Privacy Policy

PanelRoster is a cloud-based enterprise operations management platform designed to help organizations coordinate distributed workforces, projects, assignments, operational workflows, documentation, quality assurance, reporting, compliance, and related operational activities.

This Privacy Policy explains how PanelRoster (“we,” “us,” or “our”) collects, uses, protects, and discloses personal information in connection with the PanelRoster platform (the “Platform”). The Platform is operated by Datumvista Research Limited.

Different users may interact with PanelRoster in different capacities, depending on how a customer configures and uses the Platform. These may include organization users, administrators, operational personnel, field workers, interviewers, contractors, and other authorized users. This policy describes how personal information is handled across these roles.

The information we collect depends on how the Platform is used, which features a customer enables, and the role of the person using it. The categories below describe the types of information that may be processed through the Platform.

• Account and identity information. Information used to create and maintain an account on the Platform, such as a name and email address.
• Contact information. Email addresses, telephone numbers, and other contact details provided by users or submitted as part of operational records.
• Organization information. Details about the organization a user belongs to, such as organization name, profile, and configuration.
• Authentication information. Credentials and related information used to verify identity and secure access, such as password hashes, verification status, and security-related records.
• User profile information. Information users provide about themselves, such as languages spoken, locations, experience, and other professional details relevant to their role.
• Operational and work assignment information. Information related to projects, studies, allocations, assignments, quotas, respondent records, fieldwork activities, quality-control decisions, payments, and related operational activities.
• Information submitted or uploaded through the Platform. Content and data that customers or authorized users enter, upload, or submit, including questionnaire content, documents, contact lists, photographs, audio recordings, and other materials.
• Communications and support information. Records of communications with us, including enquiries and support requests.
• Usage and technical information. Information about how the Platform is accessed and used, such as features used, pages visited, and interactions with the Platform.
• Device and browser information. Information about the devices and browsers used to access the Platform, such as device type, browser type, and operating system.
• IP addresses and security logs where applicable. IP addresses and related log information, collected where necessary for security, authentication, and fraud prevention, including in relation to respondent-facing functionality.
• Cookies and similar technologies. As described in the “Cookies and Local Storage” section below.

We use personal information for legitimate operational purposes, including to:

• Provide and operate the Platform, including its features and functionality;
• Authenticate and authorize users, including verifying identity and controlling access;
• Manage organizations, users, projects, assignments, workflows, and operational activities;
• Support quality assurance and operational control, including reviewing and validating completed work;
• Provide reporting and analytics, including operational and performance reporting;
• Protect security and prevent fraud, including safeguarding the Platform and detecting misuse;
• Provide customer support, including responding to enquiries and resolving issues;
• Improve the Platform and its services;
• Send service-related communications and notifications;
• Comply with legal and regulatory obligations; and
• Maintain audit and security records where applicable.

We distinguish between information about users of the Platform and information that customers or authorized users enter into the Platform as part of their own business operations.

Information about account users includes account, identity, contact, authentication, and profile information described above. This information is processed by PanelRoster to operate the Platform and manage access to it.

Information that customers or authorized users enter, upload, or submit through the Platform as part of their own operations — such as study configurations, respondent records, fieldwork data, and documents — is processed in connection with the services the customer uses. Depending on the customer's use of the platform, PanelRoster may process information submitted by or on behalf of the customer. The customer's own privacy obligations and instructions may also apply to such information.

We process personal information on one or more of the following bases, depending on the circumstances:

• Contract: where processing is necessary to provide the Platform under an agreement with the customer or user;
• Legitimate interests: where processing is necessary for our legitimate interests, such as operating and securing the Platform, provided those interests are not overridden by your interests or fundamental rights;
• Legal obligations: where processing is necessary to comply with a legal obligation to which we are subject;
• Consent: where we rely on consent, we will obtain it in accordance with applicable law, and you may withdraw it at any time where the law permits.

We may share personal information with:

• Authorized users within the relevant customer organization, as needed to operate the Platform and coordinate operational activities;
• Service providers necessary to operate the Platform, such as hosting, infrastructure, and support providers, who process information on our behalf and under our instructions;
• Professional advisers, such as legal, accounting, or other professional advisers, where appropriate;
• Authorities, where we are required to do so by law or where necessary to protect rights, safety, or security; and
• Parties involved in a corporate transaction, such as a merger, acquisition, reorganization, or sale of assets, where legally permissible.

