Data inventory
This page lists every field Recruit stores about a participant in this pool. It reflects the collection settings the pool administrator has turned on right now, so it changes when they change.
| Field | Why it exists | Who can see it | How long it is kept |
|---|---|---|---|
| Full name | Identifies the account to the pool administrator. | The participant and the pool administrator. | While the account exists. |
| Email address | Sign-in credential and the way the administrator contacts a participant. | The participant and the pool administrator. | While the account exists. |
| Course enrollment | Applies participation toward the requirement of the right course. | The participant and the pool administrator. | While the account exists. |
| Participation records (study, status, credit, sign-up and completion time) | Proof that a requirement was met, and the basis for the credit report a department needs. | The participant, the pool administrator, and the study's researcher by participant code only. | As an education record, for as long as the department keeps course records. |
| Participant code | Lets a researcher manage their roster without seeing who anyone is. | The participant, the researcher running the study, and the pool administrator. | With the participation record. |
| Administrative study exclusion (participant, term, selected researcher/study, administrator and creation time); course-based study exclusions (study, course, administrator and creation time) | Blocks participation without recording a reason, age, or explanation. | Pool administrators only. Participants see a generic eligibility message; researchers cannot view exclusion records. | Until an administrator removes the exclusion or the account is deleted. Limited to its specified term. |
| Requirement exclusion (participant, term, administrator, creation time); term start/end dates; account login-lock marker | Prevents account access during the specified term without storing an exclusion reason. | Pool administrators only. Participants receive a generic account-access message. | Until removed or the account is deleted. Login blocking expires after the last term day in UTC. |
| Help messages (topic, optional course and study, message text, office reply, status, timestamps) | Lets participants ask the pool office about the requirement and see the answer. | The participant who sent it and pool administrators. Researchers cannot view messages. | Until an administrator deletes it or the account is deleted. |
Not collected in this pool
- Age bracket
- Gender
- Year in school
- Native English speaker
- Student ID
- Department
Retention
Prescreen answers are held for 180 days, and an administrator can clear them sooner by closing a term. Closing a term sets the prescreen and identifier fields to empty for participants whose work for that term is finished. Participation and credit records are kept, because a department needs them to show a course requirement was met.
Access
Researchers see their own participants by code only. Names, email addresses and student IDs are visible to the pool administrator and to the participant. Every export of identifiable data and every view of the member directory is written to an access log that only administrators can read.
Third parties
Recruit does not use third-party analytics or advertising trackers, and does not sell or share participant data.