Privacy and Ethics

Uni Panel Privacy Statement

Uni Panel is a specialist research community and participant panel connecting people working in higher education, research, teaching and related professional communities with organisations that want to understand their experiences, views and perspectives.

This privacy statement explains how Uni Panel collects, uses, stores and protects personal information when you use our website, join or consent to be part of Uni Panel, register interest in research, take part in research activities, or otherwise have contact with us as a research participant, potential participant, client, supplier or professional contact.

This statement is intended to cover both UK data protection requirements and, where applicable, EU GDPR requirements for people located in the European Economic Area. It is not a substitute for legal advice. If anything in this statement is unclear, please contact us.

Modern Slavery Policy

Scope

Although Uni Panel Ltd is not required to publish a statement under section 54 of the Modern Slavery Act 2015, we are committed to operating ethically and have adopted this policy to minimise the risk of modern slavery within our business and supply chain.

Modern slavery encompasses slavery, servitude, human trafficking and forced labour. Uni Panel Ltd has a zero-tolerance approach to any form of modern slavery. We are committed to acting ethically and with integrity and transparency in all business dealings and to putting effective systems and controls in place to safeguard against any form of modern slavery taking place within the business or our supply chain. Responsibility for implementing and reviewing this policy rests with Jane Powell, the Director of Uni Panel Ltd. This policy will be reviewed annually.

Environmental Sustainability Policy

Our overall approach

We are committed to sustainable development (meeting the needs of the present without compromising the ability of future generations to meet their own needs) as a guiding principle within our work. Our founder, Jane Powell, was one of the originators of the first carbon literacy training courses for the UK insights sector and the company she founded, Shift Insight, was 100% carbon offset.

Even though we are a very small business, we recognise that there is a cost to the environment in the way we operate. It is our intention to conduct our business in an environmentally accountable manner, in compliance with all relevant environmental legislation and we are committed, where practicable, to minimising any adverse environmental impacts that may result from our operations.

We aim to:

• Take into account the direct environmental impacts of our operations (including where we work, travel, and the procurement of materials and services) and, where possible, make a positive contribution to the environment.
• Improve our energy efficiency by actively managing energy in our operations.
• Reduce waste generation and increase the proportion of waste that is recycled.
• Work with our supply chain to identify and mitigate the environmental impacts associated with our activities.
• Measure, monitor and communicate the environmental performance of our activities through an annual carbon statement and ongoing review of our environmental impacts.
• Ensure environmental considerations are embedded in day-to-day business decisions.
• Encourage environmental awareness among our suppliers, contractors, clients and the sector more broadly.

We aim to continually improve our social impact, minimise our environmental footprint, and review this policy and our approach annually. We will prepare an annual carbon statement setting out our estimated emissions, actions taken to reduce them and any carbon offsetting undertaken.

Specific policy areas

Responsibility for preparing the annual carbon statement and reviewing this policy rests with the Director of Uni Panel Ltd.

Equality, Diversity and Inclusion Policy

Purpose

Uni Panel Ltd is committed to treating all people fairly, with dignity and respect.

As a business that connects researchers, academics, scientists and higher education professionals with organisations seeking their views and expertise, we believe that diverse perspectives improve the quality of research, consultation and decision-making.

Although Uni Panel Ltd currently has only one employee, we are committed to conducting our business in a way that promotes equality, values diversity and prevents discrimination.

We will not discriminate on the grounds of age, disability, gender identity, marriage or civil partnership, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex, sexual orientation, socio-economic background or any other characteristic protected by law.

Our Commitments

We aim to:

• Treat all clients, suppliers, contractors, research participants and other stakeholders fairly and with respect.
• Encourage participation from a diverse range of researchers, academics and higher education professionals.
• Ensure that opportunities to participate in research are communicated in a fair and inclusive manner.
• Seek to make our communications, processes and digital services as accessible as reasonably practicable.
• Avoid discriminatory language, assumptions and practices in our work.
• Consider equality, diversity and inclusion when designing recruitment approaches, participant engagement activities and any research activities undertaken directly by Uni Panel.
• Work with clients whose values are consistent with our commitment to equality and inclusion.
• Challenge discrimination, bullying, harassment or exclusionary behaviour where it is encountered in connection with our business activities.