We do not sell personal information.

PanelRoster may process personal information in jurisdictions other than the one in which you are located, including as part of the operation of the Platform and its supporting infrastructure. Where personal information is transferred internationally, we take steps designed to help protect it in accordance with applicable law.

We implement technical and organizational measures designed to protect information against unauthorized access, alteration, disclosure, or destruction.

You can read more about how we approach data protection and platform security on our Trust & Security page.

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including providing the Platform and its services, contractual purposes, security, compliance with legal obligations, resolution of disputes, and other legitimate business purposes. When information is no longer needed for these purposes, we take reasonable steps to delete or de-identify it, where feasible.

Depending on applicable law, you may have rights in relation to personal information we hold about you, including the right to:

• Access the personal information we hold about you;
• Correct inaccurate or incomplete information;
• Request deletion of your personal information;
• Restrict or object to certain processing;
• Receive or transfer your personal information in a structured, machine-readable format (data portability); and
• Withdraw consent where processing is based on consent.

These rights may be subject to conditions or limitations under applicable law. To exercise any of these rights, or to ask questions about how we handle personal information, contact us using the details at the end of this policy.

PanelRoster uses a small number of essential cookies and similar technologies to operate the Platform:

• Session cookies: we use an essential session cookie to keep you signed in and to help secure the Platform. This cookie is required for the Platform to function.
• Local storage: we use browser local storage to store authentication tokens and certain preferences, such as your language preference.

We do not use advertising cookies, marketing trackers, or third-party analytics cookies on the Platform. That statement relates to cookies and to third-party analytics. On the public Free Tools experience we may, after your affirmative consent, carry out first-party analytics that rely on first-party browser storage (localStorage and sessionStorage) rather than cookies, as described below and in our Cookie & Similar Technologies Policy. As described above, we may also collect IP addresses and device or browser information for security, authentication, and fraud-prevention purposes.

Free Tools analytics. On the public Free Tools pages (/free-tools), where you have given prior affirmative consent, we use a first-party analytics implementation for product and site analytics and reporting. This includes aggregated, internal-only reporting dashboards used by authorized PanelRoster personnel to review usage trends. These internal dashboards do not display individual visitor identities and are subject to the same aggregation and suppression thresholds described above. Analytics is only collected after you accept; nothing is generated or sent before consent, and declining analytics does not affect your ability to use the free tools. This processing involves:

• First-party browser storage: localStorage is used to remember your analytics consent preference and, after consent, a persistent pseudonymous visitor identifier (a UUID with a maximum lifetime of 12 months); sessionStorage is used, after consent, for a session-scoped analytics session identifier.
• Pseudonymous identifiers: a persistent pseudonymous visitor identifier and a session identifier, used only for aggregate analytics. Neither is an account identifier and neither is used to identify you.
• Analytics data categories: events such as tool and guide views and interactions, aggregated visitor and session counts, device and browser information (device type, operating system, browser), coarse geographic information (country/region), and referrer/UTM information where applicable.
• Aggregation and suppression: analytics is aggregated for reporting and low-volume results are suppressed (for example, results below a minimum distinct-visitor threshold) to protect privacy.
• Retention: raw analytics events are deleted after a maximum of 14 months from the event date; the visitor identifier has a maximum lifetime of 12 months.
• What is not collected: raw IP addresses, names, email addresses, account identifiers, and organization identifiers are not part of the analytics reporting dataset.

Consent is the lawful basis for this Free Tools analytics processing, and you can withdraw or change your consent at any time using the Manage Analytics Preferences control on the Free Tools pages. Further detail is provided in our Cookie & Similar Technologies Policy.

The Platform is intended for business and organizational use and is not directed to children. We do not knowingly collect personal information from children through the Platform. If you believe a child has provided us with personal information, please contact us using the details at the end of this policy.

We may update this Privacy Policy from time to time. When we make changes, we will update the “Last Updated” date at the top of this page and, where appropriate, notify users of material changes. Continued use of the Platform after changes take effect is subject to the updated Privacy Policy.