GDPR | ViaDesign

At ViaDesign, we're committed to protecting and respecting your privacy.

This policy explains why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

Any questions regarding this policy and our privacy practices should be sent by email to sk@viadesign.dk Alternatively, you can telephone +45 2627 9392.

WHO ARE WE?

We’re ViaDesign, a design thinking consultancy specialised in user insights and innovation culture. Se viadesign.dk for more information.

PURPOSES FOR DATA PROCESSING

Most importantly, we use your information only for administration of market research activities. We do not engage in further marketing activities, including the sale and marketing of products or services, and as such your details will not be passed to third party vendors for this purpose. We are simply interested in your opinions.

We use Personal Data that we collect directly from our research participants for the following business purposes, without limitation:

Maintaining and supporting our services, delivering and providing the requested services including payment of honoraria to our research participants, and complying with our contractual obligations related thereto; satisfying governmental reporting, tax, and other requirements; storing and processing data, including Personal Data, in computer databases and servers located in the EU; verifying identity of our research participants; as requested by our research participants; for other business-related purposes permitted or required under applicable local law and regulation; and as otherwise required by law.

LEGAL BASES FOR DATA PROCESSING

Our legal bases for the processing of your Personal Data are:

1) your consent; and/or 2) any other applicable legal bases, such as our legitimate interest in offering services of value to you.

AUTOMATED DECISIONS

We reserve the right to make automated decisions, including using machine learning algorithms, about you to optimize the services offered and/or delivered.

DATA RETENTION

ViaDesign has responsibility to maintain records relating to our research activities, in accordance with the regulatory environment, client requests and suggested industry guidelines, and will retain respondent information and data according to the following retention guidelines:

All information collected during the research process, will be retained by ViaDesign for a period of 12 months.

We will also retain your information as necessary with our legal obligations, to resolve disputes and enforce our agreements, for as long as is permitted under applicable law.

To discuss our policy toward retention, please do e-mail: sk@viadesign.dk

COLLECTION AND USE OF PERSONAL DATA

Before we confirm your participation in a market research interview, we – or our sub-contractors - will ask you a series of questions the answers to which will be used to ascertain your appropriateness for the market research study. If you qualify for participation, you will receive an invitation, usually via e-mail. Following your participation, you will receive an honorarium as reward for your input and time.

To manage this process, and the associated research activities, we collect and retain securely personal information about you. We only ask for personal data necessary to the research process be collected.

Such information might include: Your name; contact details including postal address, email address, phone and fax number; job title; details of your medical specialty, and interests; certain demographic information, such as your date of birth and gender; in the case of healthcare professionals, the name of your hospital or practice, and trust; in the case of patients and caregivers, any medical conditions that you may declare for market research purposes, and your financial information for the purpose of incentive payment.

We also collect non-identifying data, such as survey results and pre-screening data, which on its own cannot identify you.

This Policy does not cover data from which individual persons cannot be identified or situations in which pseudonyms are used. The use of pseudonyms involves the replacement of names or other identifiers with substitutes so that identification of individual persons is not possible.

METHODOLOGIES

We employ three key research methodologies: Face to Face (interviews, focus group discussions, ethnography) normally held at a market research venue or in person at home or at a neutral venue; Telephone (interviews) where we would call you, and conduct the interview by phone.

Before each interview we will provide you with a Consent Form outlining the nature and purpose of the study, and your role in the research process.

RECORDINGS AND OBSERVATION OF RESEARCH

On occasion the interviews may be audio and video recorded. You will be made aware if this is the case at the time of recruitment, and why it is proposed. Recorded data provided to our clients without your consent will be anonymized.

Occasionally your research interview will be directly observed either in person via a one-way mirror or video link, or via audio-video conferencing or teleconference. We will obtain your consent for this to happen, at the pre-screening process of each project. Those viewing the session must observe the confidentiality of all information exchanged, and client observers will be introduced openly and honestly to you.

PROPRIETARY INFORMATION

On occasion during a study or interview, proprietary information regarding products, services and their development may be disclosed. In participating, all such information must be kept confidential, and not disclosed to third parties, or used for any other purpose. Acceptance of this requirement for confidentiality is required to participate in the research process.

Research with Persons under 18 years of age Research with persons under 18 will only take place with the explicit, written consent of the parent or legal guardian.

DISCLOSURE OF YOUR INFORMATION

In certain circumstances your information may be disclosed to others who are assisting us in undertaking the research study. In such situations we take reasonable precautions to ensure that the privacy protections afforded by this Notice are echoed by the recipient of the disclosed information.

