Anonymization

Once funding has been granted and the research can begin, it is necessary to return to the Data Management Plan and review what was originally stated regarding anonymization and the use of data. Project reviewers or the ethics review board may have raised concerns about the decisions taken on this issue. They may consider anonymization inappropriate altogether, or judge that the chosen anonymization technique is not suitable for the selected research approach or insufficient to avoid or minimize risks to participants. For this reason, during the research design phase, it is often necessary to reconsider earlier decisions about anonymization and, where needed, revise the Data Management Plan.

Once you have modified the Data Management Plan, prepare the following documentation:

    Data Processing Agreements (DPA)

    A legal agreement that regulates how a third party processes research data on behalf of the research team. Why is it necessary? If external services are used (for example to anonymize visual data), a DPA ensures that the third party handles the data according to data-protection rules and ethical research standards.

    Data Retention Policy

    A policy that defines how long original visual data are stored before they are anonymized or transformed. Why is it necessary? Visual data often contain identifiable people or contextual details, so researchers must decide how long data is kept and when it must be modified or removed to protect participants. 

    Privacy Risk Assessment

    A systematic evaluation of the potential risks that visual data may pose to participants’ privacy. Why is it necessary? Images often contain recognizable features or contextual information that can reveal identities. Assessing risks helps researchers minimize harm and decide how data should be protected, anonymized, or shared. 

    Privacy Notice

    A document that informs participants how their data will be collected, used, stored, and possibly shared. Why is it necessary? Transparent communication allows participants to understand the implications of the research and supports truly informed consent, especially when visual materials may later be shared or reused. 

    Consent Form

    A document through which participants formally agree to take part in the research and to the possible uses of the visual data they appear in. Why is it necessary? Consent allows participants to make informed decisions about participation and protects them from harm, particularly when images may contain identifiable individuals or sensitive contexts.

    Furthermore, many legal systems consider this activity mandatory for data processing.