Data Protection Policy

At MoreBrains, we are committed to creating a positive and transparent experience for everyone we interact with

Consistent with our values of openness, inclusivity, and trustworthiness, we make the following commitments to you:

  • We will respect your privacy at all times
  • We will be honest and fair in all of our dealings with you and your data
  • We will be careful and diligent with your data
  • We will take responsibility for protecting any personal data and hold ourselves accountable to  do everything we can to fix things when they go wrong

When we need to ask you for information, we will keep it confidential and only use it for the purposes that we have your permission for — whether as part of a client onboarding process, because we’re interviewing you or you’re completing a survey as part of one of our research projects, or you’ve simply handed us a business card at a conference.
The General Data Protection Regulation (GDPR) and, in the UK context, the Data Protection Act (DPA) 2018 allow us to process your data:

  1. When it is necessary for the performance of a contract to which you are party
  2. To carry out research after you have signed a consent form
  3. To carry out an activity at your explicit request (e.g. you’ve asked us to email you about an initiative or project that we’re involved with.

We commit to processing data lawfully, fairly, and transparently, and we retain data only for as long as it is necessary. We also take all reasonable steps to ensure that your data remains secure, private, and confidential.

 

If you are one of our clients:

  • We only collect the personal data necessary to provide services to you.  We always tell you what information we need and the purpose of the request
  • We do not currently use a customer relationship management (CRM) software, but do need to keep certain information in our accounting software for accounting and legal compliance purposes
  • During the course of an engagement, we will often need to gather information about your organisation and the people within it. This may include names, email addresses, job roles, notes and recordings of discussions, outputs from workshops, and any documents you supply to us
  • Information gathered during an engagement will generally be kept in our Google workspace account. Google makes use of state-of-the-art security technology and is GDPR compliant. MoreBrains commits to following best practice with regards to information security, including the use of secure encryption, strong passwords, and two-factor authentication
  • On completion of a project, we will normally retain certain information about it. This may include our deliverables and information that was gathered during discovery necessary to support our findings or recommendations. We will delete all sensitive data, including any recordings and transcripts from  interviews we conducted as part of a project
  • If you wish us to delete or destroy information that we hold about your company that we would normally keep, we will do so on request. Please note, we are required by law to retain certain information about clients for regulatory purposes, which we cannot delete

 

If we interview you, or you respond to one of our surveys:

  • If we interview you or you complete one of our surveys or questionnaires, whether as a client, an employee of a client, an external expert, or a member of a community that we’re engaging with, we commit to honesty and transparency in our dealings with you. We will endeavour to communicate in straightforward terms what personal information we collect and how this will be used when we obtain your consent to participate in our research
  • We adhere to the Market Research Society Code of Conduct. For the purposes of the GDPR, we are the data controller and processor of interview and survey data that we collect. We are registered as a data controller with the UK Information Commissioner’s Office (ICO) (ZB332918). You can check our entry details here: https://ico.org.uk/ESDWebPages/Entry/ZB332918
  • We often record interviews, apply automatic transcription, and use qualitative and quantitative coding techniques to synthesise and analyse our findings. This enables us to conduct qualitative analysis in a rigorous way, ensuring that our findings are robust, accurate, and fair. If you would like more information about the tools we use for a specific project that we have invited you to participate in, please email us ( admin@morebrains.coop) and we’ll be happy to provide details about the methodology and tools used
  • On completion of a project, we delete all recordings and transcripts. We generally keep anonymised and aggregated findings for future reference, however, we will delete any and all information about you on request

 

If you visit our website:

  • We use Google analytics to monitor the amount of traffic that comes to our website. Data recorded by Google analytics is anonymised and we do not track individual visitors. The information we collect includes which pages are most visited, the aggregated number of visitors from each country, and the keywords that were used if you found us through a search engine

 

Request for erasure and/or restriction of processing:

  • If you would like us to delete information about you, or restrict the processing of your data, please fill out this request form

Get In Touch

Registered Company Address

Appledram Barns, Birdham Road, Chichester, West Sussex PO20 7EQ, United Kingdom