Privacy Policy

Introduction

Ola Surveys LLC (“We,” “Our,” “Us”) is a market research company specializing in the collection of survey data, with a focus on consumers in the United States. Ola Surveys is the sole owner and administrator of the Survey Diem™ app and panel. This Privacy Policy describes how we collect and use your data that you provide in connection with our products and services, including your usage of our websites at www.olasurveys.com and www.surveydiem.com and participation in our survey-based panels and related environment. Together these are referred to as the “Services.” By engaging with our Services, you agree to the collection and use of information in accordance with this policy.

How to Get in Touch

Questions may be directed to info@olasurveys.com or mailed to 1325 G St. NW, #500, Washington, DC 20005.

Key Terms

Panel: A group of people who opt to receive invitations for surveys in return for rewards. Panelist: A member of a survey panel we manage. Ola Surveys Environment: Digital assets we control, including the Survey Diem app and website, Ola Surveys website, and online surveys we administer. Personal Data: Information relating to a person who can be identified directly or indirectly. Sensitive Data: May include race or ethnicity, political opinions, religious beliefs, sexual orientation, health conditions, or medical history; provision of some or all of this information is optional. Digital Fingerprinting: Assignment of a unique device identification number based on device properties, used to prevent fraud and manage data quality. Psychographic Data: Non-demographic characteristics such as attitudes, values, beliefs, and interests.

Data We Collect

We collect survey response data, panelist profile data, panelist activity data, client organization data, and website data and inquiry form responses. Survey response data may include IP addresses, browser types, unique device identifiers, digital fingerprints and, with permission, precise location. Survey responses are linked to panel profiles through a panelist ID; we store deidentified survey response data long-term. Panel profiles may include demographics and psychographics, contact details and government identification for verification, PayPal payment information, and tax information. Panelists are asked to update profiles at least annually or when information changes. We may collect information from financial services companies or information services bureaus to enhance profiles for client analyses. Activity data helps manage our services. For clients we maintain contact, contract, billing and service usage information. Website data may include cookies, browsing information, digital fingerprints and information entered into inquiry forms. Panelists must be at least 18 years old and located in the United States; we do not knowingly collect information from minors.

How We Use Your Data

We provide clients with raw, deidentified datasets for surveys they commissioned. We do not share panelists' identities with clients unless panelists explicitly opt into additional research conducted by the client. We append demographics and psychographics to support representativeness and statistical analysis without identifying individuals. We use contact information for identity verification and communication; PayPal information for compensation; tax information for applicable 1099-NEC reporting; and activity data for panel integrity, compensation and service improvement. Client organization data supports service delivery and operations. Website data supports website functionality and responses to inquiries. We do not use the data we collect for automated decision-making or anything other than provision of our core services. We do not sell personal data. Personal information may be shared in compliance with valid legal requests.

Legal Basis

Our services to panelists and client organizations are generally based on consent: panelists opt in and clients commission services through written contracts. Survey participants may decline questions by exiting. Some research, such as customer satisfaction and employee engagement studies commissioned by clients, may rely on legitimate interest. We also process personal information based on legitimate interests in managing operations and providing services.

Data Transmission

We maintain data on secure private servers in the United States or United Kingdom. Deidentified survey responses may be stored by clients or their vendors inside or outside the United States. Identification may be verified by a partnering provider. Survey response data is downloaded from survey administration vendors over secure connections, and vendors are required to follow data protection protocols. Panelist compensation is provided through PayPal. We transmit deidentified datasets to the commissioning clients and use CRM and marketing automation services. We use Google Analytics to understand website use. Other service providers may be engaged subject to appropriate data protection and retention requirements.

Data Storage and Security Measures

We use security procedures consistent with generally accepted standards. Data we maintain is stored on secure private servers in the United States or United Kingdom, with internal access restricted to trained personnel on a need-to-know basis. We store deidentified survey response data indefinitely. Personal panelist data is generally deleted within ninety days of a deletion request, subject to legitimate retention reasons including financial transactions, security incidents, fraud prevention, bug repair and legal obligations. For deleted panelist accounts, certain personal information and activity data may be retained for up to one year for fraud prevention and tax compliance. Blacklisted accounts may remain blacklisted indefinitely or until removal.

Data Breach Notification

In the event of a data breach, we will notify affected persons or organizations within 72 hours after becoming aware of the breach.

Your Rights Regarding Personal Data

Panelists may request information about or access to their personal data, a copy of their data, account deactivation or deletion, data portability, correction, deletion of personal information, and restriction or opt-out of particular processing. Certain information may be retained for legitimate purposes including legal compliance, fraud prevention and security. Deidentified survey responses cannot be deleted through an individual deletion request once deidentification is complete. Accounts may be deactivated or deleted within the Survey Diem app or by emailing info@olasurveys.com or info@surveydiem.com.

