{"id":31937,"date":"2021-03-10T15:46:36","date_gmt":"2021-03-10T15:46:36","guid":{"rendered":"https:\/\/www.snapsurveys.com\/?page_id=31937"},"modified":"2025-11-03T11:38:36","modified_gmt":"2025-11-03T11:38:36","slug":"gdpr-snap-xmp","status":"publish","type":"page","link":"https:\/\/www.snapsurveys.com\/gdpr\/gdpr-snap-xmp\/","title":{"rendered":"GDPR and Snap XMP"},"content":{"rendered":"\n<p>Snap Surveys recognises its responsibility to help our clients meet their General Data Protection Regulation (\u201cGDPR\u201d) obligations when using our software and services.&nbsp;<\/p>\n\n\n\n<p>We have always taken data protection and the security of all of your data (whether personal or not) very seriously.&nbsp; Since 2013 we have been certified to ISO 27001, the international standard for best practice for information security management systems.&nbsp; We prepared for the GDPR for over a year&nbsp;before its implementation by building on our ISO and Data Protection Act compliance frameworks.<\/p>\n\n\n\n<p>The GDPR remains  very relevant to many of our clients post Brexit \u2013 the UK GDPR now applies directly  in the UK and the original or \u2018EU GDPR\u2019&nbsp;  still applies to data controllers and processors established in the EU,  or who process the personal data of EU citizens in certain contexts. Our  analysis below applies equally to both regimes, so where we refer to the GDPR  we refer to whichever regime is appropriate.<\/p>\n\n\n\n<p>In the context of our Snap Online service, our clients using our service are data controllers and we act as their data processor, only processing their Survey Data in accordance with their instructions.<\/p>\n\n\n\n<p>Our services provide our clients with huge amounts of flexibility when carrying out surveys. Our clients are in full control of the potential categories of participants, the amount of personal data that they collect, the information they provide to potential participants, the type of questions asked, what their survey data is used for and who it is shared with, and how long it is retained for. <\/p>\n\n\n\n<p>As a result, compliance with the GDPR for any given survey run by our clients will depend in large part on the steps and the decisions taken by our clients, and Snap XMP contains many features and functionality to help our clients meet their obligations under the GDPR. For example, our clients can:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Collect as much or as little personal data as they like, or apply various levels of anonymisation to their surveys<\/li>\n\n\n\n<li>Provide participants with fair processing information at the beginning of a survey<\/li>\n\n\n\n<li>Set a consent question where required, and save a record of that consent<\/li>\n\n\n\n<li>Export, edit and delete survey data<\/li>\n\n\n\n<li>Comply with the data subject rights of access, rectification, erasure, restriction, data portability and objection<\/li>\n\n\n\n<li>Access a range of options as to how and where their survey data is hosted, including the option of a \u2018ringfenced UK\u2019 solution<\/li>\n\n\n\n<li>Have the confidence that their survey data is protected in accordance with our ISO 27001 Information Security Management System<\/li>\n<\/ul>\n\n\n\n<p>We have set out below some of the key obligations of the GDPR and described how Snap XMP will assist our clients to meet these requirements.<\/p>\n\n\n\n<p>To further assist our clients, we have produced a number of GDPR \u2018how  to tutorials\u2019 that give detailed guidance on specific topics such as obtaining consent within your surveys and providing opt outs, and anonymisation in surveys.&nbsp; These are available on our website&nbsp;at <a href=\"\/gdpr\/\">snapsurveys.com\/gdpr<\/a> and in our <a href=\"\/support-snapxmp\/\">Support Hub<\/a>.<\/p>\n\n\n\n<p>Further information about the GDPR is available on the Information Commissioner\u2019s Office website at <a href=\"http:\/\/www.ico.org.uk\" target=\"_blank\" rel=\"noopener noreferrer\">www.ico.org.uk<\/a>.&nbsp; Please contact your Snap Surveys Account Manager if you would like further information about Snap XMP.<\/p>\n\n\n\n<figure class=\"wp-block-table is-style-regular\"><table><thead><tr><td><strong>GDPR Requirement<\/strong><\/td><td><strong>Application to the Snap Online service<\/strong><\/td><\/tr><\/thead><tbody><tr><td>A. Processing of <strong>personal data<\/strong>: in&nbsp; summary, any information relating to an identified or identifiable natural person<\/td><td>When using Snap Online, you may upload personal data regarding your <strong>potential participants<\/strong>, such as email addresses, and may collect personal data in your <strong>survey responses<\/strong>. As the data controller, you may set up your surveys to collect as much or as little personal data as you choose.