Clarafy Research – Data Privacy & PII Protocol

1. Overview

Clarafy Research will collect and process survey responses solely for research and reporting purposes. All individual responses will be kept confidential and reported only in aggregate form.

Personally identifiable information (PII), where collected, will be handled separately from survey response data, will not be linked to individual survey responses, and will be used only for the specific purposes described below.

2. Resident Lists Provided by Participating Firms

If participating housing providers share resident contact lists with Clarafy (e.g., name, email, phone number):

The list will be used exclusively for survey distribution purposes.
Resident contact information will not be incorporated into, or reported with, survey response data.
The list will not be used for marketing or any non-research purpose.
Access will be limited to authorized Clarafy personnel and the contracted survey platform vendor.
Lists will be stored securely and deleted within 30 days of survey field close, unless otherwise required by written agreement.
Participating firms represent that they have the authority to share resident contact information for research purposes consistent with applicable law and their privacy policies.
Unique survey links may be generated for each recipient to support one-response-per-resident controls and quality assurance safeguards.

Clarafy acts solely as a research partner and does not assume ownership of resident contact data.

3. Survey Responses

Survey responses are not designed to collect names, addresses, or direct identifiers. Responses will be analyzed and reported in aggregate form only. No individual respondent will be identifiable in any reporting.

4. Incentive / Lottery PII Collection

Respondents who complete the survey will be given the option to voluntarily enter a $500 gift card drawing.

If they opt in:

They will be directed to a separate PII form.
PII (e.g., first name, last name, email, phone number) will be collected in a separate database not linked to survey responses.
A unique, non-identifiable response ID will be used solely to confirm valid completion.
Only verified, non-duplicate, quality-checked completes will be eligible.
One entry per individual.

PII collected for the drawing will:

Be used only to verify identity and contact the selected winner.
Not be sold, shared, or used for marketing.
Be deleted within 30 days after prize fulfillment.

5. Quality Control & Fraud Prevention

Clarafy will implement quality assurance measures prior to drawing the winner, including:

Removal of duplicate submissions
Review of speeders or incomplete surveys
Detection of suspicious or inauthentic response patterns
Verification of unique contact details

Only validated completes will be included in the final drawing pool.

6. Data Security & Vendor Compliance

The survey platform vendor will:

Maintain commercially reasonable administrative, technical, and physical safeguards.
Maintain compliance with applicable U.S. privacy laws, including CCPA/CPRA where applicable.
Maintain GDPR-aligned data handling practices where relevant.
Restrict access to authorized personnel only.

Clarafy maintains secure data storage protocols and limits internal access to research staff directly involved in the project.

7. Data Retention

De-identified survey data may be retained for longitudinal analysis and tracking.
Contact lists and lottery PII will be deleted according to the timelines outlined above.
No PII will be retained beyond what is necessary for incentive fulfillment.