How to Exercise Your Rights

Send written requests to info@olasurveys.com or to Ola Surveys, 1325 G St. NW, #500, Washington, DC 20005. Except in rare cases, we respond within one month.

Policy Updates

We update this policy as needed. The last-updated date reflects the effective date of revisions. Changes are effective when posted to the website; continued use of Services indicates consent to changes.

Ola Surveys Studio and Managed Research — Proposed Additional Provisions

These provisions are proposed for the expanded Ola Surveys services and require confirmation against actual system configurations, client agreements, and vendor terms before publication as binding commitments.

Scope and Client Research Materials

Ola Surveys Studio enables authorized client users to create surveys, upload research datasets, analyze responses, conduct AI-assisted qualitative research, and prepare reports. Managed Research involves research activities performed by Ola Surveys on a client's behalf, including white-label delivery when agreed. Materials may include survey questionnaires, research objectives, hypotheses, respondent-level data, uploaded CSV files, interview guides, transcripts, recordings if enabled, analytical outputs, charts, reports, and related instructions. Clients are responsible for having appropriate authority and permissions to supply these materials.

Client Control, Ownership and Confidentiality

As between Ola Surveys and its clients, clients retain their rights to client-provided research materials and datasets. Ola Surveys uses those materials to provide the contracted services, maintain security, prevent misuse, and comply with legal obligations. Ola Surveys does not sell client research datasets or disclose one client's confidential research materials to another client. For white-label engagements, Ola Surveys handles project materials confidentially and uses the client's brand only as authorized. Specific ownership and licensing rights for commissioned deliverables are governed by the applicable service agreement.

AI-Assisted Research Processing

Studio may use AI systems to support questionnaire drafting and critique, qualitative interview moderation, open-ended response analysis, coding, interpretation, reporting, and related workflows. AI outputs may be incomplete or inaccurate and should be reviewed by qualified users before use in consequential research decisions. Information supplied to an AI-enabled feature may be transmitted to contracted infrastructure and AI-processing providers solely as necessary to perform the requested operation, subject to applicable contractual safeguards. Ola Surveys does not authorize third-party AI providers to use client research materials to train their general-purpose models. Any commitments about provider retention, diagnostic logging, geographic processing, and deletion must match the provider agreements and actual deployment configuration.

Account Separation and Access

Client workspaces and projects are intended to restrict access to authorized users and service personnel with an operational need. Access may be required to troubleshoot, provide contracted services, investigate security issues, or comply with legal obligations. Ola Surveys applies appropriate administrative, technical, and organizational controls, including role-based permissions where available. No security system can guarantee absolute protection.

AI Interviews and Human AI Evaluation

AI-moderated interviews may collect participant responses, follow-up answers, transcripts, and relevant session metadata. Participants should receive appropriate notice when an interview is moderated by AI. Survey Diem may also support human evaluation of AI systems, including ratings, comparisons, feedback, and associated quality-control information. Data sharing, participant disclosures, consent, compensation, and retention for each study are governed by the study instructions, applicable notices, and client agreements. Ola Surveys will not represent research participants' information as deidentified unless appropriate deidentification has been performed.

Retention, Export and Deletion of Client Materials

Retention periods for Studio and Managed Research client materials should be stated in the applicable service agreement or account settings. Subject to those terms and applicable law, clients may request export or deletion of their research materials. Limited records may be retained where required for billing, security, fraud prevention, dispute resolution, or legal compliance. Provider-side retention, backup expiration, and deletion procedures must be verified before specific deadlines are promised. The separate retention rules for Survey Diem panelist information continue to apply as described above.

Research Data and Personal Information

Client datasets may include personal or sensitive information even when direct identifiers are removed. Clients should avoid uploading information unnecessary for their research purpose, apply appropriate deidentification, and provide required participant notices and consents. The respective responsibilities of Ola Surveys and the client, including controller and processor roles where applicable, are addressed in the governing contract and any data processing agreement. Privacy rights requests involving client-controlled datasets may need to be referred to the relevant client organization.

Service Providers and Cross-Border Processing

Ola Surveys may use contracted hosting, storage, analytics, payment, communications, security, and AI-processing vendors to deliver its services. The categories of providers, locations of processing, and applicable transfer safeguards should be disclosed accurately and updated as the service changes. Client research materials are not provided to vendors for unrelated advertising or model-training purposes. Additional service-specific contractual terms may apply.

Changes to These Provisions

Before these proposed provisions take effect, Ola Surveys should verify the accuracy of its AI training restrictions, data retention practices, logging settings, access controls, and subcontractor agreements. The effective policy should identify its actual revision date and should not be represented as effective retroactively.