Helix Research and Evaluation (“Helix”) takes great care to protect and respect your privacy and the information you provide whilst engaging in research with us. This includes research hosted on our own website, other websites on our behalf, or by other means including by telephone and face to face.
We are committed to meeting the requirements of the following laws and codes:
- General Data Protection Regulations (GDPR)
- Data Protection (Charges and Information) Regulations 2018
- Social Research Association’s Ethical Guidelines 
- Market Research Society’s Code of Conduct 
- UK Policy Framework for Health and Social Care 
Helix Research and Evaluation is registered with the
Information Commissioner’s Office (reference number: ZA655054)
Information we collect
Helix collects information about you when you use our website, for example, your IP address, and information regarding what pages are accessed and when. If you complete the contact form, the personal information we collect also includes your name and email address.
We will also collect your information when you take part in research with us. 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 research you have agreed to take part in
- To conduct research with you
- To validate answers/views you gave in 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
- To provide you with an incentive for taking part.
The information we collect can contain your personal opinions, views and experiences, as well as personal information such as name, address, postcode, gender, occupation, age, date of birth, email address, telephone number etc. Where relevant to the research being undertaken, we may collect business contact information, such as, organisation/company name, job title, and department.
Gaining your consent to take part in our research
If you are invited to take part in research, it will be because of one of the following reasons:
- You were selected due to your recent engagement with one of the client organisations for whom we work
- You have given permission for an organisation or company to supply your details to Helix for research purposes
- You have taken part in previous research administered by Helix and given us your permission to contact you in the future for research purposes
- One of our staff has contacted you and, based on your responses to their questions has recruited you for research purposes (based on information provided by you to them directly).
If you have been contacted by Helix and you do not believe you have given your permission, let us know and we will remove you from the contact list for that particular research project and inform the relevant organisation who supplied your details.
If we invite you take part in our research, we must provide you with information about the key elements of the research and, if relevant, explain what you can expect from the researchers.
All research participants will also be asked to complete a consent form to confirm that:
- They have read and understood the information provided about the research
- They have been able to ask questions if needed
- They understand that their participation is voluntary, and they can change their mind or withdraw their data at any time, without giving a reason
- If relevant, that they agree to take part in an interview for the research and that will be recorded in writing (and/or by voice recorder, with their consent).
The consent form will also set out participants’ rights under the Data Protection (Charges and Information) Regulations 2019, explain how their data will be stored and processed securely, and ask for them to confirm their understanding of these issues.
Storing personal and research data
We will maintain appropriate safeguards to ensure the security, integrity, accuracy and privacy of the information you have provided. Any research data we collect will be coded and/or anonymised. This means participants’ names, or any personal identifiers will not be attached to the data we collect and store.
Personal data will be stored on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Anonymised research data will be held for five years and thereafter it will be deleted or destroyed.
How we use your information
The personal information we collect is:
- Used to carry out obligations arising from any contracts entered into with you
- Used to seek your views or comments on the services we provide
- Combined with the responses/views/opinions/experiences of others who participated in the same research and reported back anonymously to the client that commissioned the study in order to address the objectives that have been set for the research project. Any personal identifiers will be changed or deleted when we come to write about the results of the research. This means participants will not be identified personally in any reports or other written outputs.
- Used on an aggregated basis to determine which groups of people think certain things more than others
- Used to administer incentives
- Occasionally used to re-contact you to validate your responses (if you have consented to us doing so).
All of your responses (provided via web-based surveys, by skype or other online communication tool, by telephone, or face to face) are treated as confidential. We will never intentionally disclose your personal information or individual responses to the client that commissioned the study or any third parties unless:
- You request or consent to sharing your identifying information and individual responses
- In the rare but possible circumstance that the information is subject to disclosure pursuant to judicial or other government warrants, orders or for similar legal or regulatory requirements.
Who we share the information with
By participating in our research, you consent to us transferring your personally identifiable data to other organisations/companies within the EEA only for the purposes mentioned above. We shall endeavour to ensure that your personal information is kept confidential and secure.
Use of ‘cookies’ on our website
Use of ‘cookies’ when you complete an online survey with us
When you 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.
Switching off ‘cookies’
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, we suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers. Turning cookies off may result in a loss of functionality when using our website or completing a survey with us.
Helix maintains appropriate technical, administrative and physical safeguards to protect 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. This includes ensuring that any security measures taken include:
- Taking steps to control physical access security – restricting access to offices, desks, storage areas, equipment and other places where unauthorised access by people could compromise security.
- Putting in place controls on access to information – procedures for authorising and authenticating data users, as well as software controls for restricting access, and techniques for protecting data such as encryption.
- Establishing a business continuity plan – ensuring there are procedures for protecting and restoring if possible personal data held by the business in the event of a disaster.
- Training staff and sub-contractors on security systems and procedures – includes asking all sub-contractors to sign a Data Protection declaration, to ensure they are aware of their duties under the Act and agree to comply with these.
- Detecting and investigating breaches of security should they occur – ensuring that any breaches of data security (loss or theft of data, etc) are reported immediately and appropriate actions taken.
Only certain employees have access to the personal information you provide to us and are only granted access for data analysis and quality control purposes. Helix is not responsible for any errors by individuals in submitting personally identifiable information to us.
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 access our website.
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 adult.
Accessing and updating your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: firstname.lastname@example.org
Your co-operation in any of our research is voluntary at all times, and we are always thankful for your help. 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.
You also have the right to withdraw consent you gave for participation in our research at any time and have your personal details erased. To do this, please submit your request in writing to the following email address: email@example.com
Links to other websites
Transferring your information outside of Europe
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
If you have any queries concerning this policy, our website or our research, or would like to make a subject access request, please contact us.
If you have concerns regarding how your personal information has been processed by Helix Research and Evaluation you can make a complaint to the Information Commissioners Office (ICO). Website: ico.org.uk Telephone: 0303 123 1113
Review of this Policy
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website and/or agreeing to take part in our research, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to: firstname.lastname@example.org
this Policy under regular review. This Policy was last updated in May 2019.