Interview Privacy Policy 

How Impact Reporting Uses Your Data 

This privacy notice outlines how Impact Reporting collects, processes, and uses your personal data, in compliance with the General Data Protection Regulation (GDPR). It also explains the purpose of data processing and how your information is handled during and after the interview process. 

Consent to Process Personal Data 

Prior to the interview, Impact Reporting will ask you to provide explicit consent for the use of your personal data. Consent may be given verbally or through a signed consent form, in accordance with GDPR requirements. 

Recording and Processing of Interviews 

Interviews may be conducted either in person or via a conference call. If you provide explicit consent, the interview will be recorded. During the interview, Impact Reporting will collect notes and may make transcripts. 

Following the interview, all notes, transcriptions, and recordings will be processed using a third-party tool, Dovetail. As part of this process, your personal data will be anonymised, ensuring that identifiable information is removed. Once the anonymisation is complete, the original notes, recordings, and transcripts containing identifiable data will be securely destroyed. The lawful basis for processing your identifiable data is consent, which you have the right to withdraw at any time. 

Data Retention and Lawful Basis 

The anonymised data will be retained for the duration of the project. The lawful basis for processing and retaining anonymised data is the legitimate interests of Impact Reporting and the specific project. 

For more details on how Dovetail handles personal data, you can review their privacy policy here: Dovetail Privacy Policy. 

Your rights under GDPR 

GDPR outlines the following rights for the individual: 

• The right to be informed. 

• The right to access a copy of their personal data. 

• The right of rectification. 

• The right of erasure. 

• The right to restrict processing. 

• The right to data portability. 

• The right to object. 

• Rights in relation to automated decision making and profiling. 

• Where you have provided data voluntarily, or otherwise consented to it’s use, the right to withdraw your consent. 

This privacy notice acts as our method for keeping you informed, along with updates delivered via email when required. You will also find information on how you can access, change or delete your information. At this time we do not use any automated decision making or profiling so you will find no information on this. You also have the right to access, edit and delete this information should you so choose. If you would like to request the information we hold about you is deleted, please contact us on admin@reasondigital.com. 

Access or changes to personal information 

You have the right under GDPR to request a copy of your data which we hold, the rectification of that data and the erasure of that data. If you would like to request any of these actions please contact us on admin@reasondigital.com. 

Security breaches 

In the event that we discover or suspect a data breach, we will notify you as soon as we are able to provide sufficient information as to the nature and extent of the breach. The notice will include, where available at the time of sending, the following: 

• The dates and times of the security event 

• The details of the event including: 

• A description of the data involved in the event 

• The facts of the event or details of the decision to investigate a suspected event 

• The steps we are taking or planning to take to remedy or mitigate the vulnerability. 

Changes to this privacy notice 

We keep our privacy notice under regular review. This privacy notice was last updated on 2^nd Oct 2024. 

How to contact us 

If you have any questions or complaints about our privacy policy then please refer to our contact page.