What should I ask about a research firm’s data storage and old respondent records?

When you buy a research firm, you take over every respondent record it holds, including the ones it should have discarded. Begin with a simple inventory. What kinds of information are stored, in which systems, and who has keys? Ask about backups, laptops, personal drives and anything held by outside vendors.

Then ask about consent. What were respondents told when they joined, and does that allow the data to pass to a new owner? Ask for the privacy notices, consent wording and any complaints or incidents. If the firm cannot say what it promised people, a lawyer should look at the wording before you rely on the data.

Retention comes next. Does the firm have a schedule for removing old records, and does it follow it? Files nobody needs can be a liability. Ask whether there has ever been a breach or a lost device, and how it was handled. Agree before closing which data transfers, which gets deleted, and who does the work. The seller’s own lawyer and yours should both be part of that discussion. Ask who at the firm is responsible for all of this today, and whether that person plans to stay.

Key takeaways

• Inventory every system, device and vendor that holds respondent records.
• Ask for consent wording and privacy notices, and have a lawyer read them.
• Agree before closing which data transfers and which is deleted.