How we use your information
This policy explains how we use personal data and it applies to information we collect about:
Visitors to our websites
When someone visits www.explainresearch.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Cookies are very small text files that are stored on your computer when you visit some websites. You can disable any cookies already stored on your computer, but these may stop our website from functioning properly. This website will track the pages you visit via Google Analytics.
Under the General Data Protection Regulation (GDPR), there are 6 lawful bases that can be used to legally collect personal data. For all marketing activity, including e-marketing, marketing by post and telephone. We will generally rely on consent or legitimate interest as the lawful basis.
To enable us to provide marketing that is of technical or sector relevance to you as part of our normal professional services.
We have identified this as a legitimate interest of Explain Market Research; we consider that use of your personal information is necessary to achieve that legitimate interest; and we've balanced this that against your interests, rights and freedoms.
Where the use of information is based on the legitimate interests’ condition, the legitimate interests pursued include:
We hold details you have provided us with in order to provide the service or information you have requested or for closely related purposes (see legitimate interest above) You can unsubscribe from this communication at any time easily.
All of the content on the Explain Market Research website is copyrighted by Explain Market Research, 46-48 Leazes Park Road, Newcastle upon Tyne, Tyne & Wear, NE14PG and cannot be redistributed or used for commercial purposes without prior notice and agreement.
Security and performance
People who contact us via social media
If you send us a private or direct message via social media the message will be stored on the social media plaform for three months. It will not be shared with any other organisations.
People who email us
Any email sent to us, including any attachments, will be stored for a period of 12 months, unless there is reasonable justification for holding this for longer.
Participants to our research and engagement projects
As a research and engagement agency, we contact members of the public and other stakeholders to invite them to take part in research and engagement activities on behalf of a client that has commissioned us. Our projects can involve telephone surveys, on-street surveys, focus groups or other activities. Each project we are commissioned for is subject to a specific Data Processing Agreement and further details can be provided on request from firstname.lastname@example.org
Whatever the approach we ensure the following is explained to you upfront and we obtain your informed consent to participate:
We will only collect what is necessary for the purposes of each research project. We will not share any of the information from research participants with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
Members of our online communities
Job applicants, current and former Explain employees
Explain is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at email@example.com
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
If you are successful and join the Explain team you will be asked to provide further information in order to confirm your eligibility to work in the UK and to add you to the Explain payroll.
If you accept a final offer from us, some of your personnel records will be held on internal and payroll systems which are shared with key suppliers. A list of these systems and suppliers and their associated privacy policies can be provided on request via the details at the end of this policy.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 7 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
Under the General Data Protection Regulation, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/
Complaints or queries
Explain tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Explain's collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Access to personal information
Explain tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation. If we do hold information about you we will:
To make a request to Explain for any personal information we may hold you need to put the request in writing addressing it to the address provided below. If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes or erase your data by, once again, contacting the address below.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 22nd August 2018.
How to contact us
Data Protection Lead
Explain Market Research
48 Leazes Park Road
Newcastle upon Tyne