Surveys are an important method for collecting research data. However, respondents may be hesitant to provide their data if you do not guarantee their data security.

Respondents’ concerns usually revolve around their privacy, identity, and the research’s purpose; this is where a survey disclaimer can help. Adding a survey disclaimer to the questionnaire assures respondents of how their data will be processed and its security.

What Is a Survey Disclaimer?

A survey disclaimer allows researchers to reiterate their data security and privacy policies. Typically, the disclaimer will state whether or not the responses of the respondents will be shared with third parties. 

The survey disclaimer also informs respondents whether their data will be kept anonymous and if it will be used for marketing purposes.

People usually find it difficult to read disclaimers if they are too long, or they simply assume that it is the same disclaimers they have encountered in the past. So they simply read through the survey and consent to it by checking the “I agree to the terms and conditions” box.

It is advisable to include a consent statement in your survey disclaimer so that respondents understand what they are about to do and how their answers will impact the research.

Why Do You Need a Survey Disclaimer Statement?

Respondents are usually hesitant to disclose identifiable personal information such as names, contact information, addresses, and financial information. Most people also dislike receiving spam emails or having their data exposed to companies they didn’t share it with.

Respondents’ reluctance to divulge information is primarily motivated by a fear that the information will be misused. As a result, a researcher should specify how identifiable personal information will be handled

Study disclaimers help respondents in making an informed decision about whether or not to participate in the survey. Respondents also want to understand the purpose of a survey so that they can decide whether or not to participate in such research.

There are no laws governing survey disclaimers, but there are laws governing privacy and data protection. These laws aim to protect consumers’ or citizens’ privacy and specify how data controllers should process consumers’ data.

A survey disclaimer statement assures respondents that you recognize and follow the law when collecting and processing their information. It also informs respondents about the research’s purpose and objectives, and how the data collected from respondents will be useful to the research.

Four Purposes of a Survey Disclaimer

These are the major reasons why the survey disclaimer is more useful to the researcher seeking the highest possible response rate.

1. It Boosts the Researcher’s Credibility

Respondents associate a survey disclaimer with professionals. As a result, they believe that their information is safer in the hands of a reputable researcher.

2. More Responses

A survey disclaimer statement is an excellent way of gaining the researcher’s trust. An increased survey response rate increases your chances of collecting more diverse and accurate data for your research.

Respondents will readily answer your questions once they are assured of their anonymity, privacy, and confidentiality.

3. It Shows You Adhere to Industry Best Practices

Adding a survey disclaimer statement to your questionnaire shows participants that you adhere to industry best practices. It shows that you follow all applicable data privacy laws and regulations.

4. It Helps Respondents Determine whether or not to Participate in a Study

Your survey disclaimer statement helps respondents decide whether to proceed with answering your questionnaire or abandon it. 

Once they see how you intend to use the data, they can know if it is a cause they want to help with.

Important Laws on Survey Disclaimers

HIPAA Act (U.S.)

Although the US does not have one generic law for privacy protection, medical information is taken seriously in all states. The Health Information Portability and Accountability Act specifies the duties of anyone who handles medical information. Universities, researchers, and businesses adhere to HIPAA guidelines.

HIPAA balances the security of health information privacy with issues such as the availability of information to assess treatment, securing public health concerns, and supporting research.

The health care provider is required to always notify the person whose health information is being collected. Also, before the medical provider can process the information, that person must have consented to providing it and allowing the medical provider to process it.

Typically, surveys on mental or physical health include a disclaimer stating that respondents’ personal information will not be associated with the answers they provide. Instead of being associated with any email address, automated online surveys are given random identifying numbers.

This law allows the researcher to collect relevant data while protecting the respondent’s identity.

CalOPPA Act (U.S.)

In 2004, the California Online Privacy Act was enacted. The law stipulates the responsibilities of data controllers.

Data controllers are entities that collect personal data from their users. These entities must notify users before collecting their information according to the CalOPPA Act.

California is one of the most populous states in the United States, and it also has a thriving business community. As a result, if you want to survey in California, you must follow this law.

CalOPPA’s precaution is necessary because online surveys frequently include people from all over the world. So, even if your respondent isn’t from California, you should always follow the law; you never know when you’ll be surveying someone from the Golden State.

CalOPPA requires that every website include an obvious link to the privacy policy. It also includes a list of mandatory requirements for websites’ privacy policies. The following requirements apply to surveys:

• Accurate description of the kind of personal information collected. 
• The purpose of collection of that personal information.
• Identity of third parties who may have access to the personal information collected.

PIPEDA (Canada)

The Personal Information Protection and Electronic Documents Act of Canada makes provision for surveys sponsored by for-profit surveys. The law requires companies to obtain consent before using or disclosing personal data.

It also states that the use of personal data is limited to the purpose for which it was collected. The purpose should also be stated at the time of collection.