Research and Panel Activities

As a provider of research recruitment and panel services, Uni Panel Ltd recognises that research can sometimes unintentionally exclude or under-represent particular groups. We recognise that who is invited, who chooses to participate and who is able to participate can all influence the perspectives represented in research. Where appropriate, we will work with clients to identify recruitment approaches that support inclusive participation.

Where appropriate, we will:

• Encourage participation from people with a broad range of backgrounds, perspectives, experiences, disciplines, career stages and identities. We recognise that different groups may experience differing levels of influence, visibility, opportunity and disadvantage within research and higher education systems. Where appropriate, we will seek to ensure that less-heard perspectives have a meaningful opportunity to contribute.
• Recognise that people's identities, experiences and perspectives are shaped by multiple and sometimes intersecting characteristics and life experiences. We will seek to avoid treating individuals as representatives of a single group or viewpoint and, where appropriate, encourage clients to consider this complexity when designing research and engagement activities.
• Recognise that individuals from under-represented or minoritised communities are often asked to contribute additional time, expertise and lived experience to research, consultation and advisory activities. We will seek to be mindful of this potential burden, encourage fair recognition and compensation whenever possible, and avoid placing unreasonable expectations on individuals to represent the views of an entire community or group.
• Recognise that some research topics may involve sensitive issues or experiences. Where appropriate, we will encourage clients to consider participant wellbeing, informed consent, fair recognition and the potential emotional impact of participation when designing and conducting research.
• Work with clients to identify and address barriers to participation and ensure that our own recruitment materials are accessible.
• Where concerns arise, discuss participant selection criteria with clients to help ensure they are based on legitimate research requirements rather than unlawful discrimination.

Future Recruitment

Uni Panel Ltd currently operates with a single employee and has no immediate plans to recruit additional staff. However, if Uni Panel Ltd does recruit employees in the future, then recruitment, selection, training, promotion and development opportunities will be based on skills, experience, qualifications and ability. Reasonable adjustments will be considered where appropriate to support disabled applicants and employees. This policy will be developed prior to recruitment starting.

Complaints and Concerns

Any concerns relating to discrimination, harassment, bullying or unfair treatment connected with Uni Panel Ltd's activities should be raised with Jane Powell at jane@uni-panel.com. Such concerns will be taken seriously and investigated appropriately.

Responsibility and review

Responsibility for implementing and reviewing this policy rests with Jane Powell, Director of Uni Panel Ltd. This policy will be reviewed annually.

Research Recruitment and Participation Ethics Policy

Purpose

Uni Panel Ltd is committed to supporting ethical, responsible and inclusive research participation. As a provider of research recruitment and panel services, we recognise that we play a role in determining who is invited to participate in research and how research opportunities are communicated. While responsibility for research design, ethics approval, methodology and research conduct rests with the organisations undertaking the research, we seek to support high standards of integrity, transparency and participant care throughout the recruitment process.

This policy reflects the nature and scale of our business and is informed by established principles of research integrity, participant dignity, voluntary participation, informed consent and the avoidance of harm.

Research Integrity

Uni Panel Ltd supports the principles of honesty, transparency, rigour, integrity and respect in research. We recognise that responsibility for designing, conducting and governing research rests primarily with the organisations undertaking that research. However, as a provider of recruitment and participant access services, we seek to:

• Support informed and voluntary participation.
• Protect participant privacy and personal data.
• Encourage fair and respectful treatment of participants.
• Promote good research practice.
• Raise concerns where ethical issues become apparent.

We will seek to identify and appropriately manage any conflicts of interest that could affect our work or the trust placed in our panel and recruitment activities.

Research Purpose

Uni Panel will only support projects that are clearly presented as research, consultation, evaluation or related insight activities. We will not knowingly promote projects that misrepresent sales, marketing, fundraising, lobbying or promotional activities as research.

Research opportunities distributed through Uni Panel should accurately describe the nature of the activity and should not mislead participants about the purpose of the research, the organisation conducting it, the expected commitment or the intended use of findings.

Professional Standards

Jane Powell is a member of the Market Research Society (MRS). Uni Panel Ltd seeks to operate in accordance with the principles of the MRS Code of Conduct and relevant MRS professional guidance where applicable to our activities.

We encourage clients using Uni Panel to comply with relevant professional, legal and ethical standards governing their own research activities, including securing any ethics approvals required by their institution, funder or professional body.

