Ethics approval kit for AI-moderated interviews

Templates to adapt for your ethics committee, IRB or data protection office when your study uses QualiTaTi.

These are templates, not legal advice. Adapt them to your institution's forms and requirements, and fill in everything in [square brackets].

AI-use disclosure statement

Use for: The methods or data section of your ethics application.

Global AI (default)

Interviews in this study will be conducted by an AI interviewer on the QualiTaTi platform (qualitati.com). The AI asks the questions in an interview guide written by the research team and may ask follow-up questions based on the participant's answers. It does not make decisions about participants. Participants answer [by text / by voice / by text or voice].

The research team reads all transcripts. Any AI-assisted coding or summary is checked by a member of the research team before it is reported.

Interview data is stored in the European Union (Amsterdam, Netherlands). AI processing (the interviewer, transcription and analysis) uses service providers that may process data outside the EU, including in the United States, under Standard Contractual Clauses. The current list of providers is published at qualitati.com/trust.

Qualitati does not use research data to train AI models. Data is processed under a data processing agreement with Qualitati (qualitati.com/legal/Qualitati-DPA.pdf).

EU Assurance (EU-only AI processing)

The research team reads all transcripts. Any AI-assisted coding or summary is checked by a member of the research team before it is reported.

Interview data is stored in the European Union (Amsterdam, Netherlands), and the study uses QualiTaTi's EU Assurance option, so AI processing (the interviewer, transcription and analysis) takes place within the EU with EU-resident providers. Live voice interviews run in the EU where available; otherwise participants are offered a text interview. The current list of providers is published at qualitati.com/trust.

Qualitati does not use research data to train AI models. Data is processed under a data processing agreement with Qualitati (qualitati.com/legal/Qualitati-DPA.pdf).

Participant information sheet: how the interview works

Use for: The section of your information sheet that explains the interview and data handling.

Global AI (default)

This interview is conducted by an AI interviewer, not by a person. It will ask you questions about [topic] and may ask follow-up questions about your answers. You can answer [by typing / by speaking / by typing or speaking]. The interview takes about [number] minutes.

You can skip any question, pause, or stop at any time without giving a reason.

What happens to your answers: your answers are saved as a written transcript[, and spoken answers as an audio recording]. Your answers are stored in the European Union. To run the interview and turn speech into text, they are processed by AI service providers, some of them in the United States, under EU-approved data transfer safeguards. The research team at [institution] reads the transcripts and is responsible for your data. [Your name is not collected. / Your answers are linked to a participant code, not to your name.]

Withdrawing: you can ask to withdraw your answers until [date] by contacting [name, email]. The research team will then delete your interview from the platform.

Questions or concerns: [researcher name and email]. Complaints: [ethics committee contact].

EU Assurance (EU-only AI processing)

You can skip any question, pause, or stop at any time without giving a reason.

What happens to your answers: your answers are saved as a written transcript[, and spoken answers as an audio recording]. Your answers are stored in the European Union and processed only by AI service providers located in the European Union. The research team at [institution] reads the transcripts and is responsible for your data. [Your name is not collected. / Your answers are linked to a participant code, not to your name.]

Withdrawing: you can ask to withdraw your answers until [date] by contacting [name, email]. The research team will then delete your interview from the platform.

Questions or concerns: [researcher name and email]. Complaints: [ethics committee contact].

Consent statements

Use for: Your consent form, or the consent screen at the start of the interview.

Global AI (default)

☐ I have read the information sheet dated [date] and have had the chance to ask questions.

☐ I understand that the interview is conducted by an AI interviewer and that the research team will read my answers.

☐ I agree that my answers[, including my voice recording,] are stored and processed as described in the information sheet, including by AI service providers that may be located outside the European Union.

☐ I understand that taking part is voluntary, that I can stop at any time, and that I can withdraw my answers until [date].

☐ I agree that anonymised quotes from my answers may be used in publications and reports.

☐ I agree to take part in this study.

EU Assurance (EU-only AI processing)

☐ I have read the information sheet dated [date] and have had the chance to ask questions.

☐ I understand that the interview is conducted by an AI interviewer and that the research team will read my answers.

☐ I agree that my answers[, including my voice recording,] are stored and processed as described in the information sheet, by AI service providers located in the European Union.

☐ I understand that taking part is voluntary, that I can stop at any time, and that I can withdraw my answers until [date].

☐ I agree that anonymised quotes from my answers may be used in publications and reports.

☐ I agree to take part in this study.

Data management plan paragraph

Use for: The data collection, storage and retention sections of your data management plan.

Global AI (default)

Data collection and storage. Interviews will be collected with QualiTaTi (qualitati.com), a web platform for AI-moderated interviews and qualitative analysis. Data is stored in the European Union (DigitalOcean, Amsterdam, Netherlands), encrypted in transit (TLS 1.2 or higher) and at rest (AES-256). Access to project data is limited to the research team's accounts.

Retention and deletion. The research team will export transcripts and coded data (CSV, Word or REFI-QDA) to [institutional storage] and delete the project from the platform by [date]. Permanently deleted data is removed from the production database immediately and ages out of encrypted backups automatically.

Re-use and agreements. Qualitati does not use research data to train AI models. A data processing agreement under Article 28 GDPR is available at qualitati.com/legal/Qualitati-DPA.pdf.

EU Assurance (EU-only AI processing)

Re-use and agreements. Qualitati does not use research data to train AI models. A data processing agreement under Article 28 GDPR is available at qualitati.com/legal/Qualitati-DPA.pdf.

Data-flow description

Use for: Applications that ask you to describe or draw how data moves during the study.

Global AI (default)

1. The participant opens the study link and gives consent.

2. The AI interviewer asks the questions in the interview guide. Answers travel over an encrypted connection.

3. To generate questions and transcribe speech, answers are processed by AI service providers, some outside the EU (including the United States) under Standard Contractual Clauses.

4. Transcripts, and recordings for voice interviews, are stored in the EU (Amsterdam, Netherlands).

5. The research team reviews transcripts and any AI-assisted coding in their own accounts.

6. At the end of the study the team exports the data and deletes the project from the platform.

EU Assurance (EU-only AI processing)

1. The participant opens the study link and gives consent.

2. The AI interviewer asks the questions in the interview guide. Answers travel over an encrypted connection.

3. To generate questions and transcribe speech, answers are processed by AI service providers located within the EU.

4. Transcripts, and recordings for voice interviews, are stored in the EU (Amsterdam, Netherlands).

5. The research team reviews transcripts and any AI-assisted coding in their own accounts.

6. At the end of the study the team exports the data and deletes the project from the platform.

Where these facts come from

Storage, providers and security measures are documented on the trust page and in the privacy policy. Check them again before you submit, as providers can change.

Open the trust page

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