Ethical considerations
The responsible use of the Scenarios Tool requires adherence to ethical principles and guidelines outlined in the Data Protection Act 2018. Here is a breakdown of key considerations:
Lawfulness, Fairness, and Transparency: Participants should be informed about why they are being asked to engage with the interviews/workshops. They should have the opportunity to ask questions and understand the purpose of the Scenarios Tool.
Purpose Limitation and Storage Limitation: Clearly communicate to participants the reasons for collecting their data and how long it will be retained. Limit data collection to specific purposes related to the Scenarios Tool, and store data only for as long as necessary to achieve those purposes.
Data Minimisation and Integrity, and Confidentiality: Collect and retain only essential personal data needed for the project's goals.
Accuracy: Ensure personal data is accurate and, where necessary, kept up to date.
Accountability: When documenting workshop discussions or outcomes, avoid identifying individuals. Instead, focus on group consensus or highlight relevant groups, departments, or job roles where applicable. Emphasise collective agreements and points of relevance to the entire group, whilst respecting individual privacy. Participants should be informed about who controls the data that is collected (e.g., their workplace or an external organisation).
By following these principles and guidelines, organisations can use the Scenarios Tool effectively whilst safeguarding the rights and privacy of their stakeholders. It is essential to prioritise transparency, fairness, and data protection throughout the implementation of the Scenarios Tool to maintain employees’ trust and to sustain ethical standards in organisational change initiatives.