal data from you as part of our surveys. If we do this we will always provide you with all the details you need at the time, so you can decide if you are happy to provide this and we will ask for your consent as appropriate.

We collect and use your personal data in the following ways using “consent” as our lawful basis for processing. If we want to use the information you have provided for any other purpose or want to collect further personal data from you we will ask for your consent again.

We use your name, postal address, email address and telephone number to send you surveys, rewards and to communicate with you about Survey PRAEG. Your contact details will also be used to let you know if you have won one of our prize draws. We will only use the contact details provided for this purpose and will seek further consent from you before using your contact details for any other purpose.

Communicating with you about Survey PRAEG

Email address: We use your email address to send you surveys, rewards and to communicate with you most of the time.

Address: We may contact you by using your postal address from time to time to let you know about our surveys, Survey PRAEG and any special rewards / prize draws. If you do not want us to contact you by post for any reason let us know by emailing praeg@surveypraeg.com.

Phone number: We may text or call you from time to time to let you know about our surveys, Survey PRAEG and any special rewards / prize draws. All our text messages include the option to opt out if you do not want to receive further texts from us. If you would like to opt out from phone calls let us know by emailing praeg@surveypraeg.com or tell our representative on the phone.

You can change your communication preferences at any time by emailing praeg@surveypraeg.com. Note that you are not able to opt out of communications by emails unless you unsubscribe.

We use all information collected from you as part of the sign up form to make sure you meet the criteria for joining Survey PRAEG and to help check the quality of our members. For example, to make sure you have a valid postal address in Scotland we may use the Royal Mail postcode finder to make sure that your address exists. We may also use other data collected from you during our surveys to detect fraudulent activity.
We may use the demographic information (e.g. age, sex at birth, gender you identify with, address etc) you provide so we can decide if you qualify for a survey.
We use your age, sex at birth, postcode and Gaelic language fluency to make sure that Survey PRAEG represents the Gaelic speaker/learner population of Scotland and to set quotas to limit the number of responses from different groups if needed. We also use this information so we can report findings from our surveys on different groups and send you relevant surveys. Our reporting is based on broader categories with age being reported as an age bracket (e.g. 16-24) and postcode being converted into large areas (e.g. Highlands and Islands).
We ask whether the gender you identify with now is the same as your sex at birth and how you would describe your gender so we can make sure that Survey PRAEG is inclusive and reflects the diversity of the Gaelic speaker/learner population of Scotland. These questions include a “prefer not to say” option.
We ask whether you are the main income earner and for details of their job/profession so we can give you a social grade – questions relating to social grade must be based on the main income earner. This allows us to make sure that Survey PRAEG represents the Gaelic speaking/learner population of Scotland and to set quotas to limit the number of responses from different groups if needed. We also use this information so we can report findings from our surveys on different groups and send you relevant surveys.

Special categories of personal data

We don’t currently ask you for any special category data such as ethnicity, religion, health information as part of Survey PRAEG. If we do want to collect any special category data from you we will only collect it where you have given your explicit consent and will always let you know why we are collecting this information from you at the time we ask about it.

Surveys

We will send you surveys once they are available unless you choose to leave Survey PRAEG or let us know that you do not want us to send you the survey. The responses you provide to our surveys are voluntary and it is your choice whether you want to take part in the surveys we send you. We use “consent” as our lawful basis for processing to send you surveys, collect your responses and report findings on different groups to MG ALBA / BBC. Your individual survey responses will be collected and stored on our secure servers in the UK once the survey has closed. This information is never passed on to MG ALBA / BBC. In addition, your responses will be stored in Tivian for a short time until the data has been processed. See section titled “Sharing Your Personal Data” below for more information about this company, what data is shared with them and why it’s shared. Your data will then be anonymised and combined with data from other members so we can help MG ALBA / BBC understand what it means and answer their questions. Once this has taken place it will not be possible to identify you through your survey responses.

Sometimes our surveys include free text fields, for example to ask for your opinion on a new TV show. The answers to these questions when anonymised are passed directly on to MG ALBA / BBC. We will never ask you for any personal information in these questions and we ask you to make sure that you do not include anything that might identify you personally in these free text fields.

