Research Privacy Policy

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Research Privacy Policy

Education Cubed Ltd (“we”, “us”, “our”) is committed to ensuring that personal data collected during our research activities is handled securely, lawfully, and transparently. This Privacy Policy explains how we collect, use, store, share, and protect personal data gathered through our quantitative and qualitative research, including surveys, interviews, and recruitment processes. 

1. WHO WE ARE

Education Cubed 
47 Middle Street 
Brighton 
BN1 1AL 

Contact: dpo@educationcubed.com 

2. SCOPE OF THIS POLICY

This policy applies to personal data collected as part of Education Cubed’s research operations, including: 

  • Online surveys (via panel providers or direct distribution) 
  • Qualitative research (e.g., interviews, focus groups, diaries) 
  • Recruitment and screening processes 
  • Freelance researchers processing data on our behalf 
  • Any third-party involvement in research delivery 

It covers personal data from research participants, prospective participants, and individuals interacting with our research processes. 

3. WHAT DATA WE COLLECT

We will never sell or rent your personal information to third parties, nor will we share your information with third parties for marketing purposes. We may pass your information to our third-party service providers or subcontractors for the purposes of completing tasks and providing services to you on our behalf (for example to send you our newsletter). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and to ensure that they comply with all the requirements of the Data Protection laws.

3.1 QUANTITATIVE RESEARCH (SURVEYS)

We may collect:

  • Demographic information (e.g., age, gender, ethnicity, location)
  • Education or employment data
  • Survey responses about behaviours, preferences, and attitudes
  • Pseudonymised identifiers (ID numbers from panel providers)
  • Technical metadata such as IP address or device type, depending on survey platform settings

As confirmed by our internal data protection practices, we only collect personal information required for the relevant activity and in line with GDPR.

PII (Personally Identifiable Information)

Typically not collected unless essential (e.g., incentive processing, follow-up interviews).

3.2 QUALITATIVE RESEARCH (INTERVIEWS, GROUPS, FIELDWORK)

Recruitment agencies may provide:

  • Name
  • Contact details
  • Demographic characteristics (age, gender, ethnicity, etc.)
  • Screening attributes relevant to the study

We may also collect:

  • Audio/video recordings (with consent)
  • Transcripts and session notes
  • Written or visual outputs from research tasks

3.3 DATA COLLECTED FOR INCENTIVES

Where incentives or prize draws apply, we may collect:

  • Name
  • Email address
  • Contact or payment details

This data is held only for the fulfilment period and removed afterwards.

4. HOW WE COLLECT DATA

  • Through online surveys hosted on platforms such as Qualtrics
  • Via panel providers, who share only pseudonymised or anonymised data
  • From qualitative recruitment agencies sourcing participants
  • Directly from participants who consent to interviews or follow‑up tasks
  • From internal or external freelance researchers acting on our behalf

As stated on our main privacy policy, we collect data only when it is necessary for the activity in question.

5. LEGAL BASIS FOR PROCESSING

We process personal data under the following lawful bases:

  • Consent – voluntary participation in surveys, interviews, focus groups, or recording
  • Legitimate Interests – delivering research insights for clients while ensuring minimal data use
  • Contractual Necessity – fulfilling research work commissioned by clients
  • Legal Obligations – where required for compliance, auditing, or record‑keeping

6. HOW WE USE DATA

Data collected is used to:

  • Conduct analysis and generate insights
  • Produce reports, presentations, and strategic recommendations
  • Recruit and schedule participants
  • Monitor response quality and quotas (e.g., through freelance researchers)
  • Fulfil incentives or follow‑up requests

In accordance with our website policy, we do not rent, sell, or share personal data with third parties for marketing purposes.

7. SHARING YOUR DATA

We may share data with:

7.1 PANEL PROVIDERS

Panel partners act as independent controllers when distributing surveys. They share only anonymised/pseudonymised data with us.

7.2 FREELANCE RESEARCHERS

Freelancers work under confidentiality agreements and may access pseudonymised survey data only where necessary.

7.3 QUALITATIVE RECRUITMENT AGENCIES

These agencies act as independent controllers for recruitment and share with us only the participant attributes required for the study.

7.4 CLIENTS (COMMISSIONERS OF THE RESEARCH)

Clients receive only anonymised or aggregated results, unless explicit consent is obtained to share identifiable information.

Consistent with our main privacy policy, any subcontractors or third-party providers receive only the information required to deliver the service and must keep it secure.

8. DATA RETENTION

We retain data only for as long as necessary for the research purpose:

  • Survey data that can identify participants: up to 90 days after project completion. 
  • Anonymised survey data: retained as long as there is a business need. 
  • Qualitative identifiable data (e.g. focus group or interview recordings): up to 90 days after project completion. 
  • Anonymised qualitative data (e.g. transcripts): retained as long as there is a business need. 
  • Participant recruitment data and contact details: up to 90 days after project completion. 
  • Special category data: retained only for as long as required for the research and anonymised as early as possible. 
  • Incentive/payment information and related contact details: 3-6 months after project completion.
  • Aggregated anonymised insight reports (qualitative or quantitative): retained as long as there is a business need.

Retention periods are reviewed regularly and aligned with the purpose of collection. Data is securely deleted or anonymised once it is no longer required.

9. INTERNATIONAL DATA TRANSFERS

If any personal data is transferred outside the UK/EEA (e.g., via survey platforms), we ensure:

  • Standard Contractual Clauses (SCCs)
  • Adequacy decisions
  • Strong platform-level security controls

10. PARTICIPANT RIGHTS

Participants have the right to:

  • Access their data
  • Request correction or deletion
  • Withdraw consent at any time
  • Restrict or object to processing
  • Request data portability
  • Lodge a complaint with the ICO

To exercise these rights, email: dpo@educationcubed.com

11. DATA SECURITY

We apply appropriate technical and organisational measures, including:

  • Encryption
  • Access restrictions
  • NDAs and confidentiality obligations
  • Secure data storage and transfer
  • Regular privacy reviews and updates

We ensure information is kept secure and used only for the intended purpose.

12. CHANGES TO THIS POLICY

This policy may be updated occasionally. We recommend reviewing it regularly to ensure you are aware of the latest practices, consistent with the approach in our public privacy policy.