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Privacy Policy: Respondents
Who we are?
We are Brains&Cheek (2.0) LTD, an international market research and consultancy company incorporated in England (Co. No. 13169753), whose registered office address is located at 7 Bell Yard, London WC2A 2JR, United Kingdom
This policy will explain how our organisation uses the personal data we collect from you when you participate in our research.
What data do we collect?
We may collect the following types of personal data:
Respondent identifier assigned by the fieldwork agency (typically a number)
Name
Telephone number
Workplace information such as job title/role and type of workplace
Voice (audio) and image (video/face to face) data
Information submitted by you during a research interview/online questionnaire. This may include: information on age, gender, approximate location, health/prescribing data including, for example, disease specific experience or medication treatment experience/medication prescribing or purchasing history, Adverse Events. Responses are anonymised as soon as possible.
Any information relating to your health is classified as Special Category Information. In addition to a lawful basis, Brains and Cheek will normally rely on your explicit consent to the processing of those personal data for one or more specified purposes. We will explain explicitly exactly how it will be processed and will obtain your explicit consent.
How do we collect your data
Most of the personal information we process is provided directly by you, or by the fieldwork agency working on our behalf. Sometimes the sponsoring client may provide a list of names for the purposes of contacting potential respondents. We will follow the client’s instruction on processing the personal data and will ensure that the personal data is processed according to data protection legislation, including assurance that the list of names can be legitimately used for the intended research purpose.
Legal grounds for processing your personal data
Under data protection legislation, there are various lawful bases on which we can rely when processing your personal data. In some contexts, more than one basis applies. Typically, for research we rely on Legitimate Interest and Consent. We may also be required to use your personal data to comply with our legal obligations.
Consent: To process your personal data, we obtain your explicit consent. This means that before we collect any information from you we ensure that you are provided with full details about the purpose and nature of the project and what will happen to the information we collect.
Withdrawal of your consent: If we have relied on consent as a lawful basis for processing, you may withdraw consent at any time. See section “What are your data protection rights?”
Third parties: In some cases, we may need to share personal information with third parties carrying out audit functions or providing research services in support of the research project e.g. translators, analysts, data processing companies, fieldwork agencies, interviewers. Anyone processing data on our behalf that receives personal information is obliged to follow all the same privacy protection regulations as followed by Brains and Cheek.
How do we store your data?
Brains and Cheek may store your data securely within the EEA on our cloud and/or computer hardware. We take secure data processing very seriously and have put in place the following protections:
Technical measures, including but not limited to, robust network security including email encryption, firewalls, anti-virus protection, regular internal and external oversight and inspection, including penetration testing, access controls, audit trails, encryption of data both whilst at rest and during any transmission to and from third parties in order to keep your personal data secure.
How long do we store your data for?
We will store your data for as long as required to fulfil the purpose for which it has been collected. This will be explicitly specified in our consent process. Brains and Cheek’s standard retention period is 12 months.
What are your data protection rights?
Every user is entitled to the following:
Right to be informed: You have the right to be informed about the purposes for which we process personal data, our retention periods for that personal data, and who it will be shared with
Right to access: You have the right to request Brains and Cheek for copies of your personal data. We may charge you a small fee for this service.
Right to rectification: You have the right to request that Brains and Cheek correct any information you believe is inaccurate. You also have the right to request Brains and Cheek to complete information you believe is incomplete.
Right to erasure (right to be forgotten): You have the right to request that Brains and Cheek erase your personal data
Right to restrict processing: You have the right to request that Brains and Cheek restrict the processing of your personal data
Right to data portability: You have the right to obtain and reuse your personal data for your own purposes across different services
Right to object to processing: You have the right to object to Brains and Cheek’s processing of your personal data
Rights in relation to automated decision making and profiling: Brains and Cheek doesn’t use automated decision making
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at cat@brainsandcheek.com or write to us at Brains&Cheek (2.0) Ltd, 7 Bell Yard, London WC2A 2JR.