Referring a friend

If you decide to refer a friend for Survey PRAEG you will need to provide us with your friend’s name and email address / phone number so we can invite them to join Survey PRAEG. You should only refer your friends if they are happy for you to give us their contact details. Your friend’s details will be treated in the same way as any other personal data and are subject to the same Privacy Rights as a Survey PRAEG member. Your friends’ details will be kept on record until the project ends so that we know who we have sent an invitation to, so we don’t send them multiple invites.

Where needed we will also ask for your name and email address as part of the refer a friend survey so that we can link the referral back to you and reward you with the extra referral credits/reward. In addition, your name will be included when we invite your friend to join Survey PRAEG. We ask for your consent each time you refer a friend and therefore use “consent” as our lawful basis for processing the data.

If you do not agree to this do not use the Refer a Friend Scheme to refer your friends for Survey PRAEG.

Children

You need to be 16 years old or over to be able to sign up for Survey PRAEG and take part in our surveys. We will not knowingly collect data from any child under the age of 16 without consent from their parent(s) or legal guardian(s). If you are a parent or legal guardian and find out that your child has given personal data to us that you did not agree to, let us know by emailing praeg@surveypraeg.com and we will delete any information that we hold on them.

Data storage and protection

We know how important it is to keep the personal data that you have provided safe.

Once you are a member of Survey PRAEG your personal data will be stored and processed on our secure servers in the UK, in Tivian and in the Sendmode system. See section titled “Sharing Your Personal Data” below for more information about these companies, what data is shared with them and why it’s shared.

If you signed up for Survey PRAEG using a paper form at an event your paper sign up form will be stored securely in our offices or on our secure servers in the UK.

Your personal data will only be accessed by our employees who need access to it to carry out their job responsibilities, for example to input your data, send you surveys and answer your questions.

Your personal data will be stored and processed while you are a member of Survey PRAEG or until the project ends. If you choose to unsubscribe from Survey PRAEG we will keep a record of your personal data unless you ask for it to be deleted (see “The right to erasure” under the section titled “Your Privacy Rights”). The reason for this is to help prevent fraud and to make sure that you are not contacted again (e.g. via a friend referral).

Sharing your personal data

Survey PRAEG guarantees that your personal data will be kept confidential and secure. We keep a record of the personal data you have provided in our files but information that personally identifies you will not be shared with MG ALBA / BBC or used in our reporting unless we ask for additional consent to do this. If this happens we will always give you all the information that you need to be able to decide if you are happy to share your data in this way and you do not need to agree to this to remain a member of Survey PRAEG. We won’t pass on any personal details to any third parties for selling, marketing or any other purposes not stated in our Privacy Notice. In addition, your personal data will never be shared with the community groups or charities with whom we work.

We will never share your personal data with third parties apart from:

Our named service providers listed below for the reasons given. They will only be given access to the least amount of personal data that is needed to be able to provide the specific service to us. In addition, we have written agreements with them to make sure they do not disclose your data to any other party or use it for any other purpose.

When we may ask to share your personal data (e.g. name, postal address, email address etc. as applicable) with the supplier of the prize if you are the winner of one of Survey PRAEG’s prize draws. This will allow the prize to be delivered directly to you from the supplier. We will state who the supplier is, what data will be shared, how it will be used and ask for your consent to do so.

Tivian – all online surveys and sign ups:

All our online surveys (including any surveys / sign ups completed over the phone) are created and sent through our Survey tool provider called Tivian. Personal data such as your name and email address are stored in Tivian so we can send you surveys by email and collect your responses. Your personal data is also stored in Tivian for a short time while you sign up for Survey PRAEG or while your paper sign up form is entered. Personal data is deleted from the system when it is no longer needed or after 6 months, whichever is sooner. Personal data stored in Tivian will be kept in their data centre in the EEA.

Tivian is a Data Processor and is therefore required to safeguard your data. If you would like to see a copy of Tivian’s Privacy Notice please visit www.questback.com/assets/uploads/Survey_Privacy_Policy.pdf. If you are at an event ask one of our recruiters to see a copy of Tivian’s Privacy Notice.

