MindFresh Privacy Policy

Rotterdam School of Management, Erasmus University ('us', 'we', 'our') operates the application MindFresh (the 'Application'). This privacy statement informs you of the purpose for which personal data is collected and your rights when using the Application.

Why do you need my information?

Our researcher Dr. Otto Koppius conducts a study on how individuals experience engagement, stress and recovery during the week. The ultimate goal of the research is to give individuals more insight and where possible, personalized recommendations, into how to best manage their stress levels during the day and week by improving workload management and implementing appropriate recovery opportunities. For this purpose, the Application sends you multiple surveys throughout each day for a maximum of one month.

Which information is collected and for what purpose?

When you have given an explicit consent for participation in the research, you receive an invitation to download the Application. When you register, you are asked to provide your contact details (name and e-mail address). Your e-mail address is used to log you in and help to retrieve a forgotten password. Your name is used to address the notifications of surveys.

The first survey includes demographics and individual characteristics. Subsequently, each day you receive a set of questions about your sleep, work/study activities and your engagement, stress, recovery and performance. This data is needed to analyze differences how participants react in different situations.

We collect some information automatically: the time when you start and finish each questionnaire. This data is needed for the following reasons:

  • To reduce user burden by automatically establishing the time of day the user filled out the survey;
  • To improve data quality by highlighting unusual survey entry patterns;
  • To enable troubleshooting in case unexpected issues occur in the process of using the Application.

What do you do with my information?

Your e-mail address receives a unique identifier that is used to connect all information from surveys each day. Only unique identifiers are used in the research dataset.

When data is collected from surveys each day, the research group performs analysis and reports the results at aggregated level. No personal information is included in the research outcome.

If in the consent form you have selected to receive your individual results, the principal researcher will send a summary when the study outcome is finalized.

Do you share my information with other organisations?

Your information is not shared with any other organisations and is stored at a secure location at Erasmus University Rotterdam.

How long will you keep my information?

Following the principles of the Netherlands Code of Conduct for Research Integrity the research dataset is kept for 10 years at a secure location at Erasmus University Rotterdam after research publication.

If you have given a consent to receive individual results, your e-mail address will be deleted permanently within one year after the research summary is delivered.

What are my rights?

When you submit your personal information in the Application, you have the following rights:

  • You can request more information about the processing of your data;
  • You can change/rectify your e-mail address that is linked with your account in the Application;
  • You can access information you have submitted;
  • You can always terminate your participation and withdraw your consent by contacting the principal researcher;
  • You can lodge a complaint with the Dutch Data Protection Authority (“Autoriteit Persoonsgegevens”).

You can exercise your rights by submitting an online request on the Data subject rights request portal of Erasmus University Rotterdam.

Contact information

Principal Researcher
Dr Otto Koppius
Rotterdam School of Management
Erasmus University Rotterdam

Data Protection Officer Marlon Domingus fg@eur.nl Erasmus University Rotterdam