\n\nIt is worth noting that we do not distinguish within our systems between personal and non-personal data. Instead, we treat all data within Snap Online as data which is important to you and <strong>apply the same high levels of security<\/strong> to all data that you submit to and collect using Snap Online (\u201c<strong>Survey Data<\/strong>\u201d), and will only process that Survey Data in accordance with your instructions.The GDPR applies only to personal data. The obligations under the GDPR do not apply to anonymous data.\n\nWe offer several options to <strong>anonymise your surveys<\/strong>, including the option to run anonymous surveys using Snap Online. For more information on this, please see\n<a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/making-surveys-anonymous\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/making-surveys-anonymous\/<\/a>.<\/td><\/tr><tr><td>B<strong>. Principles<\/strong> for data processing: all processing must comply with the principles of lawfulness, fairness and transparency, purpose limitation, data minimisation, accuracy, storage limitation and integrity and confidentiality, and data controllers are accountable for such compliance<\/td><td>Compliance with the principles is the responsibility of Snap Surveys&#8217; data controller clients who determine what data they collect from participants (including how much data they gather, and whether they need to collect personal data at all), the purposes for which that data is used and how long they store the data for. Various features within Snap Online assist compliance with these obligations, including: <ul><br> \t<li>the ability to provide potential participants with <strong>fair processing information<\/strong> (including regarding the purposes for processing and data storage periods)<\/li><br> \t<li>where <strong>consent<\/strong> is required, obtain that at the beginning of the survey (see C below)<\/li><br> \t<li>the ability to <strong>delete and rectify Survey Data<\/strong> held in Snap Online (see F and G below)<\/li><br> \t<li>the ability to <strong>download Survey Data<\/strong> from a client\u2019s Snap Online account to its own systems at any time<\/li><br> \t<li>the ability to <strong>anonymise<\/strong> data sets<\/li><br> \t<li>applying high levels of <strong>security<\/strong> to all data held within Snap Online, in line with our <strong>ISO 27001 certified<\/strong> Information Security Management System<\/li><br><\/ul><\/td><\/tr><tr><td>C. Controllers must be able to demonstrate a <strong>lawful basis<\/strong> <strong>for processing<\/strong> personal data, for example <strong>consent, <\/strong>the controller\u2019s <strong>legitimate interests<\/strong>, or the performance of a <strong>public task<\/strong><\/td><td>It is for the data controller to determine the basis for processing for any given survey, but <strong>consent <\/strong>is likely to be used in many surveys run by Snap Surveys&#8217; clients (particularly where special categories of personal data may be processed).\n\nRelevant information (fair processing information) regarding the survey may be provided in the survey invitation email and\/or at the beginning of the survey (see also D below) and, where required, the first page of the survey can be configured to obtain the participant\u2019s consent to proceed with the survey. Where consent is obtained as a response to a question in the survey this can provide clients with a <strong>record of consent<\/strong> and when it was given. For more information on this, please see\n<a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/including-a-consent-question-snap-desktop\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/including-a-consent-question-snap-desktop\/<\/a> (Snap Desktop) and <a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/including-a-consent-question-snap-online\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/including-a-consent-question-snap-online\/<\/a> (Snap Online).\n\nSnap Online also offers the option to include an <strong>opt-out<\/strong> link in the survey invitation email, to enable participants to opt-out of the survey and of receiving future survey invitations for that survey. For more information on this, please see\n<a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/including-an-opt-out-link-in-an-email-invitation\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/including-an-opt-out-link-in-an-email-invitation\/<\/a>.<\/td><\/tr><tr><td>D. <strong>Data subject rights<\/strong>: <strong>Generally and the right to information<\/strong><\/td><td>As a general note, responsibility for compliance with the rights of data subjects falls on the data controller. Snap Online <strong>contains the features<\/strong> described below to <strong>assist our clients in complying with these responsibilities directly <\/strong>themselves.