Privacy & Consent Forms

A Picture of Health Ltd Privacy Notice

Our details

Name: A Picture of Health Ltd

Address: Suite 1, Aireside House, Royd Ings Avenue, Keighley, West Yorkshire, BD21 4BZ, UK

Email: readability_testing@outlook.com

ICO registration number: ZB634901

Introduction and purpose
At A Picture of Health Ltd we are committed to protecting and respecting your privacy and keeping your data safe. This privacy notice sets out how A Picture of Health Ltd collects and uses your data, and your rights to have your personal data protected.

This Privacy Notice applies to information A Picture of Health Ltd collects about individuals who interact with A Picture of Health Ltd for whatever reason. It explains what personal information we collect and how we use it.

If you have any questions about this notice, email us at: readability_testing@outlook.com

A Picture of Health Ltd has registered its data processing activities with the Information Commissioner’s Office, registration reference: ZB634901. A Picture of Health Ltd, company registration number 14816995 is a data controller.

The type of personal information we collect
We currently collect and process the following personal information:

Full name
Sex / gender
Age / date of birth
Contact details: home address / email address / phone number
Occupation / job title / course
Educational level
If you use written documents regularly at work
Confidence in using specific online platforms
If you have taken part in user testing in the last 6 months
Experience of specific medicines and medical conditions within the past 6 months
Bank account details (if bank transfer is chosen method of payment)
Parental status and age of child/ children
Audio recordings and video recordings of research sessions
Technical information such as your IP address, location, browser type and information on how you interact on our website
Any other information provided by yourself at the request of A Picture of Health Ltd

Sometimes, the personal information that A Picture of Health Ltd collects may include information that is defined as ‘special categories’. This includes personal information about ethnicity and health (physical and mental). Where this information is requested or collected, we will tell you why it is needed.

Children’s information (under 18’s)
A Picture of Health Ltd does not usually require information about people under the age of 18. However, there might be occasions where a research study does include children and young people.

A Picture of Health Ltd will get consent from a parent or guardian before collecting information about children under the age of 13 years. However, in cases where we become aware that someone we are engaging with is under 13, only after we have already collected their data, we will ask for the consent of a parent or guardian to continue communicating. If we are unable to get this, we will stop all contact with the child concerned and make a note on their record.

If you are under 18, you should ask the permission of a parent or guardian before sending personal or sensitive information to anyone online. You must let us know your age when you make contact with us, if you are under 18.

We will obtain parental or guardian written consent for anyone taking part in research who is under the age of 18 years. Consent will be obtained ahead of the research session.

How we get the personal information and why we have it
Most of the personal information A Picture of Health Ltd processes is provided to us directly by you. For example, when you complete an online form, or when you email, or phone us. You provide information about yourself and volunteer to take part in our research. For example research interviews, surveys and reviews.

We may also receive personal information indirectly from independent third parties, in the following scenarios:

From a recruitment company if they are helping us to find participants to take part in research.
From our clients, such as charities.

You should check the third party’s privacy notice when you provide your information, to understand how they will process it.

We use the personal information that you have given us to:

Carry out and report research in which you might voluntarily participate.
Ensure we are including the correct group of people in our research.
Make appropriate suggestions and recommendations to you about services that may be of interest to you, such as taking part in research.
Make incentive payments, for example by bank transfer or e-voucher.
To use data analytics to improve our website, services, marketing, customer relationships and experiences.
To be able to manage and develop our relationship with you, which will include for example, notifying you about changes to our terms or privacy policy.

We will only share personal information with our client or a third party:

When you have provided your explicit consent.
When we are required by law or court order to share your data.

We only pass data to third parties outside of the UK where appropriate safeguards are in place as defined by the Legislation. A Picture of Health Ltd relies on the mutual protections agreed between the UK government and the EU and the USA to protect data that is shared with or processed by companies based overseas.

For companies based in the EU, we rely on the reciprocal agreements between the UK and the EU and mutual recognition of the ‘adequacy’ of standards. For companies based in the USA or elsewhere, the United Kingdom government makes a decision based on the laws in that country.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Purpose	Data type(s) collected	Lawful basis
Ensure we are including the correct group of people in our research. Make appropriate suggestions and recommendations to you about services that may be of interest to you, such as taking part in research	For example, name, contact details, age, health information, accessibility needs, ethnicity.	Contract When you complete our ‘participant capture form’, you are forming a contract with us to use and store your personal information. Legitimate Interest We determine whether you are suitable to take part in our research, based on your demographic information.
Carry out and report on research such as interviews and surveys, in which you might voluntarily participate.	For example, name, contact details, health information, accessibility needs, ethnicity, video and, or audio recording.	Consent We will ask for your consent to take part in our research and report your information pseudonymously.
Carry out reviews, in which you might voluntarily participate.	For example, name, contact details, health information, accessibility needs, ethnicity.	Contract When you complete our ‘participant capture form’, you are forming a contract with us to use and store your personal information. Legitimate interest We have a legitimate interest to store your personal details so that we can ask you to review resources and record this. We need to store certain demographic information to ensure reviewers are from diverse backgrounds.
Make incentive payments, for example by bank transfer or e-voucher	For example, name, contact details and bank account details.	Legitimate interest We have a legitimate interest to store these details so that we can pay you for taking part in our research

How we store your personal information

We securely store personal information so that we can contact or involve you in future research. We will store your details indefinitely unless we hear otherwise, in which case, we will delete your details from our systems.

If you have taken part in research with us, for each project:

we securely store your pseudonymised data and project forms for 10 years. This includes audio or video recording, demographic information and consent forms.
we will dispose of your project data by deleting it from our systems either after 10 years or in line with our clients privacy policy, whichever is the soonest.

When your data changes
Please let us know when your personal details, such as your contact details or name change.

Your data protection rights
Under data protection law, you have the following rights:

Right to be informed: This privacy notice complies with that right.
Right of access: You have the right to ask us for copies of your personal information.
Right to rectification: You have the right to ask us to update personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Right to erasure: You have the right to request that we delete your personal data.
Right to restriction of processing: You have the right to ask us to restrict the processing of your personal information, for example to object to marketing.
Right to object: You have the the right to object to us processing your personal information in certain circumstances.
Right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Right to automated decision making and profiling: You have the right to not be subject to a decision based solely on automated processing. Processing is “automated” where it is carried out without human intervention and where it produces legal effects or significantly affects you.

A full summary of all your rights can be found on the Information Commissioner’s Office website at: ico.org.uk

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please email us at apicofhealth@outlook.com to make a request.

How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us by emailing readability_testing@outlook.com or writing to A Picture of Health Ltd, Suite 1, Aireside House, Royd Ings Avenue, Keighley, West Yorkshire, BD21 4BZ, UK.

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data:

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

Website: ico.org.uk

Privacy Notice review
We may modify version 0.2 of this Privacy Notice at any time. We recommend that you take a look at our privacy notice regularly. The most up to date notice can be obtained by emailing us at readability_testing@outlook.com

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