Instance Insight Privacy Policy

Instance Insight places the highest importance on the confidentiality and privacy of its clients, partners, and website visitors. We are committed to providing a secure and reliable platform that allows you to browse, interact, and engage with confidence, knowing that your personal information is handled responsibly and transparently.

Compliance with the General Data Protection Regulation (GDPR)

What is GDPR?

The General Data Protection Regulation (GDPR) came into effect in May 2018 and represents a significant update to data protection laws within the European Union. The regulation standardizes data protection requirements across EU member states and clearly defines what constitutes personal data. GDPR grants individuals greater control over their personal information and obliges organizations to collect, store, and process data in a lawful, transparent, and secure manner.

Is Instance Insight GDPR Compliant?

Instance Insight is fully committed to maintaining high standards of data protection, privacy, and transparency. We comply with GDPR and other applicable regional data protection regulations as a legal and ethical obligation, particularly when providing services to clients within the European Union.

To ensure compliance, Instance Insight continuously updates its internal processes and systems by:

  • Developing and maintaining data security and business policies that respect user privacy rights
  • Identifying, analyzing, and reporting potential data breaches, along with implementing corrective measures where required
  • Providing users with clear options to consent to and control how their data is collected and processed
  • Regularly updating data protection protocols to ensure secure storage, encryption, and restricted access to personal data

How Does Instance Insight Collect Data?

Instance Insight collects personal information when you interact with our website, purchase reports, request information, or communicate with us. The information collected may include, but is not limited to:

Contact Information

Details related to you or the organization you represent, such as your name, email address, phone number, company name, and office address.

Location Information

General location data such as city or country, which helps us assign an appropriate regional or local team to assist you effectively.

Technical Information

This includes your IP address, browser type, operating system, cookies, and other technical details related to how you access and use our website.

Usage Information

Information about how you interact with our website, including pages visited and time spent, which helps us understand user interests and improve our services.

Preferences & Security Credentials

Authentication-related data used to manage access to our platform and ensure security.

How We Collect Your Data

Your data may be collected when you:

  • Contact us through live chat or inquiry forms
  • Browse or interact with our website using cookies
  • Submit forms requesting information about our products or services
  • Communicate with us via email or phone
  • Request reports, consultations, or additional business information

How We Use Your Data

We collect and process your data for the following purposes:

  • To comply with legal obligations and protect the legitimate interests of Instance Insight
  • To process orders, deliver reports, and manage customer accounts
  • To communicate with you regarding inquiries, services, and support
  • To send relevant updates, insights, or promotional information about our products and services (with opt-out options available)
  • To prevent fraud and verify transactions, which may involve sharing limited data with trusted payment and credit verification partners

Data Storage and Security

Instance Insight is committed to safeguarding your personal data and employs reasonable administrative, technical, and organizational security measures to protect it. However, no method of data transmission over the internet is entirely secure. This includes data transfers outside the European Economic Area (EEA).

While we take all reasonable steps to protect your information, Instance Insight cannot guarantee absolute security and is not responsible for breaches that occur beyond our control during internet-based data transmission. We do not authorize third-party websites to use your personal data.

Marketing Communications

Instance Insight may occasionally send you information about our products, services, or offerings that we believe may be of interest to you. We may also share relevant information from trusted partners.

You always have the right to opt out of marketing communications at any time. To stop receiving marketing emails, you can simply contact us or follow the unsubscribe instructions provided in our communications.

Terms and Conditions

1. Introduction

These Terms and Conditions apply to any contract entered into between Instance Insight and its Clients, as well as any contract entered into between Instance Insight and its Suppliers. The terms outlined in this document form an integral part of all such agreements.

By confirming the purchase or supply of services in writing (via email) with Instance Insight staff, the Client and/or Supplier agrees to and accepts these Terms and Conditions.

For the purpose of this document:

  • Instance Insight refers to Instance Insight, a company registered under the laws of India, operating as a market research and data intelligence service provider.
  • Client refers to any company or entity that agrees to purchase services from Instance Insight. A contract is considered effective once the Client confirms the intention to proceed with a project in writing via email.
  • Supplier refers to any company or entity that agrees to provide services to Instance Insight. A contract is considered effective once Instance Insight confirms the engagement in writing via email.

