The University of Groningen explores alternatives to Qualtrics

The University of Groningen (UG) is exploring alternatives to Qualtrics in light of ongoing developments regarding data protection, rising financial costs, and Qualtrics’ changing focus towards commercial parties. A national Data Protection Impact Assessment (DPIA) conducted by SURF has identified 14 high risks in Qualtrics. SURF currently advises its members to proceed with caution and gives negative advice on the use of the tool. 

Qualtrics remains available for use at the UG for now. At the same time, a university-wide working group is investigating alternative survey tools and aims to propose a future solution by the end of 2026. Until then, users are encouraged to carefully consider what personal data they collect, and to make sure that no data remains in Qualtrics after data collection.

Why are we exploring alternatives?

Qualtrics has been used at the UG for many years for surveys and questionnaires in education and research. It offers extensive functionalities and is widely used across the University. However, developments concerning data protection, rising financial costs, and Qualtrics’ focus on commercial parties prompted a reassessment of its future use. The SURF DPIA reinforces the need to carefully consider the role of Qualtrics in the future survey tool landscape of the UG.

Looking for a secure and sustainable solution

A university-wide working group, with representatives from the faculties and the Center for Information Technology (CIT), is investigating possible alternatives. The aim is to find a solution, or combination of solutions, that: 

• Meets the needs of education and research.
• Protects personal and research data. 
• Is well maintained and supported. 

• Can be sustainably supported across the University.

At this stage, different options are being explored and no decision has yet been made about which survey tool or tools the UG will use in the future. Different tools may ultimately be needed for different types of surveys and use cases. 

What happens next?

We aim to have a clearer picture of the available alternatives and make a proposal for the future of survey tools at the UG by the end of 2026. Any transition to another survey tool will be planned carefully, particularly for ongoing research and education projects. Users will be informed well in advance of any significant changes. 

What does this mean for you? 

For now, you can continue to use Qualtrics at the UG. If you are starting a new project that will run for several years, however, it is worth keeping in mind that the UG’s survey tool landscape may change. Until then, when designing new surveys, be particularly careful about collecting personal data. Consider whether each piece of personal data is necessary for the purpose of the survey and avoid collecting data that you do not need. 

It is also important to keep in mind that Qualtrics is a third-party cloud application and is not intended as a storage system. After completing data collection, transfer your data to an appropriate UG-approved storage environment and remove it from Qualtrics. For completed studies, no data should remain in Qualtrics.