Before you start
If you are about to take part in an AI Moderator interview, here is the short version:
This interview is led by an AI moderator, not a person.
It is recorded in audio and/or video and transcribed.
The transcript is processed by third-party AI services to run the session.
Your responses are shared with the Researcher who commissioned the study.
We keep the recording and transcript for no longer than three years.
If the Researcher downloads a copy, that copy is then governed by the Researcher's own privacy practices, not this notice.
Taking part is your choice. You can decline. You have rights over your data, and you can reach us at security@respondent.io.
The full detail is below.
1. What this notice covers
This Session Privacy Notice describes how Respondent, Inc. ("Respondent," "we," or "us") collects and processes your Personal Information when you take part in an AI Moderator session through our Services. It supplements our Privacy Policy. Where this notice and the Privacy Policy differ as to AI Moderator sessions, this notice controls. Terms defined in our Participant Terms and Conditions have the same meaning here.
2. What we collect and create
In an AI Moderator session we record the session in audio and/or video and create a written transcript of it. We also generate a non-identifying reference for you, for example "Participant 1," used in place of your name during automated processing. A non-identifying reference is still Personal Information, and we treat it as such.
3. How it is processed, and by whom
Your recording is stored on our cloud infrastructure (Amazon Web Services) in the United States so that the Researcher can review the session within the Services. To operate the AI Moderator, the transcript and the non-identifying reference are sent to third-party providers that we engage to deliver the feature. Your name, contact details, demographic information, and screener responses are not sent to those providers, and your audio and video recordings are not sent to the AI model providers. The providers we currently use are:
a transcription provider, to convert the session audio into text;
one or more AI model providers, accessed through a model-routing provider, to conduct and support the session;
a content-safety provider, to apply automated guardrails to the session; and
a logging provider and our database and cloud storage providers, to operate, monitor, and store the feature.
These providers process the information to provide the AI Moderator feature to us and on our instructions. [Provider framing to be strengthened once the vendor data processing agreements are signed. Do not state that providers make no use of the data for their own purposes until those agreements are in place.
4. Roles
While your recording and transcript are held within the Services, Respondent is the controller of them. If the Researcher downloads or exports a copy, the Researcher becomes the controller of that copy, and the Researcher's own privacy practices, rather than this notice, govern it from that point.
5. Legal basis
Where the GDPR or similar law applies, we rely on your consent, given on the screen shown before the session begins, to record the session and to process it as described here. You can withdraw your consent as described in Section 8, although withdrawal does not affect processing that has already taken place.
6. Sharing
Your responses, recording, and transcript are shared with the Researcher who commissioned the study. We do not sell your Personal Information. Outside the providers described in Section 3 and the commissioning Researcher, we share your Personal Information only where required by law.
7. Retention
We retain AI Moderator audio recordings, video recordings, and transcripts for no longer than three years, consistent with the retention limit in our Privacy Policy, after which we dispose of them in a commercially reasonable manner.
8. Your rights and choices
You can decline an AI Moderator session at the consent screen, or leave the screen without agreeing. Either way, you will not take part in that session and will return to your project screen. Depending on your location and applicable law, you may also have rights to access, correct, delete, or port your data, to object to or restrict processing, and to withdraw consent. To exercise any of these, contact us at security@respondent.io. We will respond within the time required by law.
9. International processing
Information processed for AI Moderator sessions is transferred to and processed in the United States. Where legally required, we use an adequate transfer method, such as the EU Standard Contractual Clauses.
10. Age
AI Moderator sessions, like the rest of our Services, are only for individuals who are 18 or older.
11. Security
We use industry-standard security measures, including encryption and access controls, to protect your Personal Information.
12. Changes and contact
We may update this notice from time to time and will reflect material changes as required by law. For any question about this notice or your Personal Information, contact security@respondent.io.