PARTICIPANT PRIVACY NOTICE
Bakerwood Research Services | Updated 27 August 2026
WHO WE ARE
The controller of the Bakerwood participant-panel records is Natalie Wood, (Bakerwood Research Services)
Business address: 3, Plymouth Drive, Stockport, SK72JB
Panel and privacy enquiries: natalie@bakerwoodresearch.com
Privacy-notice version: 1.0. Effective date: 27/08/2026
For individual research projects, Bakerwood, the commissioning agency and/or the research client may act as separate controllers, joint controllers or processors depending on the actual arrangements. Where another controller receives identifiable information, the relevant project information will identify that organisation before the disclosure where required.
WHAT THIS NOTICE COVERS
This notice explains how we register and manage people who ask to hear about relevant market, opinion or social research opportunities. Joining the panel is voluntary. Registration is not an application for employment and does not guarantee invitations, selection, participation or payment.
INFORMATION WE MAY COLLECT
1. Identity and contact information: name, email address, mobile number where supplied, preferred contact channels and contact availability.
2. Eligibility and broad profile information: confirmation of being at least 18, age band, optional gender, employment status, occupation, industry, seniority and approximate location.
3. Household and interests: optional parenting or caring status, children's age bands without their names, broad housing and vehicle information, pet ownership and selected areas of interest.
4. Research preferences: preferred research formats, willingness to travel or participate online, availability and broad participation history.
5. Governance information: registration source, consent choices, notice versions, verification status, contact history, project invitations and withdrawal or suppression information.
6. Project-specific information: screening answers, booking and attendance information, research participation and incentive administration where required for a specific study.
DATA MINIMISATION The general registration form does not request a full residential address, bank details, passport images, children's names, medical details, religion, sexual orientation or political opinions.
SENSITIVE INFORMATION
Some projects may require information that reveals health, disability, religion, sexual orientation or another special category of personal data. We will only request such information where genuinely relevant, after explaining why it is needed and obtaining a valid Article 9 condition, normally your separate explicit consent for a voluntary research panel.
Providing special-category information is optional and is not a condition of joining the general panel. Such information will be separated from the main participant list, access-restricted, reviewed regularly and deleted when no longer needed.
WHY WE USE YOUR INFORMATION
Create, administer and maintain your voluntary participant-panel membership.
Check eligibility and identify potentially relevant research opportunities.
Contact you through the research-contact channels you have authorised.
Arrange screening, bookings, attendance, reasonable support and incentive administration.
Maintain consent, quality-control, fraud-prevention and participant-suppression records.
Respond to requests to update, access, withdraw or delete personal information.
Comply with applicable laws, professional research standards and genuine contractual obligations.
OUR LAWFUL BASIS
The precise lawful basis must match the actual activity. Permission to join a research panel is distinct from permission for unrelated marketing. We do not sell or market client products under the guise of research.
HOW WE MATCH PEOPLE TO STUDIES
Recruiters may filter panel records using relevant factors such as location, broad age band, research format, occupation, interests or previous participation. These filters are used to identify potential matches. A human recruiter reviews suitability; registration does not involve solely automated decisions producing legal or similarly significant effects.
If we introduce material AI-assisted matching, high-risk profiling or automated decision-making in the future, we will assess the risks, apply meaningful human oversight and update the information provided to participants.
WHO MAY RECEIVE YOUR INFORMATION
Authorised Bakerwood staff and approved recruitment or project-management personnel who need the information.
Technology providers acting under documented contracts, including relevant Microsoft 365, Forms, SharePoint/Microsoft Lists and Power Automate services.
A commissioning research agency, moderator, viewing facility or research client where necessary for a specific project and appropriately explained in advance.
A payment provider or finance function where needed to administer an agreed incentive.
Professional advisers or public authorities where disclosure is required by law or necessary to establish or defend legal rights.
Identifiable participant details or attributable research comments will not be disclosed to an independent third party without the appropriate prior participant permission required by the MRS Code. Data processors acting on documented instructions are not independent third parties, although their use must still be transparent.
INTERNATIONAL TRANSFERS AND STORAGE
Microsoft and other approved service providers may store or process information in locations that depend on the organisation's tenant, service configuration and contractual arrangements. Bakerwood will verify the actual storage locations, support access, sub-processors and applicable international-transfer safeguards before launch.
