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!
Explain is committed to protecting the privacy and confidentiality of the information we collect from our clients, customers, and website users. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information when you interact with us, whether through our website, survey tools, or other services.
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
- participants in our research and engagement projects
- members of our online communities
- people who contact us via social media
- people who email us
- job applicants and our current and former employees
Please read this Privacy Policy carefully. By using our services or visiting our website, you agree to the terms outlined in this policy. We reserve the right, at our sole discretion, to change, modify, add, or remove portions of this policy at any time. Please check this page periodically for any modifications.
Visitors to our website
When someone visits https://www.explainresearch.co.uk/ we use third-party services, Google Analytics and Dotdigital, 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 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.
Explain uses Dotdigital to collect and analyse information about your use of our website and deliver more relevant communications. Anonymous browsing data (such as pages viewed) may be collected, and this activity may be linked to your personal information within our CRM. We process this data on the basis of our legitimate interests in understanding our customers’ needs. You may opt out of marketing at any time or manage cookies through your browser. You may also request access, rectification or erasure of your personal data using the contact details provided below.
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 and Dotdigital.
Marketing
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.
Legitimate Interest
To enable us 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 have balanced this against your interests, rights and freedoms.
Where the use of information is based on the legitimate interests’ condition, the legitimate interests pursued include:
Client management: This may include keeping your details on our marketing database, corporate hospitality and other client care activities like client satisfaction calls and keeping accounts and records
Direct marketing: including e-marketing and promoting our services. Examples include:
- Keeping you informed of updates and events that we feel may be of interest to you based on your role and business sector
- Keeping you informed of sector specific market research insights, case studies, general relevant industry information or more general news relating to Explain Market Research.
- Obtaining contact and position details from publicly available sources.
E-newsletter
We hold details you have provided us with 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, Dotdigital, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies. For further information read Dotdigital’s privacy policy: https://dotdigital.com/terms/privacy-policy/
Copyright
All contents on Explain Market Research’s website are copyrighted by Explain Market Research, Earl Grey House, 75-85 Grey Street, Newcastle upon Tyne, NE1 6EF and cannot be redistributed or used for commercial purposes without prior notice and agreement.
Security and performance
Explain uses a supplier, Matt Moore, to host the website and help maintain the security and performance of the Explain website. Their privacy policy can be found here: https://moore.so/privacy.html
Links to other websites
This privacy policy does not cover the links within our sites linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
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, online 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 info@explainresearch.co.uk
Whatever the approach, we ensure you are aware of our Privacy Policy, 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.
Our full and detailed privacy policy developed for respondents to our research and engagement activities can be requested from info@explainresearch.co.uk
IP Addresses
When you visit our website, take part in an online survey or visit one of our online communities, your IP address (the number assigned to computers on the Internet) will be recorded. We use your IP address to help diagnose any problems on our site and also for research quality checking purposes.
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.
The online community server is a cloud-based system hosted in AWS. The data is stored within the UK, and this is maintained and managed by our IT service provider. The software development is supported by our partner. Both our IT service provider and software developer are bound by contracts that that ensure your data is managed in accordance with UK Data Protection laws. They act only on Explain Market Research’s instructions and implement all technical measures necessary on an ongoing basis to keep your personal data secure.
Our online community platforms are hosted entirely within the Amazon Web Services (AWS) cloud environment, specifically utilising the London (eu-west-2) region. This ensures that all client data remains within UK jurisdiction, supporting compliance with UK data protection laws including the UK GDPR.
If you have any queries or complaints about the way your data is handled, please contact Explain using the details below. You can also request a copy of the data held on you using these details.
People who contact us via social media
If you send us a private or direct message via social media the message and your contact details will be stored on the social media platform for three months, for reference purposes. It will not be shared with any other organisations. The legal basis for holding this data is legitimate interests.
People who email us
Any email sent to us, including any attachments, will be stored for reference purposes for a period of 12 months, unless there is reasonable justification for holding this for longer. The legal basis for holding this data is legitimate interests.
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 info@explainresearch.co.uk
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.
How We Protect Your Information
We take the security of your information seriously and employ reasonable safeguards to protect your personal data, including encryption and access controls. We are ISO and Cyber Security accredited, which shows our commitment to quality and security.
Your Rights
Under the General Data Protection Regulation, you have certain 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 on 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.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 14th August 2025.
How to contact us
If you want to request information about our privacy policy or have any enquiries about your data, you can email us at info@explainresearch.co.uk or write to:
Data Protection Officer
Explain Market Research
Earl Grey House
75-85 Grey Street
Newcastle upon Tyne
NE1 6EF