Updated as of January 29, 2019
We treat all information we receive from clients as confidential and do not use the information for any purpose other than to fulfill our obligations to them. We keep client information secure at all times, and prevent the misuse and unauthorized disclosure of it by our employees or any third parties.
In order to provide our services to clients, we may employ the use of client contact lists which would contain personal information such as names, email addresses, phone numbers, and mailing addresses. On studies involving European citizens, client contact lists will only be used in cases where active consent to be contacted for research purposes has been granted by the participant.
All responses to our research are completely confidential. We collect data in our studies for research purposes only, and our use of that information will be limited to that purpose. Research participant answers will not be used by any entity as an aid for sales.
Research participation is voluntary, and sample members always have the opportunity to decline involvement or to "opt out" of the research even after agreeing to participate.
In order to provide our services to clients, we may request from research participants their personal information such as names, email address, phone number, or mailing address. In cases of video recorded research, the ability to record facial image could be requested. This collection of personal information from research participants is done solely through the legal basis of consent.
We do not rent, sell or give personal information to any third party for the purpose of directly marketing any products or services. In some cases, we may need to share personal information with third parties that provide research services in support of the research project. Any third party that receives personal information is obligated to follow all of the same privacy protection regulations as followed by Hotspex.
At their request, we give research participants access to the personal information we have collected about them. We correct any information that is inaccurate or incomplete, change their consent status, or have their personal information deleted.
We do not knowingly collect personal information under any circumstances from anyone under the age of thirteen (13), and if we become aware that we have inadvertently collected personal information from anyone under this age threshold, we will promptly delete such information.
We maintain all necessary physical, electronic and procedural security measures to help safeguard client data and personal information. Third parties that provide us with support or services may also receive client data or personal information, and we require them to maintain security measures similar to ours with respect to such information. Nevertheless, the Internet cannot be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any information you provide to us. If any information under our control is compromised, we will take reasonable steps to investigate the situation and, where appropriate, notify those individuals whose information may have been compromised, and also take other steps as necessary in accordance with any applicable laws and regulations.
Hotspex will take reasonable steps to ensure the personal data is accurate, complete, current and relevant, and is used only as described in the “Data Retention” section below. While we accept responsibility for the management and confidentiality of the personal information collected, please note that we do not always have control over the accuracy of the information provided directly to us, and accept no responsibility for information’s accuracy in such cases.
In general, to determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements. We may also process data on behalf of third parties who have engaged us. We keep personal information processed on behalf of third parties for as long as needed to provide services to the third party in question. Notwithstanding anything above to the contrary, we reserve the right to retain personal information for any period required by law or to comply with our legal obligations, resolve disputes, and enforce our agreements.
While Hotspex Inc. is a Canadian company with offices in the United Kingdom and the United States of America, we provide services to individuals and our technology processes data from users around the world. Accordingly, Hotspex may transmit your personal information outside of the country, state, or province in which you are located.
Hotspex complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union to the United States.
In compliance with the Privacy Shield Principles, Hotspex commits to resolve complaints about our collection or use of your personal information. Individuals in the European Union (EU) with inquiries or complaints regarding our Privacy Shield policy should first contact Hotspex at firstname.lastname@example.org.
Hotspex has further committed to cooperate with EU data protection authorities (DPAs) with regard to unresolved Privacy Shield complaints. If you do not receive timely acknowledgment of your complaint from us, or if we have not addressed your complaint to your satisfaction, please contact the EU DPAs for more information or to file a complaint. The services of EU DPAs are provided at no cost to you.
Hotspex may be required to disclose personal information in response to a lawful request by public authorities, including meeting national security or law enforcement requirements. Under certain limited conditions, individuals may invoke binding arbitration before the Privacy Shield Panel created by the U.S. Department of Commerce and the European Commission.
Any data to be transferred for any reason is limited and for specified research purposes only. Any vendors or third parties working with or for Hotspex are contractually obligated to comply with Hotspex guidelines for confidentiality and data security, and in compliance with Insights Association requirements. When transferring data to a third party, such third parties are obligated to maintain at least the same level of privacy protection as outlined herein. In any case of onward transfer to third parties, Hotspex is potentially liable unless it can be proven that we are not responsible for the event giving rise to the damage.
Hotspex strictly abides by Insights Association Code of Conduct. You can opt out of any and all participation at any time with no penalty or hesitation. Your participation is entirely voluntary. If you wish to be removed from Hotspex' email or phone contact lists, please contact Hotspex at email@example.com. If there’s an opportunity to participate in a research activity that does not include surveys, and if this opportunity includes any sort of media or self-identification, you will always be asked for permission to participate in said activities prior to collection of data. You can continue participation in other research activities and choose not to participate in anything that identifies you in special research requests, with no penalty or hesitation. All participation is by permission only. You may discontinue your participation in research with Hotspex at any time. Any communication requesting participation by others in the household will be clearly communicated to the primary research participation, with no requirement for participation. We will not process your personal data unless: (a) you have given your consent to our processing for a specific purpose; (b) processing is necessary for the performance of a contract with you or to comply with a legal obligation; or (c) processing is necessary for the purposes of the legitimate interests pursued by Hotspex or a third-party controller. In cases where the purpose of our processing is the “legitimate interest” purpose, we will also carefully balance those interests against your fundamental rights and freedoms related to your Information. Where processing is based on your consent, we will identify the processing purposes and provide you with relevant information to make the processing fair and transparent.
Hotspex respects the voluntary nature of research participation, and protects our survey respondents’ identities when collecting market research responses online.
We process IP addresses for the legitimate business purpose of identifying and preventing duplicate respondents in our surveys. Whenever we process data for these purposes we take reasonable and customary steps to keep your personal data safe and secure.
You have the right to object to this processing: if you wish to do so please contact Hotspex at firstname.lastname@example.org. Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.
All other personal information is only collected when the research participant deliberately and voluntarily provides it. The only use of their web browsing activity is to ensure a stable, error-free survey experience.
The only information we collect from visitors to our corporate website (www.hotspex.com) is that which is voluntarily provided by requests for more information about our services, subscribing to our newsletter, or viewing papers, articles and videos from our content library. Otherwise, the only use of visitors’ web browsing activity is to generate aggregate traffic reporting statistics for the website. Notice of this collection is provided on all pages of the site with the ability to opt out.
Whether or not we receive Do Not Track request signals from a web browser, we will never use browsing activity information from our survey respondents or other website visitors to provide or offer third party advertising content.
Hotspex strives to model our policies according to the guidelines set forth by the Insights Association and European Society of Opinion and Marketing Research (ESOMAR). As a company based in Canada, the UK and the United States, Hotspex is also subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC). If you are concerned about our use of personal or client information, please contact us by email at email@example.com.
If you are a citizen of the European Union and would like to contact our Data Protection Officer, please email firstname.lastname@example.org.
Under certain circumstances permitted or required by law (for example, in connection with law enforcement investigations), we may be required to disclose client data or personal information without giving notice.