ADVERSE EVENT REPORTING

For example: We are obliged by law to report all Adverse Events or Product Complaints that arise during a study and will inform you at the point of recruitment if your consent is required to waive the confidentiality afforded you under this policy. Everything else you contribute during the interview will remain confidential.

SUB-CONTRACTING

For example: We may need to employ the services of sub-contracted suppliers in the completion of the study. In such cases only the minimum of data needed to complete the task will be shared. In such cases, all suppliers will be obliged in writing to maintain the privacy of your information in accordance with this Policy and agree to provide adequate protections for the Personal Data that are no less protective than those set out in this Notice.

SPONSORS OF THE RESEARCH

For example: ViaDesign may need to release your personal identifying information to our immediate client for purposes of conducting the interview. In such cases, your confidential information will only be used for the purpose of conducting an interview and will be kept confidential by agreement. How we use your contribution for a particular client study will be explained fully during the screening process. We shall obtain your written consent to the key aspects of the research process before you participate.

CHOICE WITH RESPECT TO USES AND DISCLOSURES OF PERSONAL DATA

ViaDesign recognizes that EU individuals have the right to limit the use and disclosure of their Personal Data, and we are committed to respecting those rights.

At any point you can ask to withdraw, request access to the information we currently hold, amend or rectify that information and request that we no longer contact you or retain your information, without cost to you.

DATA SECURITY

ViaDesign will maintain, monitor, test, and upgrade information security policies, practices, and systems to assist in protecting the Personal Data that it collects. ViaDesign personnel will receive training, as applicable, to effectively implement this Policy. All information we retain is treated as strictly confidential, managed only by key members of our team.

Adequate precautions are taken to protect personal data, any sensitive data and confidential information against unauthorized access including but not limited to user identification and password only access, pseudonymizing, encryption and firewall protection.

YOUR RIGHTS AS AN EU RESIDENT

RIGHT TO ACCESS

You have the right to obtain confirmation about whether Personal Data is included about you in our databases.

Upon request, ViaDesign will provide an individual access to his or her Personal Data within a reasonable time frame.

ViaDesign will permit an individual to know what Personal Data about them is included in our databases and to ensure that such Personal Data is accurate and relevant for the purposes for which ViaDesign collected the Personal Data.

You may access and modify your Personal Data by contacting ViaDesign by phone, post or email. In making modifications to your Personal Data, you must provide only truthful, complete, and accurate information.

RECTIFICATION AND ERASURE

You may request that we rectify or delete any of your personal data that is incomplete, incorrect, unnecessary or outdated.

OBJECTION

You may object, at any time, to your personal data being processed for market research purposes.

RESTRICTION OF PROCESSING

You may restrict processing of your personal data for certain reasons, such as, for example if you consider your personal data collected by us to be inaccurate or you have objected to the processing and the existence of legitimate grounds for processing is still under consideration.

DATA PORTABILITY

You may request the data you provided to us in a commonly used and machine-readable form.

RIGHT TO WITHDRAW CONSENT

You have the right to withdraw your consent at any time, without affecting the lawfulness of our processing based on such consent before it was withdrawn, including processing related to existing contracts for our products and services.

To exercise any of the above mentioned rights, please contact us as set forth below. We will process any requests in accordance with applicable law and within a reasonable period.

We recommend that you include documents that prove your identity and a clear and precise description of your request. Please note that in some cases, especially if you wish us to delete or cease the processing of your personal data, we may no longer be able to provide our services to you.

Via Email: sk@viadesign.dk Via Postal Mail: ViaDesign, Rørmosevej 28, 3460 Birkerød, Denmark, Via Phone: +45 2627 9392

REQUESTS FOR PERSONAL DATA

ViaDesign will track each of the following and will provide notice to the appropriate parties under law and contract when either of the following circumstances arise:

(a) legally binding request for disclosure of the Personal Data by a law enforcement authority unless prohibited by law or regulation; or (b) requests received from Research participants.

CHANGES TO THIS POLICY

This Policy may be amended from time to time, consistent with applicable data protection and privacy laws and principles. We will notify you if we make changes that materially affect the way we handle Personal Data previously collected, and we will allow you to choose whether your Personal Data may be used in any materially different manner.

QUESTIONS OR COMPLAINTS

If you have any questions or complaints about this Privacy Policy or our data collection practices, please contact us at the details listed below and specify your country of residence and the nature of your question or complaint.