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Privacy Policy

Effective Date: 2/7/2025

Think Group Austin is committed to protecting the confidentiality and security of personally identifiable information (“PII”) collected during our research participant recruiting and data collection processes. This Privacy Policy outlines our practices and policies for handling PII in compliance with data protection standards and industry best practices.

  1. Scope and Purpose

This policy applies to all PII collected, stored, processed, or shared by Think Group Austin during participant recruitment, research data collection, and data analysis. It covers:

  • How we collect participant information
  • How we secure and store PII
  • How we share data with research partners and clients
  • How participants can request access, correction, or deletion of their PII
  1. Collection of Personally Identifiable Information (PII)

We collect PII from individuals who voluntarily participate in market research studies. This information may include, but is not limited to:

  • Personal Information: Name, email address, phone number, demographic details, and any other voluntarily provided data.
  • Recruitment Data: Responses to screening questionnaires, scheduling details, and eligibility criteria.
  • Technical Data: IP addresses, browser types, and device information for website security and functionality purposes.

PII is collected through our participant database, online screening tools (e.g., SurveyMonkey), phone screenings, email communications, and social media outreach.

  1. Recruitment and Screening Process

Think Group Austin recruits participants through:

  • Our opt-in participant database
  • Roster of past study participants
  • Social media, personal contacts, and professional/community organizations

Interested participants receive a “Call for Participants” email containing a hyperlink to a consent statement and screening questionnaire. Those who meet eligibility criteria may provide their contact details for further screening. Think Group personnel conduct phone screenings and schedule eligible participants accordingly.

If a participant does not qualify, they receive a notification thanking them for their time, and their PII is not retained unless they consent to future contact.

  1. Protection of PII During Recruitment

To ensure confidentiality and data security:

  • Unique Participant IDs: Each participant is assigned a unique ID; all shared data is anonymized.
  • Data Storage: PII is stored in a secure, password-protected server within our locked and alarmed facility in Austin, TX. Encrypted cloud-based backups ensure further security.
  • Restricted Access: Only authorized Think Group personnel have access to full participant records.
  • Data Sharing Limitations: PII is not disclosed to clients or third parties unless legally required or necessary for study participation. In such cases, a non-disclosure agreement (NDA) is required.
  • Retention Policy: If a participant opts into future studies, their data is retained. Otherwise, their PII is deleted per the data retention guidelines below.
  1. Protection of PII During Data Collection and Reporting

To maintain privacy during research activities:

  • Confidentiality Assurance: PII is not shared with clients unless necessary for the research process (e.g., participant access to secure facilities).
  • Anonymization: Research data is stored separately from PII and is linked only by participant ID.
  • De-identification Measures: Clients and researchers receive only anonymized participant data. If first names or demographic details are necessary, PII is limited to the first name and first initial of the last name.
  • Secure Research Data Handling: Any recorded participant responses (video/audio) are stored securely and labeled only by participant ID.
  1. Data Storage, Retention, and Deletion

Think Group Austin follows strict data retention and deletion practices:

  • Participant Database: PII of registered participants is retained indefinitely unless the participant unsubscribes, at which point their data is permanently deleted.
  • One-Time Recruitment Data: PII collected for one-time studies (e.g., social media outreach) is deleted within 30 days of the study’s completion.
  • Audio/Video Recordings: Research recordings are deleted within 90 days unless retention is required by law or contractual agreement.
  • Opt-Out and Right to Be Forgotten: Participants may request to have their PII permanently erased at any time. Only anonymized research data is retained to maintain study integrity.
  1. Employee and Contractor Compliance

All Think Group Austin employees and contractors:

  • Receive training on data protection policies and confidentiality standards.
  • Undergo periodic compliance checks to ensure adherence.
  • Are subject to disciplinary action, including termination, for policy violations.
  1. Participant Rights and Data Access Requests

Participants have the right to:

  • Request access to their PII stored by Think Group Austin.
  • Request corrections to inaccurate or incomplete information.
  • Opt out of future research opportunities and request data deletion.
  • File a complaint if they believe their PII has been mishandled.

To exercise these rights, participants may contact us at [email protected].

  1. Legal Compliance and Policy Updates

Think Group Austin complies with all applicable privacy laws and industry standards. This policy may be updated periodically to reflect changes in regulations or business practices. Any updates will be posted on our website with the effective date clearly indicated.

Contact Information

For any questions or concerns regarding this Privacy Policy, please contact us at:

📍 Think Group Austin
📧 [email protected]
📞 512-637-6690
🌐 www.thinkgroupaustin.com