Changes to our Privacy Policy
Brains and Cheek keeps its Privacy Policy under regular review and places any updates on this web page. This Privacy Policy was last updated on 05/05/2022.
How to contact us
If you have any questions about Brains and Cheek’s Privacy Policy, the data we hold on you or you would like to exercise one of your data protection rights, please contact us.
Email us at: cat@brainsandcheek.com
Write to us at: Brains&Cheek (2.0) Ltd, 7 Bell Yard, London WC2A 2JR
Call us on: +44 (0)207 801 6289
How to contact the appropriate authority
If you want to find out more about your rights or feel that Brains and Cheek has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office:
Email via website: ico.org.uk
Phone: +44 (0)303 123 1113
Privacy Policy: Clients/Suppliers incl. freelancers
Who we are?
We are Brains&Cheek (2.0) LTD, an international market research and consultancy company incorporated in England (Co. No. 13169753), whose registered office address is located at 7 Bell Yard, London WC2A 2JR United Kingdom.
This policy will explain how our organisation uses the personal data we collect from you following any communication.
What data do we collect?
We may collect the following types of personal data:
Name
Telephone number
Email address
Business address
Workplace information such as job title/role
How do we collect your data?
Most of the personal information we process is provided directly by you or by colleagues while business is being conducted, or while networking.
Purposes for data processing and Legal bases for that data processing
Your consent: To provide a quote for our services. To engage in legal commerce; To offer products and services of value to our customers; to update data we currently hold
Our contract or MSA with your organisation: To manage any project that may be commissioned; To evaluate, assess and improve our services
Any other applicable legal bases, such as our legitimate interest in engaging in commerce and offering products and services of value to our clients: To send you emails containing newsletters or updates; For other business-related purposes permitted or required under applicable local law and regulation; To undertake customer satisfaction surveys; to let you know about our other services and products that may be of interest; Your details will not be passed to third party vendors for selling non-relevant services and products
How do we store your data?
Brains and Cheek may store your data securely within the EEA on our cloud and/or computer hardware. We take secure data processing very seriously and have put in place the following protections:
Technical measures, including but not limited to, robust network security including email encryption, firewalls, anti-virus protection, regular internal and external oversight and inspection, including penetration testing, access controls, audit trails, encryption of data both whilst at rest and during any transmission to and from third parties in order to keep your personal data secure.
How long do we store your data for?
We will store your data for as long as required to fulfil the purpose for which it has been collected and will regularly review whether it can be deleted.
What are your data protection rights?
Every user is entitled to the following:
Right to be informed: You have the right to be informed about the purposes for which we process personal data, our retention periods for that personal data, and who it will be shared with
Right to access: You have the right to request Brains and Cheek for copies of your personal data. We may charge you a small fee for this service.
Right to rectification: You have the right to request that Brains and Cheek correct any information you believe is inaccurate. You also have the right to request Brains and Cheek to complete information you believe is incomplete.
Right to erasure (right to be forgotten): You have the right to request that Brains and Cheek erase your personal data
Right to restrict processing: You have the right to request that Brains and Cheek restrict the processing of your personal data
Right to data portability: You have the right to obtain and reuse your personal data for your own purposes across different services
Right to object to processing: You have the right to object to Brains and Cheek’s processing of your personal data
Rights in relation to automated decision making and profiling: Brains and Cheek doesn’t use automated decision making
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at cat@brainsandcheek.com or write to us at Brains&Cheek (2.0) Ltd, 7 Bell Yard, London WC2A 2JR.
Changes to our Privacy Policy
Brains and Cheek keeps its Privacy Policy under regular review and places any updates on this web page. This Privacy Policy was last updated on 05/05/2022.
How to contact us
If you have any questions about Brains and Cheek’s Privacy Policy, the data we hold on you or you would like to exercise one of your data protection rights, please contact us.
