The wording
ethics-application-wording.docx · about 500 words
Ethics application wording
Analysis software
Coded data for [Project title] will be viewed and refined in Themescape, software made by Themescape Limited, a New Zealand company, that reads coded qualitative data in the researcher's web browser. Coding will be carried out in [coding software or spreadsheet], and the coded data will be loaded into Themescape as [CSV files or a .qdpx project export] kept in [storage location]. Themescape displays the researchers' own coding. It does not code data, and it does not use AI.
Where the data is read
Themescape reads the files in the researcher's web browser on [device]. The data is not uploaded to Themescape Limited or sent to any other service, Themescape keeps no copy of it, and no research data is sent to an AI service. Themescape Limited's published data pledge states:
- Transcripts and quotes are read locally and never leave the machine.
- No file submission or permanent storage is required.
- Verbatim quotes are never altered, with a separate refined column for presentation wording.
- The Google Sheets mode is opt in, for non-sensitive data only.
The Google Sheets mode will not be used for this study's data.
Saving analysis files
Themescape does not store projects. Saving work downloads files to the researcher's own computer: CSV files holding the coded quotes with the researchers' definitions and connections, and a layout file holding arrangements and figures, which never contains quotes. These files will be saved to [storage location] and kept and destroyed in the same way as the study's other data, as described in [section of this application], in line with [your institution]'s research data policy.
Māori data and data sovereignty
Themescape reads your files in your browser and keeps no copy of your project. That is a fact about where your data goes. It does not, on its own, meet obligations to Māori data sovereignty, which are about who holds authority over Māori data and how decisions about it are made. No software can settle that. If your research involves Māori data or Māori participants, talk to your institution's Māori research advisors, and to the relevant iwi or hapū, while you are planning the study rather than after it. Te Mana Raraunga, the Māori Data Sovereignty Network, publishes its principles of Māori data sovereignty, which are useful background: https://www.temanararaunga.maori.nz/principles-of-maori-data-sovereignty
Figures and presentations
Participants will be given pseudonyms before any data is loaded, because participant names show in every view. Figures exported from Themescape are drawn in the browser as PNG, JPG or PDF files and never include quotes. Figures, slides and screenshots made with Themescape will not include names or quotes that could identify a participant.
Account information
Themescape Limited holds the researcher's account details, such as name, email address, organisation, role, plan and payment references (never full card numbers). It does not receive participant data. Its privacy statement is published at app.themescape.co.nz/privacy, and its data handling statement for ethics committees can be downloaded from themescape.co.nz/form-templates.
Placeholders in square brackets are highlighted; replace each one before you submit.
Placeholders in this template
| Placeholder | Replace with |
|---|---|
[Project title] | The study's title, as on your application. |
[coding software or spreadsheet] | Where the coding is done, such as NVivo, MAXQDA, ATLAS.ti or the Themescape spreadsheet template. |
[CSV files or a .qdpx project export] | How the coded data reaches Themescape: CSV files exported from the spreadsheet, or a .qdpx project export from NVivo, MAXQDA or ATLAS.ti. |
[storage location] | Where the study's data is kept, as described elsewhere in your application, such as an encrypted university drive. |
[device] | The computer Themescape will be used on, such as the researcher's encrypted university laptop. |
[section of this application] | The section of your application that describes how data is kept and destroyed. |
[your institution] | The university or organisation responsible for the study. |
How to adapt it
Paste these sections into the part of your ethics application that asks about analysis and data management, and replace each placeholder in square brackets. If your form has one box for all of this, the first three sections are usually enough.
Keep the four pledge lines exactly as written, so they match what Themescape Limited publishes. If you plan to connect a Google Sheet for non-sensitive material, such as a teaching example, replace the sentence after the pledge with one saying which material it will be used for, and confirm that no participant data will be connected. If your approval covers only local storage, keep the sentence as it is.
If the committee asks for a statement from the supplier, attach the Themescape data handling statement, which is on the same page as this template.
Limits
This wording covers how Themescape handles research data only. Your recording, transcription, storage and coding tools need to be covered separately.
It has not been approved by any ethics committee or funder and is not legal advice. Check it against your institution's template and show the final wording to your ethics or research office.