Ethics and consent in humanitarian data collection

Why does ethics matter in data collection?

When a community member answers your survey, they trust you with information. In a crisis, that information can be sensitive: where a family lives, who has a disability, who was displaced, who needs protection. If it leaks or is misused, people can be harmed.

The Centre for Humanitarian Data states that data responsibility is the safe, ethical and effective management of personal and non-personal data for operational response. It also warns that disclosure of sensitive data can lead already vulnerable people and communities to be further harmed or exploited. Responsible practice also builds trust, which makes future data collection easier. The Inter-Agency Standing Committee (IASC) guidance asks humanitarians to "do no harm" while getting the benefit of data.

What is informed consent?

Informed consent means a person agrees to give information after they understand what is asked and what will happen with it. The UNHCR Emergency Handbook lists informed consent, privacy and dignity, and data security as ethical principles for data collection in emergencies.

For consent to be real, tell people:

1. Who you are and which organisation you work for.
2. Why you are collecting data and what it will be used for.
3. What you will ask, and that they may skip any question.
4. Who will see the data, and whether it will be shared outside your organisation.
5. How long you will keep it.
6. That saying no is safe. Refusing will not affect aid or services.
7. How to ask questions or complain later.

Use simple spoken language. In Myanmar, use the language the person is comfortable with, and check that enumerators can explain terms like "confidential" in Burmese or the relevant local language. Do not read a legal paragraph aloud and move on.

How do you assess risk before you collect?

Ask four questions at the design stage:

• Do we need this data? If you cannot name a decision it will inform, do not collect it.
• Is any of it sensitive? Ethnicity, religion, political views, health, protection concerns and exact locations can be harmful in the wrong hands.
• What is the worst thing that could happen if this data were lost, seen by the wrong person or shared without care?
• Can we reduce the risk? Remove names, use codes, collect at group level, or leave the question out.

The UNHCR handbook advises collecting only the required data and collecting it once. The OCHA Centre's guidance note on data ethics adds that staff should be able to identify and debate ethical issues using common tools, and recommends codes of conduct and ethical audits. Even a small team can use a one-page checklist before each new survey.

How should you store and share data?

• Limit access. Only staff who need the data should have it.
• Separate identity from answers. Keep names and contact details in a separate, protected file with a code to link records.
• Protect devices. Use passwords or PINs on phones and tablets. Upload forms to the server as soon as possible and delete local copies when your protocol says so.
• Share aggregated data by default. Share tables and totals instead of personal records. If you must share personal data, put an agreement in place first.
• Agree retention. Decide when data will be deleted and write it down.
• Check the donor and local rules. Requirements differ by donor, country and organisation. Check your agreement or a qualified adviser.

In unstable environments, think about what happens if a phone is lost or inspected. Do not keep sensitive notes in unprotected chat groups. See our guide to meeting notes for advice on what not to record in widely shared notes.

What about children, women and other at-risk people?

Take extra care. Ask for information from children only when needed, with suitable consent processes and trained staff. For topics such as violence or protection concerns, use trained staff, private spaces and clear referral options. Never ask about violence in a survey unless you can offer a safe referral for anyone who discloses a need. If you cannot provide support, do not ask the question.

Enumerators also need support. They hear hard stories and carry risk. Brief them on safety, give them a way to report problems, and debrief after data collection.

What if something goes wrong?

Plan for an incident before it happens. Decide who to tell, how fast, and what to do if personal data is lost, stolen or sent to the wrong person. The OCHA data responsibility guidelines state that data subjects should be notified of breaches and that incident management should be reflected in standard procedures. Write a one-page response plan and train your team on it. Connect this to your feedback and complaints process, so people have a place to raise concerns.

How EMPO can help

With 1,200+ people trained and 15 partner organisations, EMPO is a trusted Yangon-based training and consultancy provider and one of Myanmar's leading names in practical training for NGOs and CSOs. Our MEAL and Accountability to Affected Populations training covers data collection practice, online or in person, in English and Burmese. Our KoboToolbox XLS forms package offers ready-to-use forms. See our services or contact us.

Sources

• Data Responsibility — Centre for Humanitarian Data, OCHA
• IASC Operational Guidance on Data Responsibility in Humanitarian Action — Inter-Agency Standing Committee, 2023
• Data and Information Management — UNHCR Emergency Handbook