Although PIPEDA is meant to regulate commercial organizations, it also applies to businesses that fall directly under the legislative authority of the legislature. As a result, airports, airlines, banks, public transportation authorities, television and radio broadcasters, telecommunications companies, and offshore drilling operators are all covered by this law.

Since it’s nearly impossible to know which province your respondents are from, it’s best to follow this law whenever you conduct a survey or involve anyone in Canada.

GDPR (EU)

The European Union’s General Data Protection Regulation does not specifically address surveys. Rather, it covers all aspects of data collection and processing.

Data must be collected lawfully and processed lawfully and fairly. The GDPR includes data protection principles such as accountability, specifying the purpose of collection, the right of data subjects to consent or object to collection or processing, and the right of data subjects to the erasure of their data.

It also includes the right of data subjects to access their data, the right to rectification where data is incorrect, the right to data portability, and the right to automated decision-making.

So, if your survey is going to collect any personal data, your survey disclaimer statement should include the details of the data needed, how you intend to use the data, and what happens to the data once you’ve finished using it. This standard must be met, especially if you use clickwrap to ensure respondents accept your survey’s terms and conditions.

Important Points to Consider While Drafting a Disclaimer for Your Survey

The survey disclaimer must reflect the type of research you are conducting. For example, the privacy you need to assure respondents of when asking for medical history will be very different from the privacy you need to assure respondents of when surveying their use of public libraries.

People are more likely to keep their medical information private, but if you were researching the use of public libraries, they might be willing to participate.

Here are some of the questions that your survey disclaimer must answer for your respondents:

Purpose of the Survey

Tell them the aim of the study. It will help the respondents know why their honest answers are necessary. 

For example, state that “the responses will be used for general analytical studies only.” That shows the relevance of their answers and assures them of privacy at the same time. 

How You’ll Maintain Their Privacy

This is necessary when collecting personal information. Inform respondents that you intend to contact them again in the future using the contact information they provided.

Also, inform respondents if anyone else with access to the research may have access to their personal information. Also, specify how long you intend to keep their data before erasing it.

If You’re Sharing Their Information With Third-Parties

Disclose whether or not you intend to share data collected with third-party apps, particularly for marketing purposes. Respondents may be reluctant to provide personal information if they’ll end up being bombarded with marketing emails and spam.

The Survey Length and Time

When time is short, it encourages most respondents to respond on the spot. But if the survey is lengthy, it will give them a heads-up and allow them to decide whether or not to answer.

You can do this by stating the number of questions and the average time it takes a person to answer all of them.

How to Draft a Survey Disclaimer

Before settling on the survey disclaimer to draft, consider the type of information you need. If your survey requires information that people are willing to give a total stranger, such as perceptions of public events or consumer products, a general survey disclaimer will most likely suffice.

Regardless of how impersonal you think the information is, respondents are understandably concerned about what happens after the information is provided. 

If the product you need the survey for is pretty personal, respondents may also feel exposed. So, it’s important to reassure them that their names, addresses, and contact information will not be made public.

Include an “I agree” checkbox at the bottom of the consent form, allowing respondents to choose whether or not to participate in the survey after reading the disclaimer.

You may draft a survey disclaimer that integrates your privacy policy with a hyperlink. However, it is preferable to summarize your privacy policy in simple and easy-to-understand language in that disclaimer statement.

Examples of Survey Disclaimers

Example 1

The following questions will be used for general analytical purposes only. Although your email address is sent along with your answers, your specific responses will not be linked to you in any way once the responses are posted on the website. 

After your results are added to the final tally, your email address will be deleted from any records we may have. So, you will not be added to any mailing lists you didn’t subscribe to. No third party will be given access to your responses. Only numerical results will be displayed.

Going ahead to participate in this survey implies that you understand and agree to the provisions in this disclaimer.

Example 2

Researchers often struggle with choosing between the ability to track respondents and maintaining respondents’ anonymity. Keeping responses anonymous ensures that they are honest and accurate while keeping respondents’ identities allows researchers to contact them if additional input is required.

We maintain the privacy and confidentiality of our survey participants with Respondent Anonymity Assurance (RAA). Once the RAA is activated, it can neither be removed nor edited by the researchers.

Example 3

Hey, glad to see you around here!

Thank you for deciding to help by taking our ten minutes survey.🙂

We at xxx seek to collect the right data about [survey subject]. Our target audience is everyone who is [target audience]. This is why we need you!

Your data is safe with us. We’ll use it only for this research and delete it afterward. We promise.

Conclusion

Your privacy policy probably includes your best data privacy practices, but survey disclaimers help to reassure your respondents. Respondents have to feel safe to provide the requested information, even if it is not personally identifiable information.

Also, keep your survey disclaimer language simple and clear. Unlike privacy policies, which are often lengthy, survey claimers should be very easy to understand.