This notice outlines how the Ministry of Defence and Explain Market Research use your personal data when you sign up to, and participate in the Trusted Voices community.
The Ministry of Defence has commissioned Explain Market Research (an independent market research agency http://www.explainresearch.co.uk/) to build and manage this research community on their behalf.
Explain only collect the minimum amount of personal information that is necessary to fulfill the purpose of your interaction with us. We do not sell it to third parties, and we only use it as this Privacy Notice describes.
When we do so, we are subject to the General Data Protection Regulation which applies across the European Union (including the United Kingdom) and we are responsible as “controller” of that personal information for the purposes of those laws.
If you register and create an account, we require some basic information at the time of account creation. You will create your own username and password, and we will ask you for a valid email address. We need this information to create your account, and to be able to identify you on the Trusted Voices community. We will also ask for further profiling information such as gender, date of birth and profession, etc. The collection of such data is used for research purposes and to simply inform the Ministry of Defence about the demographics of their members.
Only your username and self-selected photo will be shared with other users; please do not use your email address and we strongly recommend that you choose a username which is not linked to your own name, and that you do not include any personal information in your postings.
We will use your email address to communicate with you, in terms of updating you when there is new content on the community, with opportunities to take part in market research or other topics related to the Trusted Voices community, such as if you are one of our prize draw winners.
We have a legitimate interest in processing such personal information for promotional and / or communication purposes. This means we do not usually need your consent to send you such information. However, where consent is required we will ask for this consent separately and clearly.
In running and maintaining this community we may collect and process the following data which is collected by Explain Market Research and shared with the Ministry of Defence:
- Information provided voluntarily by you. For example, when you complete your user profile or participate in community content
- Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data
- Your email address and how you use your emails - for example whether you open them and which links you click on
- Information that you provide when you communicate with us by any means
Use of your information
Data can be viewed by authorised persons within Explain Market Research and the Ministry of Defence to:
- Improve the site by monitoring how you use it
- Gather feedback to improve our services
- Respond to any feedback you send us, if you’ve asked us to
- Send communication emails to users relating to the Trusted Voices community, including but not exclusive to; new content, prize draw information, changes to Community terms and conditions and privacy notice, and user account queries.
Any personal data collected by Explain when you join the Trusted Voices community, such as the first half of your post code and email address, cannot be accessed by the Ministry of Defence. The Ministry of Defence can view your interactions linked with your username and other profiling information, such as length of time as a Ministry of Defence employee. Any contribution that you make to the community, such as commenting on posts or creating discussions can be seen with your username attached by other members of the community, including Ministry of Defence staff members. You can use the ‘anonymous’ option to contribute to the community without your username attached, in which case other members of the community and the Ministry of Defence will not be able to view this linked to your username. Please see Help and frequently asked questions for how to comment and use the anonymous setting.
Please see Terms and conditions for more information on how we will use the information.
You can unsubscribe from the Trusted Voices community or delete your user account at any time by clicking here and selecting ‘leave the community’.
We will keep your personal information while you are a member of the Trusted Voices community. Thereafter, we will keep your personal information for as long as is necessary:
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show you that we acted fairly;
- to keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy.
When it is no longer necessary to retain your personal information we will delete it or anonymise it.
Where your data is stored
All data is stored securely at our head office within the UK (details of which are set out below). Our information security policy can be provided on request.
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:
Data Protection Lead
Explain Market Research Ltd
48 Leazes Park Road
Newcastle upon Tyne
Telephone: 0191 261 5261
Further information on the Ministry of Defence privacy notice can be found here.