Email us at: cat@brainsandcheek.com
Write to us at: Brains&Cheek (2.0) Ltd, 7 Bell Yard, London WC2A 2JR
Call us on: +44 (0)207 801 6289
How to contact the appropriate authority
If you want to find out more about your rights or feel that Brains and Cheek has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office:
Email via website: ico.org.uk
Phone: +44 (0)303 123 1113
Privacy Policy: Recruitment (applicants)
Brains and Cheek collects and processes personal data relating to applicants to manage the recruitment process. Brains and Cheek is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does Brains and Cheek collect?
Brains and Cheek collects and processes a range of information about you. This may include:
your name, address and contact details, including email address and telephone number, date of birth and gender;
details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with Brains and Cheek;
information about your remuneration, including entitlement to benefits such as pensions;
information about your nationality and entitlement to work in the UK;
details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence; and
information about medical or health conditions, including whether or not you have a disability for which Brains and Cheek needs to make reasonable adjustments.
Brains and Cheek may collect this information in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from correspondence with you; or through interviews, meetings or other assessments.
In some cases, Brains and Cheek may collect personal data about you from third parties, such as references supplied by former employers.
Data will be stored in a range of different places, including in your personnel file, in Brains and Cheek's HR management systems and in other IT systems (including Brains and Cheek's email system).
Why does Brains and Cheek process personal data?
Brains and Cheek needs to process data to determine whether to enter into an employment / partnership contract with you and to meet its obligations under your employment / partnership contract.
In some cases, Brains and Cheek needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's / partner’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees / partners to take periods of leave to which they are entitled.
In other cases, Brains and Cheek has a legitimate interest in processing personal data before, during and after the end of the employment / partnership relationship. Processing employee data allows Brains and Cheek to:
run recruitment processes;
ensure effective general HR and business administration;
respond to and defend against legal claims.
Who has access to data?
Your information may be shared internally, including our HR advisors and your line manager, and externally with specific third party staff if access to the data is necessary for the performance of their roles and to enable you to be given access to computer systems.
In addition:
Brains and Cheek shares your data with third parties in order to obtain pre-employment / partnership references from previous employers.
Brains and Cheek will not transfer your data to countries outside the European Economic Area.
How does Brains and Cheek protect data?
Brains and Cheek takes the security of your data seriously. Brains and Cheek has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees / partners in the performance of their duties. Where Brains and Cheek engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does Brains and Cheek keep data?
Brains and Cheek will hold your personal data for the duration of the recruitment process. The period for which your data is held after the end of the recruitment process will normally be 12 months..
Your rights
It is important that the personal data we hold about you is accurate and up to date. Please keep us informed if your personal information changes.
Under certain circumstances, by law you have the right to:
Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact cat@brainsandcheek.com in writing.
You will not have to pay a fee to access your personal data or to exercise any of the other rights under data protection laws. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
If you believe that Brains and Cheek has not complied with your data protection rights, you should contact Cat Gibb in the first instance so that we can try to resolve the matter for you. You also have the right to complain to the Information Commissioner’s Office.
What if you do not provide personal data?
You have some obligations under your employment contract to provide Brains and Cheek with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide Brains and Cheek with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable Brains and Cheek to enter a contract of employment with you. If you do not provide other information, this will hinder Brains and Cheek's ability to administer the rights and obligations arising as a result of the employment relationship efficiently. Additionally you have to provide your National Insurance number so that we may comply with HMRC rules re Income Tax and national Insurance and our responsibilities under Pension Auto Enrolment rules.
Automated decision-making
Employment decisions are not based on automated decision-making.
Changes to our Privacy Policy
Brains and Cheek keeps its Privacy Policy under regular review and places any updates on this web page. This Privacy Policy was last updated on 14/11/2019.
How to contact us
If you have any questions about Brains and Cheek’s Privacy Policy, the data we hold on you or you would like to exercise one of your data protection rights, please contact us.
Email us at: cat@brainsandcheek.com
Write to us at: Brains&Cheek (2.0) Ltd, 7 Bell Yard, London WC2A 2JR
Call us on: +44 (0)207 801 6289
How to contact the appropriate authority
If you want to find out more about your rights or feel that Brains and Cheek has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office:
Email via website: ico.org.uk
Phone: +44 (0)303 123 1113
