Privacy Policy

How we look after your data

Mix Associates Ltd and its U.S. affiliate Mix Associates US Ltd form The Mix Global, a global market research agency committed to high standards of data protection and research ethics. In delivering research insights and strategic advice to our clients, we often collect and process personal data. This privacy policy outlines how we manage that responsibility.

In the course of our research work, we may act as a Data Controller, Joint Controller with clients or suppliers, or a Data Processor on behalf of clients. Regardless of role, we apply the same commitment to data security, transparency, and individual rights.

Definitions of our roles under data protection law 

  • Data Controller – We act as a Data Controller when we decide why and how personal data will be used in a research project. This includes determining what data is collected and how long it is kept.
  • Joint Controller – In some projects, we work closely with clients or suppliers to jointly determine how personal data is processed. In these cases, responsibilities are shared and clearly agreed in advance.
  • Data Processor – We act as a Data Processor when we handle personal data strictly on behalf of a client who remains responsible for the data. We follow their instructions and apply the same privacy and security standards.

Our responsibilities to research participants include:

  • Contacting you in connection with the research and managing your consent
  • Securely storing your personal data
  • Analysing the information you provide
  • Sharing footage or recordings with trusted partners for research use
  • Responding to any data rights requests
  • Deleting your personal data once it's no longer needed
  • Informing you who the relevant Data Controller is for the project

What personal data do we typically process?

  • Name and contact details (for communication, quality control, and consent management)
  • Demographic details (e.g. age, gender, location) for participant selection
  • Address (for in-home research only)
  • Bank details (for research incentives)
  • Audio and video recordings (used strictly for analysis and reporting; any potential further use will always involve your specific consent)
  • Occasionally, special category data with explicit consent (e.g. ethnicity, health status, beliefs)

How do we collect and use your personal data?

  • Directly from you when you participate in research
  • From a client or third party with whom you have an existing relationship
  • From a panel or database you’ve previously joined

Our legal grounds for processing include:

  • Consent for participation and use of personal or special category data, including parental consent for under-16s
  • Legitimate interest for activities like internal quality control, consent audits, or coordination where consent is not practical
  • Legal obligation if required to disclose data

How long do we keep your personal data?

  • Personal data collected for research is retained for 6 months post-project unless stated otherwise
  • Some personal data (e.g., photos or film clips) may be included in research outputs and held longer by clients under their own policies
  • Final anonymised or summarised outputs may be archived by The Mix for up to 7 years for record-keeping and audit purposes
  • Quality control records (e.g., contact and attendance logs) are held for 2 years, excluding data provided by clients
  • Incentive payment records are retained for 7 years for tax purposes

How do we protect your data?
We implement a range of technical and organisational safeguards:

  • Role-based access and secure storage
  • Encryption in storage and transit
  • Secure sharing protocols
  • Regular IT monitoring and software patching
  • Secure data destruction procedures

Who do we share personal data with?
To deliver research projects, we work with trusted partners under strict contractual terms.
These include:

  • Participant recruiters
  • Research partners under DNA
  • Research analysis tools
  • Filming and transcription services
  • IT advisers

Do we transfer personal data internationally?
In the course of conducting our research activities, it may sometimes be necessary to transfer personal data outside the UK and EU. Some countries may not have the same data protection standards. Where this applies, we use appropriate safeguards such as Standard Contractual Clauses, Data Privacy Framework certification, or other legal mechanisms.

What we won’t do with your data?
Your personal data will never be sold, used for marketing, made public, or subject to automated profiling without your explicit consent.

You have the right to:

  • Withdraw consent at any time
  • Request deletion, correction, or restriction of your personal data
  • Access the personal data we hold about you
  • Request data portability
  • Raise concerns or complaints

Please contact: Maria Ferres, Chief Operations Officer, The Mix Global at maria@themixglobal.com.

Regulators

We are also a member of the Market Research Society (MRS) and follow their Professional Standards.
If you wish to escalate a concern, you may contact the UK’s Information Commissioner's Office (ICO) at ico.org.uk.

About us

The Mix Global comprises Mix Associates Ltd, based in Laxmi Building
57 Bermondsey St, London SE1 3XJ (UK), and Mix Associates US Ltd, based in 195 Montague St. Brooklyn NY 11201 (US).

Updates to this policy

This privacy policy may be updated periodically. Please check back for the latest version.
Policy Effective Date: 1st June 2025
Policy Version: V1_June_2025