Privacy notice

(Trial Participants)

Audio Analytic Limited (“Audio Analytic“) is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you when you volunteer to take part in one of our audio collection trials. This notice does not form part of any contract to provide services, and we will update this notice from time to time.

What information do we hold about you and why it is collected?

If you participate in one of our trials, we hold the following information about you:

 

The information we hold
Why is it collected?
Personal contact details – name, address, email address and telephone number To ensure we can contact you throughout your involvement with us, and keep a record of where the audio device is installed.
Audio clips As a consequence of the sound recording device being installed either in your home or in your premises.

 

The audio clips are reviewed by Audio Analytic’s team of experts (who have all signed confidentiality agreements) and any personal information contained in those audio clips is deleted when discovered. This is because we are not a speech recognition company – we are interested in general sounds only (such as dogs barking, doors slamming and smoke alarms).

Metadata about the audio clips To help us understand how the audio clips collected during the trial differ from one another. Once collected, this data is used in an anonymised, aggregated form.
Statistics about how the audio recording device allocated to you is used To ensure any requirements for your particular trial (such as that the device was live for a particular percentage of the time it was in your possession) have been met.

 

 

As you can see above, we primarily process your personal information to facilitate the trial (and we will likely be unable to offer you a place on the trial if you do not provide us with a data point we need, such as your contact details). We also process your data for the following purposes:

 

 

What other purposes is your personal information used for?
Linking the audio clips with your contact details so we can ask you about a particular audio clip (or so you can ask us questions about a particular audio clip)
Dealing with queries you may have before, during and after the trial
Business management and planning
Training
Making decisions about your continued involvement in the trial
Dealing with legal disputes
Making reasonable adjustments due to a disability
To comply with legal and regulatory obligations (such as health and safety requirements)
To monitor diversity and equal opportunities
To assess suitability to participate in the trial
Analysing participation and creating anonymous statistics.

 

What lawful basis do we rely on?

We will usually rely on the following lawful bases to process your data:

 

Type of personal data
Lawful basis
Personal Data (1)   To perform the contract in place between us

(2)   Where it is necessary for our legitimate interests to promote our business, ensure a successful trial and to handle your queries

(3)   Where we need to comply with a legal obligation

Special Category Data (1)   With your explicit consent (this consent is collected via the trial participant form)

 

Other questions you may have

Answers to some common questions in connection with how your data is used are set out in the table below:

 

Additional questions Answers
Will you sell my personal information? We do not sell your personal information to any third parties, and never will. We will only sell anonymised data or knowledge created as a result of the trial.
What sort of third parties do you use? We use IT, data and email service providers who store your personal information for us on their systems. But each provider is subject to contract with strict requirements around how your data must be protected, and they can only use your data in accordance with our instructions.
Where is my data stored? Some of our service providers are based outside the European Economic Area (EEA) so their processing of your personal information will involve a transfer of data outside of the EEA.

Whenever we transfer your personal information outside of the EEA, we ensure it is protected by making sure at least one of the following safeguards is in place:

  • by transferring your personal information to a country that has been deemed to provide an adequate level of protection by the European Commission;
  • by using specific contracts approved by the European Commission which give your personal information the same protection it has within the EEA; and
  • where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.

To keep this privacy policy as short and easy to understand as possible, we have not set out the specific circumstances when each of these protection measures are used. Please contact us for the details as to how we protect specific transfers of your data, and for a copy of the relevant documents.

How long will my information be retained for? Audio clips found to contain personal information are deleted on discovery.

We will only retain your other personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Will you send me marketing? If you have asked to receive marketing from us (such as details about future trials) or have not opted-out of receiving marketing from us when we gave you the opportunity to do so, we will send you marketing in line with any preferences you told us about. We rely on your consent to do this (if you opted-in), or our legitimate interest to promote our business (if you did not opt-out when given the opportunity to do so).

 

What are my rights under data protection law?

Under data protection law, you can:

  • Request access to your data (commonly known as a “subject access request”). This enables you to receive a copy of the data we hold about you and to check that we are lawfully processing it.
  • Request correction of the data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your data. This enables you to ask us to delete or remove data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
  • Object to processing of your data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your data for direct marketing purposes, research or statistical purposes.
  • Request the restriction of processing of your data. This enables you to ask us to suspend the processing of data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your data to another party.
  • Right to withdraw consent. Where you have provided your consent to the collection, processing or transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

 

Privacy law is often complicated, and whether these rights are available to you sometimes depends on the types of data we are handling, as well as why we are handling it. If you would like to exercise any of these rights, please contact us using the details at the bottom of this notice. You always have the right to lodge a complaint with us or the Information Commissioner’s Office, the supervisory authority for data protection issues in England and Wales.

You may contact us to amend, request a copy, or to request your data be deleted by writing to us at Audio Analytic, 2 Quayside, Cambridge, CB5 8AB or emailing data.protection@audioanalytic.com.

 

 

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