\n\nAs a data processor, <strong>Snap Surveys will<\/strong> <strong>not respond directly<\/strong> to any request made to it by a survey participant in relation to that participant\u2019s potential rights under the GDPR. Snap Surveys will instead <strong>refer the request<\/strong> to its relevant data controller client and will not take any actions without their instructions. Snap Surveys will provide all reasonable assistance to its clients on their request.\n\nRegarding the right to information, the <strong>relevant fair processing information can easily be provided<\/strong> to potential participants in the <strong>survey invitation email<\/strong> and\/or at the <strong>beginning of the survey itself<\/strong>, before further information is collected. Where appropriate, It is possible to use a <strong>layered<\/strong> approach and provide a summary of the information together with a <strong>link to your full privacy policy<\/strong> containing more detail.<\/td><\/tr><tr><td>E. Data subject rights: <strong>Access<\/strong><\/td><td>Snap Online allows clients to <strong>download and export<\/strong>  their survey response data as they see fit. This means that clients may <strong>access an individual\u2019s survey response<\/strong>, and provide a copy of that response to the individual. For more information on this, please see <a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/exporting-an-individuals-survey-responses\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/exporting-an-individuals-survey-responses\/<\/a>.\n\nClients should bear in mind that this and the other data subject rights <strong>apply only to personal data<\/strong>. Where the data is anonymous, the rights do not apply. As mentioned above, Snap Surveys provides <strong>several options for data anonymisation<\/strong>.<\/td><\/tr><tr><td>F. Data subject rights: <strong>Rectification<\/strong><\/td><td>Our clients are able to <strong>amend and update participant information<\/strong> or <strong>survey responses<\/strong> themselves by uploading revised data to Snap Online.&nbsp;For more information on this, please see\n<a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/amending-an-individuals-information-held-in-snap-xmp\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/amending-an-individuals-information-held-in-snap-xmp\/<\/a><\/td><\/tr><tr><td>G. Data subject rights: <strong>Erasure<\/strong> (\u2018<strong>right to be forgotten<\/strong>\u2019)<\/td><td>Our clients are able to <strong>delete participant information<\/strong> or <strong>survey responses<\/strong>.&nbsp;For more information on this, please see\n<a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/removing-an-individuals-information-held-in-snap-xmp\/?seq_no=3\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/removing-an-individuals-information-held-in-snap-xmp\/<\/a>. It is also possible to delete entire surveys. Note that once deleted by our clients, the information remains on Snap Surveys&#8217; servers for up to 12 + 2 weeks until it is <strong>permanently deleted<\/strong> \u2013 see N. below.<\/td><\/tr><tr><td>H. Data subject rights: <strong>Restriction<\/strong> of processing<\/td><td>It is possible for our clients to achieve this in a number of ways by:\n<ul>\n \t<li>placing a <strong>marker against a given potential participants<\/strong> to prevent further survey invitations or reminders being sent to that participant until any restriction is lifted, and preventing a participant from accessing a survey. For more information on this, please see\n<a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/prevent-further-survey-invitations\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/prevent-further-survey-invitations\/<\/a> and <a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/stopping-a-participant-from-accessing-the-survey\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/stopping-a-participant-from-accessing-the-survey\/<\/a><\/li>\n \t<li>in relation to a given <strong>survey response<\/strong>, adding a <strong>marker<\/strong> to that response to exclude it from reporting, and\/or creating a version of the survey response data with that response excluded from further processing until any restriction is lifted.<\/li>\n<\/ul>\n<\/td><\/tr><tr><td>I. Data subject rights: <strong>Data portability<\/strong><\/td><td>It seems unlikely that individuals will exercise this right in relation to their survey response data, but if required Snap Online allows clients to <strong>download and export  responses<\/strong> in <strong>commonly used electronic formats<\/strong>.