Sendmode Business Messaging – sending texts:

We may sometimes send you text messages about Survey PRAEG through Sendmode Business Messaging. Personal data such as your name and phone number will be stored in the Sendmode system so this can happen. Your details are deleted from the system when they are no longer needed. Each text message will include the option to opt out if you no longer want to receive texts from us. If you choose to opt out, your name and phone number will be stored in Sendmode to make sure that you do not receive any more texts from us. Personal data stored in Sendmode will be kept in their UK data centre.

Sendmode is a Data Processor and is required to safeguard your data. If you would like to see a copy of Sendmode’s Privacy Notice please visit www.sendmode.co.uk/gdpr-compliance-sendmode. If you are at an event ask one of our recruiters to see a copy of Sendmode’s Privacy Notice.

Astar Media:

Please see the section titled “Astar Media” to see the reasons we may share your personal data with them.

Data transfers outside the EEA

Your personal data will be transferred between the UK and the European Economic Area (EEA) as per this Privacy Notice but will not be transferred elsewhere.

Cookies

Please see our Cookie Notice for details on the Cookies that are used for Survey PRAEG and why they are needed.

Other projects:

We run other projects for Survey PRAEG from time to time where additional personal data is collected and/or we are collecting the data for a purpose not specified in the main Survey PRAEG Privacy Notice, for example when we run focus groups. Where this happens we ask you for additional consent to take part in the particular project. Each different type of project also has its own Privacy Notice addendum. Here you can find information related to the project and any changes to how your data is collected, used, stored, shared and protected. The Privacy Notice addendum should be read alongside the main Privacy Notice. All additional projects we have undertaken are listed below along with the dates they took place:

Survey PRAEG Focus Groups Addendum
Dates: February 2024 onwards

Your privacy rights

The right to be informed: You have the right to know how TRP Research collects and uses your personal data. Please see the section titled “Personal Data” above for details on this.

The right of access: You have a right to access the personal data that we hold on you, should you wish to access this please email us at praeg@surveypraeg.com confirming which information you wish to see.

The right to rectification: We want to make sure that your personal data is accurate and up to date. If there are any details that need updating please email praeg@surveypraeg.com to let us know and we will amend our records. We may contact you via an email, text, letter or phone-call to check that the details you have provided to us are correct.

The right to erasure: You have the right to request that we delete all your personal data. If you choose to do this you will no longer be able to take part in Survey PRAEG and will no longer receive surveys, credits or rewards from us. If you would like us to delete your personal data please contact us by email at praeg@surveypraeg.com to let us know. If your personal data is deleted there is a chance that we may contact you again in the future, e.g. via a friend referral as we will no longer have a record of who you are.

The right to restrict processing: If you have any concerns over the personal data that we hold on you or the way in which it has been processed you have a right to request the restriction of processing of your data. If you would like to do this please email us at praeg@surveypraeg.com to let us know.

The right to data portability: You have the right to move your personal data to another research panel. If you would like to do this please let us know by contacting us at praeg@surveypraeg.com and we can arrange for it to happen.

The right to object: You have the right to object to the processing of your personal data in certain circumstances. If you object to the processing of your data please email us at praeg@surveypraeg.com or unsubscribe (please see the section titled “Leaving Survey PRAEG”).

Rights related to automated decision making and profiling: Automated decision making and profiling involves making a decision using technology with no human involvement. Survey PRAEG does not use automated decision making or profiling.

Leaving Survey PRAEG

You can leave Survey PRAEG at any time by emailing praeg@surveypraeg.com. Requests to unsubscribe will be completed within 7 days and once actioned you will not be contacted again. We will keep a record of your personal data for the purpose of preventing fraud and to make sure that you are not contacted again (e.g. via a friend referral). See section titled “Data Storage and Protection” for more details on this.

We reserve the right to end your membership with Survey PRAEG at any time – see our Terms and Conditions for more information on why we might need to do this.

Further information

If you need any further information or wish to lodge a complaint please contact us at praeg@surveypraeg.com. You also have the right to lodge a complaint with the Market Research Society at www.mrs.org.uk/standards/complaint-handling/tab/how_to_complain or the ICO at www.ico.org.uk/concerns.

For more information on the survey, rewards, Survey PRAEG news or FAQs please visit our website www.surveypraeg.com/.

We keep our Privacy Notice under regular review; the notice was last updated on 17/04/2024.