Where a restricted transfer occurs, Bakerwood will use an applicable adequacy decision, appropriate contractual safeguards or another valid transfer mechanism and explain material details in the published version of this notice.
HOW LONG WE KEEP INFORMATION
Active panel records: kept while panel membership remains active and there is a documented, periodically reviewed need to retain the information.
Inactive panel records: reviewed after a proposed 12 months without meaningful activity; a re-permission or refresh request may be sent before deletion or anonymisation.
Project-screening answers: removed or anonymised when recruitment, appropriate quality control and agreed contractual obligations no longer require them.
Project and primary records: retained according to the applicable client agreement, quality standard and documented research-record schedule; identifiable participant data is not automatically retained for the full project-file period.
Incentive and accounting records: retained only for the period justified by relevant legal, tax, accounting or contractual requirements.
Withdrawn or objecting participants: unnecessary personal information is removed, while a minimal suppression record may be retained where necessary to make sure contact does not restart.
The proposed periods above are working assumptions and must be replaced or confirmed through Bakerwood's approved retention schedule before publishing.
YOUR RIGHTS AND CHOICES
Withdraw consent or leave the panel at any time.
Request a copy of the personal information we hold about you.
Ask us to correct inaccurate or incomplete information.
Request deletion or restriction where the relevant legal conditions apply.
Object to processing based on legitimate interests or to direct marketing.
Request portability where the relevant legal conditions apply.
Complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/.
Please contact natalie@bakerwoodresearch.com. We will verify requests proportionately and normally respond within one month, subject to applicable legal rules and permitted extensions.
PARTICIPATION, RECORDING AND INCENTIVES
Joining the panel does not provide consent for a particular project, recording, observation, disclosure to a named client or collection of sensitive project information. Each opportunity will explain the relevant subject, estimated time, format, any recording or observation, applicable privacy information, and the incentive amount, administrator, payment timing and conditions.
Participation is voluntary and you can decline individual invitations. Bakerwood will not use a client's own goods, services or vouchers for those specific goods or services as incentives for genuine research where prohibited by the MRS Code.
CHILDREN AND VULNERABLE PARTICIPANTS
The standard Bakerwood participant panel is limited to adults aged 18 or above. Children must not submit personal information through this registration form. Any future child or vulnerable-person recruitment requires a separate assessed workflow, appropriate safeguarding measures, and verified permission from a responsible adult where required.
SECURITY AND INCIDENT RESPONSE
We apply measures appropriate to the sensitivity and risks of the information, including access control, multifactor authentication, least-privilege permissions, documented processor arrangements, restricted handling of sensitive data, periodic access reviews and secure deletion procedures.
Personal data incidents are assessed promptly. Where a breach is reportable, Bakerwood will notify the ICO without undue delay and, where applicable, within 72 hours of becoming aware of the breach.
PARTICIPANT PERMISSISON WORDING
Core panel membership and research recontact
I agree to join the Bakerwood Research Services participant panel and consent to Bakerwood using the information I provide to assess my suitability for, and contact me about, relevant genuine research opportunities. I understand participation is voluntary and that I may withdraw at any time.
Optional contact channels
I agree that Bakerwood may contact me about relevant research opportunities by the communication methods I have actively selected. I understand I can change these preferences at any time.
Optional special-category information
I explicitly consent to Bakerwood Research Services collecting and using the specific sensitive information I choose to provide solely to assess my suitability for relevant research opportunities. I understand that providing this information is optional and that I can withdraw this explicit consent separately at any time.
Project-specific identifiable disclosure
I agree that the identifiable information explained to me may be shared with the named research organisation or client for the specific research project described. I understand who will receive the information, why it is needed and how to withdraw before disclosure where applicable.
REVIEW AND PROFESSIONAL STANDARDS
This working notice should be reviewed against the current UK GDPR and Data Protection Act 2018, applicable changes introduced by the Data (Use and Access) Act 2025, the MRS Code of Conduct 2023, the MRS qualitative recruitment regulations issued in February 2025, and the revised ICC/ESOMAR International Code published in September 2025.
Privacy notice owner: Natalie Wood. Next review date: 27/08/2027