Our Ethical Principles

Respect for Participants

We will treat all panel members, participants, clients and stakeholders with dignity and respect. We recognise that participants contribute valuable expertise, professional knowledge, lived experience and time. We encourage fair recognition and compensation for those contributions wherever practicable. Any incentives offered should be fair and proportionate to the time and contribution requested and should not place undue pressure on individuals to participate.

Voluntary and Informed Participation

We believe participation in research should be voluntary and based on sufficient information for individuals to make an informed decision about whether they wish to take part.

Research opportunities distributed through Uni Panel should provide clear information about:

• The organisation conducting the research.
• The purpose of the research.
• What participation involves.
• Any incentives or rewards offered.
• How personal information will be used.
• Any applicable rights to withdraw from participation.

We expect researchers using our services to respect participants' rights to decline participation or withdraw from research activities in accordance with the information provided to them.

Do No Harm

We recognise that research participation should not expose individuals to unnecessary physical, emotional, professional, reputational, legal or privacy-related risks.

Where concerns arise that a proposed project may pose risks to participants or communities, we will discuss these concerns with the client and reserve the right to decline or withdraw support from the project.

We recognise that research can have consequences beyond the immediate research process. Where serious concerns arise regarding the potential for a project to cause harm to individuals, communities or society more broadly, Uni Panel reserves the right not to support that project.

Privacy and Confidentiality

We are committed to protecting personal information in accordance with applicable data protection legislation and our Privacy Policy.

We will not knowingly disclose participant information to third parties except where participants have been informed and appropriate legal, contractual and data protection safeguards are in place.

Recontact and Future Participation

Participants introduced through Uni Panel should not be added to client databases, retained for future recruitment activities or recontacted for unrelated purposes without the participant's explicit consent and any permissions required under the terms agreed with Uni Panel. Clear communication regarding how personal information will be used is essential.

Equality, Diversity and Inclusion

We recognise that research can unintentionally exclude some groups while placing disproportionate demands on others. See our equality and diversity policy for more information.

Participant Wellbeing

We recognise that some research topics may involve sensitive, personal or potentially distressing issues.

Where appropriate, we encourage clients to consider:

• Participant wellbeing.
• Informed consent.
• Privacy and confidentiality.
• Fair recognition.
• The potential emotional impact of participation.
• The availability of support, safeguarding arrangements or signposting where sensitive topics are involved.

Research Involving Children, Young People and Potentially Vulnerable Participants

Uni Panel does not routinely specialise in the recruitment of children or young people. However, in some cases we may be recruiting potentially vulnerable adults.

Where research opportunities involve participants under the age of 18 or vulnerable people, we expect clients to comply with all applicable legal, ethical and safeguarding requirements and to follow relevant professional guidance, including MRS guidance.

For participants under the age of 16, we would normally expect appropriate parental, guardian or responsible adult consent to be obtained alongside the young person's own agreement to participate.

We may request information regarding ethics approval, consent procedures and safeguarding arrangements before supporting recruitment to such projects and reserve the right to decline projects where we believe these arrangements are inadequate.

Working With Clients

We expect clients using Uni Panel to:

• Comply with applicable laws and regulations.
• Comply with relevant data protection requirements.
• Obtain any ethics approvals required by their institution or organisation.
• Provide participants with sufficient information to make an informed decision about participation.
• Respect participant privacy and confidentiality.
• Conduct research in a manner that is ethical, lawful and respectful.
• Take appropriate steps to protect participant wellbeing where sensitive subjects are involved.

Uni Panel reserves the right to decline to support projects where significant ethical concerns have not been adequately addressed.

Concerns and Complaints

Anyone with concerns regarding the ethical aspects of a project promoted through Uni Panel may contact:

Jane Powell, Director, Uni Panel Ltd — jane@uni-panel.com

Concerns will be reviewed and appropriate action taken.

You can also take up any concerns with the Market Research Society.

Where concerns relate primarily to the conduct of research rather than Uni Panel's recruitment activities, we may raise these concerns with the client or researcher responsible for the project and may discontinue our involvement where concerns remain unresolved.

Responsibility and Review

Responsibility for implementing and reviewing this policy rests with Jane Powell, Director of Uni Panel Ltd. This policy will be reviewed annually.