Participant data privacy policy

This policy sets out how Audio Analytic uses and protects any information that you give us when you volunteer to participate in our data collection process. We may change this policy from time to time by updating this page so you should check here to ensure that you are happy with any changes. The specific terms and conditions set out in this Participant Privacy Policy are also subject to our general Privacy Policy, which you can read here.

What data are we collecting?

By using our website and volunteering to be part of our data collection process, we may collect, store and use the following kinds of data:

  1. information about your computer and use of our website, including your IP address, referral source, date of visit, number of visit and page views;
  2. information that you provide to us when registering on our website. This information includes first name, surname, email address, telephone number, and address. This data is collected when an individual signs up to the website to volunteer/participate in our audio recordings. By signing up they are agreeing to our website privacy policy.
  3. Data release forms. The personal information collected via a data release form is part of a contractual handover of the audio data recorded by the volunteer for which they may receive compensation.
  4. Metadata around AA audio recordings. This is information specific to the recording, for example, the age of a baby recorded by baby cry sensor.

The data described at 1. and 2. and 3. and 4. shall be called “Personal Information”.

Before you disclose to us any Personal Information of another person, you must obtain that person’s consent to both the disclosure and the use of that personal information in accordance with this policy.

 

How will we use your Personal Information?

 

The personal data collected through volunteer requests via Hubspot will be used to:

  1. Send non-marketing commercial communications or email notifications relating to recording projects that you have specifically requested to participate in;
  2. Deal with enquiries and complaints made by or about you relating to our website and database;
  3. Verify compliance with the terms and conditions that are published on and govern the use of our website;
  4. Send you notifications or email notifications relating to recording projects that you have specifically requested to participate in;
  5. Deal with enquiries and complaints made by or about you relating to our website and database;
  6. Verify compliance with the terms and conditions that are published on and govern the use of our website.

 

Any data collected via a volunteer request form but not used for any audio recordings will be reviewed on a yearly basis:

  • The Personal Data collected via the data release forms will be used to link the audio data to the volunteer. This enables us to contact the volunteer regarding the data or vice versa.
  • The Personal Data collected in the metadata of the Audio Analytic audio recordings is used to gain a better understanding of variability within the audio data. In these cases, the metadata is not used on an individual basis but is aggregated to get an overview of baby ages, for example.
  • The data will not be used for profiling of the data contributors without the data contributor’s express permission, nor will any personal information be sold to third parties.

 

How will your Personal Information be stored?

All Personal Information gathered through our registration form will be transferred to, and stored in, an external CRM in a cloud server hosted in the US. This data is encrypted during transmission and is linked to individual password protected accounts held by selected Audio Analytic employees. We will take all steps reasonably necessary to ensure that your Personal Information is treated securely and in accordance with this privacy policy. On an annual basis, we will review the personal data that we hold on file. We will only retain your personal data 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.

Who will have access to your Personal Information?

Only selected Audio Analytic’s employees and subcontractors will have access to the data for the purposes set out in this policy. Audio Analytic’s employees and subcontractors are covered by strict non-disclosure agreements. Your Personal Information will not be sold to third parties.

Data sharing

We may have to share your data with third parties, including third-party service providers and other entities in the group. We require third parties to respect the security of your data and to treat it in accordance with the law.

We may transfer your personal information to outside the EU. If we do, we take steps to comply with applicable data protection law, in particular, legal requirements regarding adequate protection for data transfers.

Compliance with the law

Audio Analytic takes all necessary measures to comply with the UK’s Data Protection Act 1998, and the European Parliament resolution of 6 July 2011 on a comprehensive approach on personal data protection in the European Union (2011/2025(INI)). Our data protection registration number is ZA217871.

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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