Why data is collected

The information provided during a study is the research data. Any research data from participants which can help identify a participant is known as personal data. The team will analyse data to inform service innovations within the Council. Anonymised data may be seen by authorised individuals to share research outcomes.

Data Protection

Somerset Council is the data controller with respect to personal data (registration Z5957592). The Council will process personal data for the purposes of the research outlined in participant information sheets and relies on Article 6(1)(a) – Consent – as the lawful basis for processing and on Article 9(2)(a) – explicit consent – for any special category data collected. Data will be stored as described and will not be transferred abroad. For more information on Data Protection visit our ‘Your rights’ webpage.

Sharing of results

We will not include personal details in any reports we share or publish. All information will remain private.

With participant’s permission, the only people who will be able to access full video/audio recordings and participant details are:

• Researchers within the Digital Services team.

With participant’s permission we may also:

• share highlight recordings with the wider team within Somerset Council
• make the anonymised findings from this research public so that others can use and learn from it

How we store research data

All data is stored in line with Somerset council’s policies and on our secure servers. For more information about our GDPR Regulations, including how data is held and processed, visit our Privacy notices and cookies webpage

Access is restricted only to those who need it and we prevent colleagues from copying and downloading research data. The research data will be stored for 1 year from the date the project finishes. This allows for ongoing queries related to the data, or if the project progresses to Alpha or Beta.

Where we store research data

We store participant data in our internal User Research Repository. Only authorised personnel have permissions to access the repository.

This mean we can minimise the number of people who have access, delete data when the project has finished or is no longer needed, as well as ensuring those authorised have access.

What data is held on research participants

Data held will normally include:

• Participant Tracker – includes general demographic information as well as personal details such as contact details (Unless the project is of a sensitive nature)
• Participant consent forms
• Video, audio or transcript recordings from usability testing or user interviews

How we manage research data

To securely manage data, we:

• transfer data to the research repository as soon as possible. Once transferred, this is deleted from the source.
• share access only with colleagues involved in the research project and for the length of the project.
• share access with third parties only when we have specific consent.
• store consent forms with the data collected.
• record the deletion date for each project as part of the file naming convention.

User research repository

Repository structure

A template folder can be copied at the start of the project.

The template includes:

• Participant Data (Review DD.MM.YY)
• Notetaking records
• Stakeholder documents
• Information sheets and project templates
• Project Artefacts

*include links to other project Artifacts such as user stories, personas, user journey maps and reports stored within Miro or the Digital Service User Research Library.

Personal data that can be used to identify a participant should not be used in any documents other than within the Participant Data section. Categorisation (Participants A, B and so on), as per the participant tracker, should be used for the purpose of identification during the study. However, any related documentation that includes data should be stored in this file and reviewed for deletion.

The Participant Data folder should include subcategories:

• Participant consent forms (Review DD.MM.YY)
• Participant Audi-Video recordings (Review DD.MM.YY)
• Participant Trackers (Review DD.MM.YY)

Naming conventions

When creating a new folder, label it with:

1. project name
2. deletion review date

For further information

This guide has been developed building on a similar guide produced by Essex County Council. You can visit their research repository here.

See the Government Digital Service Manual for further information on Managing user research data