2. Definitions

  • Project: All services ordered by the Client from Instance Insight and/or all services ordered by Instance Insight from a Supplier. Each project is assigned a unique project reference mentioned in email correspondence.
  • Field / Fieldwork: The process of collecting data from respondents through surveys.
  • Survey: A market research methodology using a questionnaire to gather information from respondents.
  • Online Survey: A survey conducted via the internet using specialized survey software.
  • Survey URL / Live Link: The active online link used by respondents to access and complete a survey.
  • Test Link / Testing URL: A survey link used exclusively for testing functionality before launch.
  • Questionnaire: A structured set of questions designed to collect specific information.
  • Respondent: An individual who agrees to participate in a survey.
  • Feasibility: The estimated number of completed responses based on survey specifications.
  • Specifications: Survey details including target audience, quotas, length of interview (LOI), incidence rate (IR), and other relevant criteria.
  • Online Panel: A group of individuals who have consented to participate in online surveys.
  • Complete: A respondent who successfully completes the survey and reaches the completion page.
  • Screenout: A respondent who does not qualify for the survey and is terminated within the first 3 minutes.
  • Quotafull: A qualified respondent who is terminated because the required quota has already been met.
  • Quality Terminate: A respondent disqualified due to poor data quality (e.g., duplicate entries, speeding, straight-lining, invalid responses, or failed quality checks).
  • Long Screenout: A respondent terminated after more than 3 minutes due to not meeting qualification criteria. Instance Insight may charge for long screenouts based on time spent.
  • Country of Field: The country where the survey is conducted.
  • Sample Size (N): The total number of completed interviews required or delivered.
  • Incidence Rate (IR): The ratio of completes to total respondents (completes + screenouts).
  • Length of Interview (LOI): The median time required to complete a survey.
  • Cost Per Interview (CPI): The cost charged per completed interview.
  • Quota: Demographic or behavioral limits applied to survey responses.
  • Drop-Out Rate (DOR): The percentage of respondents who start but do not complete the survey.
  • Incomplete: A respondent who exits the survey before completion.
  • Minimum Fee: The minimum charge applicable regardless of the number of completes delivered.
  • Cancellation Fee: The fee charged if a project is cancelled, covering work completed up to the cancellation date.
  • Screening Stage: Initial qualifying questions that respondents must pass.
  • Target: Qualification criteria required for survey participation.
  • Pre-Targeting: Pre-selecting respondents based on predefined criteria.
  • Redirects / End Pages: Pages respondents are redirected to based on survey outcome.
  • Incentive / Honoraria: Rewards provided by panel owners to respondents.
  • Timing: The number of business or calendar days required to complete services.
  • Questionnaire Translation: Translation of surveys into different languages.
  • Verbatim Translation: Translation of open-ended survey responses.
  • Coding: Categorization and structuring of open-ended responses.
  • Data Deliverables: Final data files, reports, or outputs generated from surveys.

3. Quotation

  • All quotations are provided in applicable currencies based on the Client’s location.
  • Quotations are valid for three (3) months from the issue date.
  • Instance Insight reserves the right to revise quotations after the validity period.
  • If the invoiced currency depreciates by more than 5% against the USD between project acceptance and completion, invoice values may be adjusted accordingly.
  • All quotations exclude applicable taxes unless stated otherwise.

4. Invoicing & Payment

  • Invoices must be paid within 21 calendar days from the date of receipt unless otherwise specified.
  • Late payments may incur a penalty of 0.5% of the total invoice amount per day.
  • Costs may be adjusted if project specifications change (including IR, LOI, sample size, or geography).
  • If the Client requests continuation of fieldwork after being informed of cost adjustments, acceptance is implied.
  • Minimum fees apply where specified.
  • Invoices may be issued from different business units and in different currencies depending on Client location.

5. Cancellation

If a Client cancels a project, the Client agrees to pay cancellation fees determined by Instance Insight. These fees will cover all work completed up to the date of written cancellation, including but not limited to:

  • Sample provisioning
  • Survey setup and link generation
  • Testing and quality checks
  • Translation, coding, and data processing
  • Partial or completed interviews

Cancellation fees will be communicated via email following cancellation confirmation.