If you have a query related to the collection or management of data for your survey, you should contact Assurance and Data Protection.

Being transparent and providing clear information to individuals about how their personal data is used is a fundamental requirement of data protection legislation. Individuals must be given certain information including: the purposes for using their personal data; who it will be shared with; the legal basis for the processing; and how long it will be kept. The most common way to provide this information to individuals is in a privacy notice.

For each survey that you produce using Qualtrics, you must write and link to a Privacy Notice; a template can be found Assurance and Data Protection - Privacy Notice Guidance FINAL 28.07.22.pdf - All Documents (sharepoint.com) 

If you are making use of contact lists for distributions of surveys, you must ensure that you are not collecting and storing sensitive personal information, including medical information or similar. Identifiable information should only exist in the form of name, email and phone number as a maximum.

Additionally, you should only hold contacts for those who have agreed to be contacted and have opted into your survey/project. Anyone who requests to be removed, should be removed immediately from any lists.

Finally, once data collection is complete and your contacts list is no longer needed, you will need to delete them from the system.

Qualtrics will notify content creators of any survey questions that may be detected as requesting sensitive personal information via ExpertReview. Those same questions will flag a warning to the end user as well.

We recommend ensuring that Anonymise responses is turned on for your survey, which will scrub identifying information from that data, such as location and IP (which is otherwise automatically recorded).

If you set this on your survey, and also do not ask any sensitive or personal information based questions, then this should ensure data anonymity.