Privacy policy

How we use your information

Before we start, we know there is nothing worse than a lot of small print so you will be glad to know we have made our privacy policy clear, simple and easy to read!

This policy explains how we use personal data and it applies to information we collect about:

  • visitors to our website and subscribers to our newsletter
  • people who contact us via social media
  • people who email us
  • participants to our research and engagement projects;
  • members of our online communities
  • job applicants and our current and former employees.

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.

Cookie Statement

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.

E-newsletter

We hold details you have provided us with in order to provide the service or information you have requested or for  closely related purposes. For example, we may use these details to supply you with relevant industry information and case studies, although you can unsubscribe from this communication at any time easily.

We use a third party provider, Act!, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies. For further information read ACT’s privacy policy: https://www.act.com/en-uk/privacy-policy

Security and performance

Explain uses a supplier, Lovely Pears, to host the website and help maintain the security and performance of the Explain website. Lovely Pear’s privacy policy can be provided on request via the details provided at the end of this policy.

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 

Whatever the approach we ensure the following is explained to you upfront and we obtain your informed consent to participate:

  • We explain the personal data we are collecting up front
  • We explain the purpose of collecting this data and outline the legitimate purpose
  • We explain how much time we need from you to participate
  • That you have the right to be anonymous and withdraw at any point
  • That you have the right to access and withdraw data from research at any time
  • How long we will store your data for

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

If you are a member of one of our online communities, please refer to the specific privacy policy for that community which you can find on the relevant community. We will make it clear when we collect personal information from community members and will explain what we intend to do with it.

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   

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.

Personnel records

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.

Your rights

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:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

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 15th May 2018.

How to contact us

If you want to request information about our privacy policy you can email us at  or write to:

Data Protection Lead
Explain Market Research
48 Leazes Park Road
Newcastle upon Tyne
NE1 4PG