<\/td><\/tr><tr><td>J. Data subject rights: <strong>Objection<\/strong><\/td><td>Should a participant object to the processing of their data, our clients can:\n  <ul>\n \t<li>place a <strong>marker against that potential participant<\/strong> to prevent further survey invitations or reminders being sent to them,and prevent that participant from accessing a survey. For more information on this, please see <a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/prevent-further-survey-invitations\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/prevent-further-survey-invitations\/<\/a> and <a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/stopping-a-participant-from-accessing-the-survey\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/stopping-a-participant-from-accessing-the-survey\/<\/a><\/li>\n \t<li>in relation to their <strong>survey response<\/strong>, add a <strong>marker<\/strong> to that response to exclude it from reporting, and\/or create a version of the survey response data with that response removed, which can be used for further processing.<\/li>\n<\/ul>\n<\/td><\/tr><tr><td>K. Data subject rights: <strong>automated individual decision making<\/strong>, including <strong>profiling<\/strong><\/td><td>In Snap Surveys&#8217; view, it is unlikely that these provisions are intended to apply to the services covered by Snap Online.<\/td><\/tr><tr><td>L. <strong>Data Protection by Design and Default<\/strong><\/td><td>As mentioned in B. above, our data controller clients can <strong>determine how much or how little personal data<\/strong> to collect using Snap Online, and can <strong>delete<\/strong> the Survey Data held in Snap Online. Clients can also use Snap Online to carry out <strong>anonymous surveys<\/strong> or can subsequently anonymise their data sets. All Survey Data is protected in line with our <strong>ISO 27001<\/strong> Information Security Management System.<\/td><\/tr><tr><td>M. Use of <strong>processors<\/strong><\/td><td>We act as a data processor to our data controller clients who use our Snap Online system.\n\nData controllers must have <strong>agreements<\/strong> in place with their data processors. Our Snap XMP Subscription Agreement  includes data processing provisions which address the requirements of the GDPR.<\/td><\/tr><tr><td>N. <strong>Deletion<\/strong> or <strong>return<\/strong> of data at the end of the agreement<\/td><td>Our clients can <strong>download and export<\/strong> the Survey Data held in their Snap Online account to their own systems <strong>at any time<\/strong>, and <strong>delete<\/strong> the Survey Data held in their Snap Online account at any time. Snap Surveys encourages its clients to review the Survey Data held in their Snap Online accounts at regular intervals and not to retain such Survey Data for longer than is necessary.\n\nFor more information on downloading and exporting, please see <a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/exporting-an-individuals-survey-responses\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/exporting-an-individuals-survey-responses\/<\/a> and, for deleting entire surveys, see <a href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/deleting-a-survey-in-snap-xmp\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/deleting-a-survey-in-snap-xmp\/<\/a>. On closure of a Snap Online account, any Survey Data still contained within that account will remain there for 28 days (unless you ask Snap Surveys to delete it sooner), following which it is deleted in accordance with the procedure below.\n\nOnce Survey Data is deleted from Snap Online, either by our clients, or by Snap Surveys on account closure, it remains on our servers for up to a further 12 weeks after deletion (which enables us to guard against accidental deletion by clients of their data), then remains in our back-up system for a further 2 weeks, before being <strong>permanently deleted<\/strong>.\nAlthough Snap Online gives our clients the <strong>ability to export and delete their Survey Data themselves<\/strong>, Snap Surveys can also, on request <strong>assist<\/strong> our clients with the deletion and return of their Survey Data.<\/td><\/tr><tr><td>O. <strong>Security<\/strong> of processing<\/td><td>Snap Surveys&#8217; commitment to data security is evidenced by <strong>its ISO 27001 certification<\/strong>. Our data centre providers ANS Group and Microsoft Azure are also ISO 27001 certified. Central to this is our Information Security Management System which protects the <strong>confidentiality<\/strong>, <strong>integrity<\/strong> and <strong>availability<\/strong> of information within our systems. Our ISMS is <strong>regularly tested<\/strong> and <strong>externally audited<\/strong> each year as a requirement of maintaining our certification. For more information about the <strong>security measures<\/strong> that we adopt to protect our systems, please see <a href=\"https:\/\/www.snapsurveys.com\/security-measures\/\" target=\"_parent\" rel=\"noopener noreferrer\">https:\/\/www.snapsurveys.com\/security-measures\/<\/a>.<\/td><\/tr><tr><td>P. Data <strong>security breaches<\/strong><\/td><td>In the unlikely event of a data security breach, Snap Surveys has <strong>policies and procedures<\/strong> in place to react swiftly to data security breaches (linked to its wider <strong>information security incident management processes<\/strong> under its ISO 27001 certification) and to <strong>report <\/strong>any security breaches of which we become aware to our data controller clients without undue delay. Snap Surveys will <strong>co-operate<\/strong> with its clients in relation to the investigation, mitigation and remediation of the breach.<\/td><\/tr><tr><td>Q<strong>. Overseas transfers<\/strong> of personal data are only permitted where there is an adequate level of protection, appropriate safeguards are in place, or under certain derogations<\/td><td>Our clients may choose whether to have their Survey Data held at data  centres in the UK or the US. For clients with Snap Online running on ANS Group servers, their Survey Data is held on servers in the UK. This is a wholly&nbsp;<strong>\u201cringfenced  UK solution\u201d<\/strong>&nbsp;and Survey Data will not leave the UK, unless as a result  of a transfer made by a client. For clients with Snap Online running on Microsoft Azure servers, their Survey Data is held on servers in the US. For technical support reasons, this is accessible by Snap Surveys staff based in both the UK and the US. We have  Intra Group Data Processing Agreements in place with our US subsidiary and Microsoft Azure which incorporate standard contractual clauses. Clients can identify whether they are running Snap Online on  ANS Group or Microsoft Azure servers by logging into their Snap Online Account and looking at their web page address:   <ul>   <li>online1.snapsurveys.com  indicates ANS Group<\/li> <\/ul> <ul>   <li>online2.snapsurveys.com  indicates Microsoft Azure<\/li> <\/ul><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">A note on Snap Desktop<\/h2>\n\n\n\n<p>The summary above focuses on our clients\u2019 use of Snap Online. As part of the Snap XMP range, Snap Surveys also provides its Snap Desktop software, which can be used in connection with online and offline surveys.<br>When Snap Desktop is used in connection with offline surveys, &nbsp;many areas remain under our clients\u2019 complete control, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>the system that it is installed on and the levels of security that our clients apply to this system<\/li>\n\n\n\n<li>the treatment and final deletion of data following its deletion by a user<\/li>\n\n\n\n<li>the process of backing-up data, and<\/li>\n\n\n\n<li>the location of where the data is stored<\/li>\n<\/ul>\n\n\n\n<p>In addition, many of the features and functionality described in relation to Snap Online apply equally to Snap Desktop, meaning that our clients can:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Collect as much or as little survey data as they like, or apply various levels of anonymisation to their surveys<\/li>\n\n\n\n<li>Provide participants with fair processing information at the beginning of a survey, and set a consent question where required<\/li>\n\n\n\n<li>Export, edit and delete data held within Snap Desktop<\/li>\n\n\n\n<li>Comply with the rights of access, rectification, erasure, restriction, data portability and objection<\/li>\n<\/ul>\n\n\n\n<p><em>Disclaimer: this document is intended to give an overview of how certain features of Snap XMP may be able assist Snap Surveys\u2019 data controller clients in complying with some of their obligations under the GDPR. It is not intended to be an exhaustive statement of the law and readers should not rely on it as legal advice. The circumstances of each client will vary and you may wish to consult your legal advisers for advice on your own specific circumstances<\/em>.<\/p>\n\n\n\n<p>Originally posted: 9 March 2018<\/p>\n\n\n\n<p>Last updated: 8 April 2022<\/p>\n","protected":false},"excerpt":{"rendered":"<p><a class=\"ninja_pages_read_more\"  href=\"https:\/\/www.snapsurveys.com\/gdpr\/gdpr-snap-xmp\/\"><\/a><\/p>\n","protected":false},"author":3,"featured_media":0,"parent":26781,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"page-templates\/banner-page.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-31937","page","type-page","status-publish"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>GDPR and Snap XMP | SnapSurveys<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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