What Participant Information Should You Collect?

Start with why you are asking

The best guide to what you should collect is a simple question: why do we need this? If you can name the purpose, whether it is contacting a participant, planning a program, or meeting a specific funder requirement, the field probably earns its place. If the honest answer is that it might be useful someday, it usually should not be collected.

This purpose-first habit keeps forms short, respects participants, and aligns with your privacy basics.

The usual basics

Most programs run well on a small set of basics.

• A name, and how the person prefers to be addressed.

• One reliable way to reach them, if you need to.

• The program or programs they are joining.

• Anything essential for safety, such as an emergency contact where appropriate.

Notice how little that is. Many organizations collect far more than they use.

Collect sensitive details with care

Some programs genuinely need more sensitive information, such as age ranges, languages, newcomer status, or accessibility needs. These can help you serve people better and may be required for certain funding. When you collect them, do so with care.

• Ask only for what a real purpose requires.

• Make sensitive fields optional wherever you can.

• Offer inclusive, respectful response options.

• Explain why you are asking, briefly and plainly.

When the participant is a child, there is a further question: who is actually agreeing to any of this. Consent for a child usually comes from a parent or guardian, and BC decides that by capacity rather than by a fixed age.

What not to collect

Some information is better left uncollected unless a specific, current purpose demands it. Gathering sensitive details just in case creates risk without benefit, and can make cautious participants, including newcomers, less willing to take part. When in doubt, leave it out, and revisit only if a genuine need appears. This matters most for children's records, where collecting less is the main safeguard.

Explain it and protect it

Collecting well is not only about which fields you include. It is also about being open and careful. Tell people what you collect and why, keep it only as long as you need it, and limit who can see it. The companion guide, explaining data collection to participants, covers how to say this simply.