Research Participant Privacy Policy

This Research Participant Privacy Policy outlines how THE MAP COLLECTIVE LLC, doing business as Museums as Progress (hereinafter referred to as “MaP”, “we”, “us”, or “our”), collects, uses, stores, and protects the personal information of individuals who participate in our research studies. Our commitment is to ensure the privacy and confidentiality of our research participants while advancing knowledge in the cultural sector.

1. Scope of this policy

This policy applies to all research activities conducted by MaP, including but not limited to interviews, surveys, focus groups, observational studies, and AI-assisted data analysis. It covers the handling of all personal data collected during the research process, including data processed through automated tools.

This policy governs data collected through structured research activities. Data collected through MaP’s community platform (e.g., community membership, event attendance, behavioral analytics) is governed by MaP’s general privacy policy and terms of service, not this research-specific policy.

2. Types of information we collect

Depending on the research study, we may collect:

Personal identifiers (e.g., name, email address, phone number)
Demographic information
Audio and/or video recordings
Written responses to questions
Observational data
Digital engagement data collected through research-specific platforms (e.g., survey tools, assessment platforms)
Other information relevant to the specific research study

3. How we collect information

We collect information through:

Direct interactions with researchers
Online or paper-based surveys
Audio or video recordings of interviews or focus groups
Observation of participants during research activities
Digital survey and assessment platforms
AI-assisted analysis of transcripts and research data (using tools configured to prevent use of input data for model training)

4. Use of personal information

We use the personal information collected for:

Conducting the research study as described in the consent form or questionnaire
Analyzing data to draw conclusions and generate insights
Creating anonymized reports, articles, and training materials
Contacting participants for follow-up studies (with explicit consent)
Introducing participants who join the MaP community to people at other museums facing similar challenges, unless they turn off introductions in their preferences
Processing research data through AI-assisted tools to support synthesis and analysis, using tools configured to prevent use of input data for model training

5. Data protection and security

To protect your personal information, we:

Store all data securely in the United States
Use encryption for digital data storage and transfer
Limit access to personal data to authorized MaP researchers, defined as MaP’s principal, contracted researchers operating under signed agreements that include confidentiality and data security provisions, and AI tools configured per our data security standards
Anonymize data used in published reports and articles
Regularly review and update our security practices
Configure all AI tools used in research analysis to operate in modes that explicitly prevent the use of input data for model training

Cross-border data transfers

When MaP conducts research involving participants or institutions outside the United States, personal data may be transferred to and processed in the United States. MaP complies with applicable data protection requirements in the participant’s jurisdiction, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) when working with Canadian institutions. Participants in cross-border studies will be informed of the data transfer as part of the informed consent process.

6. Data retention and destruction

We retain personal data and research information indefinitely to support long-term research goals and to allow for potential future analysis. This includes raw data (e.g., recordings), anonymized data, and personal identifiers. Our retention policy allows us to conduct longitudinal studies, reanalyze data as new research questions emerge, verify research findings, and support potential follow-up studies.

We respect participants’ rights regarding their personal data. If you wish to have your personal information removed from our records, please contact us using the information provided in the Contact Information section below. Upon receiving a deletion request, MaP will remove personal identifiers from our records and confirm completion within 30 business days. Data that has already been anonymized and incorporated into published analyses cannot be recalled, as it is no longer linked to any individual.

8. Your rights as a research participant

As a research participant, you have the right to:

Withdraw from the study at any time
Request access to your personal data
Request correction of inaccurate personal data
Request deletion of your personal data
Receive a copy of your personal data in a structured, commonly used format

9. Children's privacy

For research involving children under 18, we obtain parental consent and follow additional protective measures as required by law and ethical guidelines.

10. Changes to this policy

We may update this policy periodically. Significant changes will be communicated to active research participants via email.

11. Contact information

For questions about this policy or your rights as a research participant, contact THE MAP COLLECTIVE LLC at [email protected].