Below is an example template of a consent form and information sheet that can be used for gaining signed consent ahead of undertaking any user research with participants.
Overview
We are asking people for help with [Give an overview of the project].
Your role
We would like you to [Explain what the session will cover so that the participant is comfortable. Include an overview of the project; explain that you want to understand how to make the service easier/effective etc.].
What you will do
During this session [Explain how the session will take place e.g remotely, screen/video/voice recording, interview etc.].
Our promise to you
- You can take a break and ask us questions at any time
- You can stop at any time or decide not to take part at all
- We will not share anything linked back to you – we will remove your name and all other personal information before we share what we have learnt
- You can contact us after the session to withdraw your consent – you can ask us for your personal data we have as well as any notes that we have made
How we will look after your data
This consent form and anything you tell us is securely stored on Birmingham City Council systems. These files are only accessed by user researchers who work across Birmingham City Council and [add in any other companies/people involved].
Any information you allow us to have will be stored for no more than 12 months from today. After this time, all of your personal information will be securely deleted.
You can contact your researcher to withdraw your consent and delete your data at any time. You can contact us by contacting [provide contact details e.g. email [email protected]].
How we will use what you tell us
We will use what you tell us to improve [project website/app/service]. We will never use your data for any other purpose.
We may share the results of our research with teams within Birmingham City Council. We may also share it publicly on a local government research library.
None of the data we share with these groups or put in our online public research library will ever link back to you.
Consent form
Please read the statements below. For each statement, tick yes or no, depending on if you consent. If you have any questions or would like to talk to us before you agree to take part, email the researcher listed in the invitation letter.
| Data collection | Yes | No |
| I agree to be video recorded during the session | ||
| I agree to screen-recorded during the session (we may ask you to share your computer screen and record what you show us). | ||
| I agree for the researchers to take notes during the session. | ||
| I understand that my name and any personal or sensitive information about me will be removed from any medium of collection. This is so that my feedback is anonymised after the session. |
| Data handling | Yes | No |
| I agree for the research session to be transcribed for the purpose of analysis. | ||
| I agree for my video recording to be used in presentations and reports relevant to the project (this will not include your name). | ||
| I agree for my audio recording to be used in presentations and reports relevant to the project (this will not include your name). | ||
| I agree for anonymised quotes to be used in presentations and reports relevant to the project. |
| Data sharing | Yes | No |
| I agree for my anonymised data to be shared with other people working on this project | ||
| I agree for my anonymised data to be shared with other teams in [name of government department] working on related projects now and in the future. |
| Consent to take part | Yes | No |
| I have read and understood the information above about this research project. | ||
| I understand what is being asked of me in this research project. | ||
| I understand that my participation is voluntary and I can withdraw at any point before, during or after the research takes place. I do not need to give a reason (I know to contact the researcher to do this). | ||
| I have had the opportunity to ask questions before agreeing to take part in this project. | ||
| I agree to take part in this research project. | ||
| I am happy for [name of government department] to contact me for future research. | ||
| I know who to contact if I have a complaint about the research. |
Consent
Please sign below to show you understand and agree to the statements listed above.
If you have any questions, please let your researcher know.
Your name: ________________________
Date: _______/________/_________
Signature: ________________________
Thank you for helping us to make our services better
We are collecting and processing your data under your consent. Consent is one of the six legal bases for processing in the Data Protection Act 2018. See our full privacy statement at Birmingham City Council.