The following privacy notice templates are recommended by the Institutional Survey Oversight Committee for administrative surveys. These notices were developed in consultation with the Information Access and Privacy Office.

Privacy Statement Templates

SURVEY: ANONYMOUS

Privacy Statement:

The information requested on this form is collected under the authority of the Access to Information and Protection of Privacy Act, 2015 (SNL2015 Chapter A-1.2) and will be used for the purpose of [identify purpose]. Your responses are anonymous. No identifying information is required and your responses will not be linked to you in any way. If this survey contains open questions, please do not identify yourself or others in your responses. Your responses are confidential. Survey data will be kept securely by [Unit] and only authorized personnel in [Unit] will have access to raw data. Survey results will be prepared in aggregate/summary form only and as such may be shared with others. Your participation is voluntary. By completing the survey you acknowledge you have read this introduction and agree to participate. You may end your participation at any time during the survey by closing your browser window before reaching the end of the survey. Questions about the survey may be directed to [name of person and unit and email address and telephone].

 

SURVEY: NOT ANONYMOUS

Privacy Statement:

The information requested on this form is collected under the authority of the Access to Information and Protection of Privacy Act, 2015 (SNL2015 Chapter A-1.2) and will be used for the purpose of [identify purpose]. Your responses are confidential. Survey data will be kept securely by [Unit] and only authorized personnel in [Unit] will have access to raw data. Survey results will be prepared in aggregate/summary form only and as such may be shared with others. While this questionnaire is confidential, it is not anonymous in order to allow survey data to be merged with limited demographic information from the [Banner student/other University] system. Only authorized personnel in the [Unit] will have access to linked data. If this survey contains open questions, please do not identify others in your responses. Your participation is voluntary. By completing the survey you acknowledge you have read this introduction and agree to participate. You may end your participation at any time during the survey by closing your browser window before reaching the end of the survey. Questions about the survey may be directed to [name of person and unit and email address and telephone].

 

 

SURVEY END/CONSENT (ALL SURVEYS):

To complete the informed consent, following the last question on the survey participants should be alerted that they have reached the end of the survey and that the next page advance will submit their responses. 

By clicking the [button/arrow] below your responses will be submitted (you will not be able to change your responses once submitted).

 

Additional Privacy Language

Depending on the nature of the survey, additional language may need to be incorporated into the privacy statement or introductory text to address specific aspects of data collection.  Below are wording templates for common additions.

• Intention to use quotes:

Direct quotes from written responses may be included in final summary reports but will be selected to ensure there is nothing contained within that could identify the respondent or another person, or be considered sensitive information.

• Limited population size:

Due to the small population size for this survey, anonymity cannot be guaranteed.

• Primarily qualitative questions:

Anonymity cannot be guaranteed due to the qualitative nature of the questions.

• Anonymous survey by invitation only (personalized link):

You have received a personalized link to this survey to allow the system to verify your eligibility to participate; however, your recorded responses will not be linked to your email or any other identifying information.