Finding Data Privacy Solutions for Video Use in Dovetail

I am also tackling a problem of data privacy and seeing how I can work in Dovetail with videos (as I find it better than working just with scripts), without compromising client's safety. My company is very strict on data protection, so anything sensitive not stored on our private network is a 'no-go'. Especially uploading files where faces and voices can be recognised and tied to a person is not possible. How do you overcome this problem?

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9 comments

Justina Keldusyte
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Hey Viktoria Julia Vlckova! Sounds like quite some challenge 🫠 if you can't have a voice or a face, then there's probably little reason to upload the video 🤷 You could upload a transcript and add annotations for observations/context to the transcript directly ("[user is now on x page on the website"]) so you have the broader understanding that you would normally get from having a video there.
Maegan Pisman
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You could also export video as audio only, clip out names and identifying info, then upload to Dovetail. But in general, if your company has started using Dovetail then they approved Dovetail’s security & privacy practices, ya? If so, then just establish what extra steps, if any, are necessary (e.g., not using names or any other PII in the Contacts/participant repo)
Marja Germans Gard, PhD
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Hey Viktoria Julia Vlckova - currently in a similar position, and here's how we're handling it:
no video or audio uploaded to Dovetail
Zoom recordings and transcripts are stored elsewhere (company-approved secure storage)
I manually anonymize all of our Zoom transcripts to remove PII before uploading to Dovetail
I maintain a database of participant IDs and the relevant PII (e.g., contact info) in the same secure storage
we code the anonymized transcripts in Dovetail and any edits with video are kept outside of Dovetail within our secure network.
It's a bit of a hassle, but we've developed some workflows to make it manageable. Of course this means that you're not working with videos within Dovetail, so not entirely sure this meets the needs of your original post.
Viktoria Julia Vlckova
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Thank you all for sharing your best practices, it really helps me to get a sense of all the possibilities and finding a good compromise between (most likely) all of them that will suit my needs! Justina Keldusyte I was still hoping having albeit redacted videos might jog my memory or participant's body language might provide some further context, although this would largely depend on whether I was also the one conducting them. You are right in that it is questionable, if the potentially minimal value is worth all the hassle. Maegan Pisman Yes, we already started putting down the ground rules, it is all about seeing if there are ways to optimise/automise the processes so I don't have to spend hours e.g. removing PII as I have also other things to focus on. Marja Germans Gard, PhD very helpful concrete steps, happy to read I was going in the right direction with it 🙂 if I have to finally work e.g. without the videos and other tools, that is just the constraints I will have to accept, but will have to communicate to my company that more time has to then be allocated on research
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Marja Germans Gard, PhD
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Viktoria Julia Vlckova I'd love to continue the conversation as you develop your processes- I'm always looking to streamline and refine things on our end
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Sarah Burton
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Hi Viktoria Julia Vlckova 👋 I am a Product Designer here at Dovetail and doing some investigation into redaction needs of our customers. Would you have time to talk to me about what you need from a privacy/redaction perspective from Dovetail? Likewise would love to talk to anyone else who has redaction needs in Dovetail!
Marja Germans Gard, PhD
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Hi Sarah Burton- always happy to have a chat about redaction needs, feel free to connect!
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Viktoria Julia Vlckova
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Hi Marja, Hi Sarah,
Viktoria Julia Vlckova
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A Burton happy to keep you posted Sarah Burton generally happy to talk to you about my needs, but as we have no properly started our research processes yet, my insight would not be of much value, happy to stay in touch with both of you and I am sure more questions will come up once I get properly started