Surveys are a popular tool that are used across the University in research or program evaluations.
Depending on how the surveys are set up, they have the potential to collect the personal information and/or the personal health information of those who are participating in the survey, whether or not that was the intent of the survey creator/owner.
The following are guidelines to help you determine your survey classification and any privacy-related requirements.
To determine whether or not your survey is anonymous, review this decision tree: Survey Classification: Confidential vs. Anonymous.
If your survey is classified as Confidential, it means that you may be collecting personal, identifiable information about your participants and a Privacy Notification Statement is required. Continue to Step 2: Determine the Type of Privacy Notification Statement Required.
If your survey is classified as Anonymous, it means that you will not be able to identify any of your participants through their responses to the survey. Nothing further is required.
To determine the type of Privacy Notification Statement that is required for your survey, review this decision tree: Notification Statement Decision Tree for Confidential Surveys.
Important Note Regarding Use of Market Research Firms: If a third party market research firm is hired to manage your survey and the survey is classified as Confidential and/or collects contact information for a draw, then the notification statement used for the survey and/or the ballot form for the draw will need to include the fact that the participant's responses and personal information is being disclosed to that particular firm. This will need to be used in the "disclosure" sentence of the Notification Statement.
Visit our Anonymizing Surveys website for information on how to create a truly anonymous survey.
If you have any questions about making your survey privacy-wise, or about Privacy Notification Statements, please contact our office at firstname.lastname@example.org or 204-474-7559.
Last Updated: February 19, 2020
If you need more information, or would like to request the information on this website in an alternate format, please contact us at email@example.com or 204-474-7559.