Qualtrics | BMS - BMS Datalab

Qualtrics is a worldwide leading survey tool, in terms of functionalities, security, and privacy measures. Qualtrics survey software allows you to create online questionnaires for your research. The faculty license is valid until October 2026, after which Qualtrics will be replaced by Crowdtech. Staff and students of BMS can make free use of Qualtrics for research purposes.

Crowdtech replaces Qualtrics

UT will replace its current survey tools with Crowdtech. At BMS, we therefore aim to stop using our current survey tool Qualtrics by October 2026 at the latest. Read more on this via our BMS communication and the support page on the service portal.

FAQ

I have active research projects in Qualtrics that run through 2026. Until when can I continue data collection in Qualtrics for my research?
Our last Qualtrics license period starts on Nov 14, 2025 and runs until Nov 13, 2026. In September 2026 we will enter into discussions with Qualtrics about the license, as there is an expiration term of 1 month, so in first week of October we will have to make our decision known to Qualtrics. We therefore recommend securing your research data from Qualtrics on the UT servers no later than the end of October 2026 unless we advise otherwise in an earlier communication.

Despite the above, we do strongly recommend testing if your questionnaires can run in Crowdtech, to know if the functionalities are there, so you won't face any surprises if you do have to do your data collection through Crowdtech.
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Key Features

Create complex surveys and forms with various question types. Check the On-Demand Webinars by Qualtrics.
Real-time reporting and collaboration, export in multiple formats
GDPR-compliant data collection.
New feature: Conjoint analysis (since Dec 2023)
Supports file uploads: allow respondents to upload a file along with their survey response. Handy when you want to collect data that may not be available through standard survey questions. Note: Instruct participants not to upload sensitive personal data that is identifiable to them.

Collecting personal data with Qualtrics

When using Qualtrics, you may gather details of your participants/respondents that can be traced back to the individual persons, that is, personal data. So your data collection needs to be GDPR compliant. Qualtrics

How to protect personal data when using Qualtrics:

Collect as few personal details as possible (data minimization); Qualtrics offers to uncheck the collection of IP address or email address in your raw data.
If personal data of participants are collected ask for consent.
Store consent forms separately from data;
Anonymize / Pseudonymize;
Do not use email triggers;
Qualtrics has a support page on how you can manage requests on subject rights by your participants using the Qualtrics platform, in particular focusing on how a user can modify and delete data.

Sensitive personal data

When processing sensitive personal data with Qualtrics, anonymization or pseudonymization of your survey is mandatory. However, we advise using TIIM when collecting sensitive personal data. If this is not possible, you can follow the work instructions for new studies with sensitive personal data:
You need to approach your respondents via an anonymous link. Information how you can do this in Qualtrics. Also, questions and documents in your survey should not include any (combination of) data that could identify your participants. Finished your survey? Download and then delete all data of the study immediately from Qualtrics.

Get Started

Below BMS students and (teaching) staff can find information about how to set up an account for the Qualtrics tool by using a self-enrollment access code.

NOTE: Qualtrics accounts can be requested only by BMS students (see list of BMS education programs) or education programs that are shared between BMS and another faculty, such as ATLAS (with ITC), BIT (with EEMCS). Requests by students/staff from other faculties/services will be rejected.

If you have not logged into your BMS Qualtrics account for a year, your account will automatically be set to inactive. Need your account again? Please send a request to enable your account to the BMS Brand Admin.

Data handling in qualtrics

Running surveys that are not yet pseudonymized, need to be finished as soon as possible;
The questionnaires and complementary documents may not contain data that is traceable to your participants;
Qualtrics may NOT be used as a storage facility. Move completed data immediately to a secure, certified storage facility within the University. Advised is the BMS Lab data storage facilities.

after the research

Research completed? Remove your collected research data from Qualtrics and move it to a secure storage facilitated by the UT/BMS:

Log in to Qualtrics
For your completed surveys, go to Survey -> Tools -> Export -> Export Survey. This will download a QSF file with the empty survey, so you can reuse it later in new research. This file does not contain any research data from the respondents
Go to Data & Analysis -> Export & Import -> Export Data, and choose the format you would like to store the data in (e.g. SPSS format)
Verify (in e.g. SPSS) that your data has indeed been successfully stored
Save the QSF file from (2) and your data file from (3) in your faculty servers for research data
Remove the survey from Qualtrics: In the main menu at the right-hand side, below the project name, at Actions -> Delete Project
Repeat steps 2 through 6 for all finished surveys

If the above instruction is outdated, please check Qualtrics guidance on deleting survey data.

Support and Training

Qualtrics offers a comprehensive support for creating surveys, including tutorials, live/on-demand webinars, manuals, GDPR Compliance and FAQs
Didn’t find the answer, then contact Qualtrics Support: Contact or submit a support request by using your Qualtrics account credentials.
For issues with your account or permissions, contact the BMS Brand Admin Lorette Bosch-Padberg (email: bmslab@utwente.nl)

About Qualtrics privacy security
- BMS has concluded a data processing agreement with Qualtrics about processing personal (sensitive) data, however the user have to take additional steps to safeguard privacy of respondents. Besides the security measures by Qualtrics, the users bear responsibility in their survey set-up for the privacy of their participants/respondents. Qualtrics provides guidance that enables its users to be GDPR-compliant.
- For medical/health-related and special (high-risk) personal data our advice is to use TiiM.
- Qualtrics follows strict security measures, is GDPR-compliant, and stores data in an EU-based data center. They are ISO 27001 certified and FedRAMP authorized, ensuring top-tier security standards
- Qualtrics explain in their privacy statement how they handle personal data (of your qualtrics account, not your survey respondents) collected during the normal course of business (sales, marketing, and support), as well as how data are processed in its software and services.