When you collect your data from your research participants, informing research participants about the processing of their personal data is a crucial part of the transparency principle laid down in the General Data Protection Regulation of the European Union (GDPR). In other words, research participants should obtain the information from you about how their personal data are being collected, used, stored, disseminated, or otherwise processed. More information, see Informing research participants about the processing of their personal data by the Finnish Social Science Data Archive (FSD).
If you collect personal data, justify why you have the right to collect, handle, and preserve personal data:
Basically, there are two situations with different must-dos when collecting personal data:
See also the following section on Hanken's security instructions for recording interviews with mobile phones and dictaphones and interviews' content in teleconferences in the section below.
Note that in special situations, for example, if you collect data from children under 15 years old or other populations belonging to vulnerable groups, or your data collection exposes participants to certain kinds of sensitivities or risks, you need to request for an ethical review from Hanken's Research Ethics Committee. See Ethical review about the six types of studies that need an ethical review. Contact Hanken's Research Integrity Advisor, Anu Helkkula (email@example.com) for detailed advice.
Hanken’s video platform Panopto can be used for transcribing research data, for both audio files and video files. The transcription is generated automatically by an AI service, which means that it is not perfect but using this service can significantly speed up transcription of research data. Hanken has made data management agreements with Panopto, so that you can use this service in accordance with the data security requirements and data protection regulations. Please note that you are nonetheless responsible for not sharing the research data with anyone else in Panopto.
Follow the instructions in the following PDF file carefully or watch the video "Transcribing research data with Panopto":
• Video: Transcribing research data with Panopto, by Mikaela Krohn
Recorded interviews are usually materials associated with the base information security level (restricted).
Exceptions consist of:
For more information on information security levels, see the PDF file Instructions for handling and storing data and documents on different information security levels on the page of Information Management at Hanken.
The following rules apply when recording interviews:
For surveys, you can also use respondents from participants pools/panels (e.g., Amazon MTurk, Prolific Academic). If doing so, all the same principles for data processing and protection apply as for other sources of respondents. Especially, remember to inform the respondents (on the cover letter or first page of the survey) about the purpose of data gathering and processing, about whether any direct identifier information is stored (stored at all, stored in separate file, or in the same file as the research data), and how and when all the data will be erased. Note that if the actual survey instrument that you use is not Hanken-provided Webropol (but e.g., Qualtrics), you have to check with firstname.lastname@example.org that there is a Data Processing Agreement in place with the provider of the survey instrument.
Research data exist in many different forms. It is recommended to use standard, interchangeable and non-proprietary data formats to ensure data reusability. See File formats and Recommended formats by UK Data Service.
It is also recommended data files are clearly named, well organised, and version controlled throughout the research:
Learn more about the best practices in naming and and structuring your data: