Privacy Policy



Effective July 1, 2013

Hampton Roads Panel is committed to protecting your privacy.  This Privacy Policy explains how the Hampton Roads Panel collects, uses, and discloses information about you when you opted to join.  Hampton Roads Panel is an ongoing internet based research tool managed by Pilot Research & Development, a division of Pilot Media, Inc.

This Privacy Policy provides information about our practices regarding the following areas:
1) Personal identifiable information we collect about you and how such information is used.
2) How you may obtain access to and correct any personally identifiable information about you.
3) The nature, frequency, and purpose of any disclosure of personally identifiable information.

If you have questions concerning this privacy statement or other related matters, you should contact the site coordinator at surveys@hamptonroadspanel.com.

Personal Identifiable Information
Personal identifiable information is any information you provided that may be used to identify you, the panel member/survey participant.  Personal identifiable information can include the member’s name, email, and, in some instance, member ID.

As a member of Hampton Roads Panel, you can be assured that your personal identifiable information is kept with the highest level of confidentiality.  Your personal contact information is never sold, leased or shared with a third party and is used purely for member communication purposes.  The following are exceptions to which personal identifiable information may be shared with a third party:
a) To meet legal requirements or as otherwise specifically permitted by law.
b) To facilitate service providers commissioned by Hampton Roads Panel to perform panel related services, such as sweepstake fulfillments, drawings, etc.  These contractors adhere to our privacy policy and agree to keep our member’s information highly confidential by means of a Non Disclosure Agreement.
c) To protect our property and legal rights, including those of our partners.

Collecting Personal Identifiable Information
Hampton Roads Panel collects personal identifiable information from its panel members and other respondents who voluntarily provide this information when they register to join the panel.  Additional profile and demographic information may be requested when members participate in surveys.  In-depth profile information may consist of gender, marital status, education level, household information, shopping patterns, media habits, and buying decisions.  This form of pre-screening is necessary so that we can invite you to participate in surveys that fit your background and lifestyle, and also reduces the chance of disqualification from research studies.  When you enroll in Hampton Roads Panel, we ask you to select a username and password.  We recommend that you do not divulge your password to anyone.  We will never ask you for your password in an unsolicited phone call or in an unsolicited email.  Also, remember to sign out of the website and close your browser window when you have finished your work.  This is to help ensure that others cannot access your personal information and correspondence when accessing your computer.

Use of Information
The personal information you provided during panel registration is used strictly for research purposes only.  We use your email address to invite you to participate in surveys and to notify you of news regarding Hampton Roads Panel.  Your name and email address are used to send panel incentives or gifts won from special drawings.  The information you provide while taking a survey is only used for research and statistical analysis.  This data is used in aggregate with other participants – not an individual basis.  When your information is provided to others, it is always in anonymous or in aggregated form.  In all results from the survey analyses, the individual’s identity is removed and not possible to trace back to any single panelist.  Your personal information is used to verify your identity and connection to the Hampton Roads region (residence, work or media consumption).  A panel member may not register multiple times.  Respondents who intentionally provide false or dishonest information during registration will be disqualified from Hampton Roads Panel.

Member Surveys
Hampton Roads Panel conducts surveys that cover a wide variety of information on a diverse range of topics.  Based on the requirements of the research study, qualified panelists will be invited to participate via email.  Survey invitations normally contain such information as the survey link(URL), incentive information, deadline and research topic.  Reminders will be sent to members who were invited to participate but have yet to respond.  However, survey participation is purely voluntary.  Members who do not wish to participate in a particular survey can simply ignore the invitation or send an email to the panel administrator at surveys@hamptonroadspanel.com.

Referrals
Panelists who opted to participate in our referral program are asked to provide the name and email address of a friend who might be interested in joining Hampton Roads Panel.  The name is used to personalize the invitation and the email address is used for delivery.  This information is stored temporarily in our system to ensure that the email invitation has been delivered successfully.  However, Hampton Roads Panel does not keep a permanent record of referral information, nor does it use this information for any other purpose.  Of course, participation in the referral program is voluntary.

Links
The Hampton Roads Panel website may occasionally contain links to other sites.  However, Hampton Roads Panel is not responsible for the privacy practices of other such sites.  This privacy statement applies only to information collected by the Hampton Roads Panel website.

Child Privacy
Hampton Roads Panel is committed to protecting the privacy of all its website visitors, including children.  Hampton Roads Panel complies with the Children’s Online Privacy Act of 1998 (COPA).  As a result, we do not advertise, promote or accept member registration from children who are under the age of 18.

About Cookies
Cookies are small text files that a website transfers to your hard drive to enable record keeping.  Today, most websites use cookies to make the web user’s experience much easier.  Hampton Roads Panel uses cookies on its registration form, member portal and surveys.  These cookies allow Hampton Roads Panel to store information previously submitted, so that the user does not have to repeatedly retype the information.  These cookies expire immediately after you close the web browser.  Member area cookies are used to personalize member’s experience on the site and to also identify valid panelists and protect access to specific account information, such as survey participation history, point earned and reward history.  Hampton Roads Panel does not link information stored on cookies to any personally identifiable information submitted while visiting the site.  Users who chose not to allow cookies may still navigate through our site; however, they might encounter some difficulty taking surveys.

Updating Personal Information
Keeping your information up to date in our system is essential to maintaining good communication with Hampton Roads Panel and ensures that you receive survey invitations that fit your background and lifestyle.  To change your contact information (email address, name), panel profile or other information provided during member registration, simply login to the member area and click “Update profile.”

Unsubscribe and Panel Participation Removal
While we certainly hope you will enjoy your experience as a member of the Hampton Roads Panel, we respect your decision to cancel membership with us, and will not try to persuade you to do otherwise.  Panelists who wish to cancel their membership may login the member area and select “Unsubscribe” or email us at surveys@hamptonroadspanel.com.  Hampton Roads Panel reserves the right to remove panelist due to inactivity over a period of 6 months or longer.  Please allow 7-10 days for your request to be processed.  Once you’ve been removed from the panel, you will no longer receive survey invitations or any form of communications from Hampton Roads Panel.  Please be aware that a canceling of membership forfeits all unclaimed rewards points earned to the date of cancellation.

Security Measures
Hampton Roads Panel understands the risks involved in transmitting information over the internet and take this matter very seriously.  To minimize this risk, we employ a number of security measures to safeguard against unauthorized access to or disclosure or loss of data collected on the Hampton Roads Panel site or through its online surveys.  We encrypt all information submitted, using Secure Socket Layer (SSL) protocol.  Your personal information is stored on secured servers and access to this information is limited to specific authorized personnel who each have signed a binding confidentiality and Non Disclosure Agreement.  We consider the protection of all personal information collected from our members or website visitors a very critical element to our daily operation.  For further questions regarding our security practice and policy, please feel free to contact us via the contact information provided below.

Reward Program
Panel members receive points and/or the chance to win for each answered survey.  Hampton Roads Panel determines the rewards based on the points obtained or monthly participation.  Hampton Roads Panel reserves the right to adjust the points or award options over time. On a panel member’s own pages it is possible to see how many points a panel member has accrued.  Panelists can also redeem points for reward options on the member’s own webpage for options available through a partnership with SurveyAnalytics and Giftango.com.

Notification of Changes
If Hampton Roads Panel decides to make a change in our privacy policy regarding the use of personal identifiable information, all members will be notified via email before the change takes effect.  Additional efforts will be taken to ensure notices are posted in visible areas throughout our website.

Contact Us
For more information, questions or concerns regarding our privacy policy or practice, please don’t hesitate to contact us at: surveys@hamptonroadspanel.com