Insights Media: how we use your personal data
Last updated: October 2026
Who we are
Insights Media, 12 Charlcombe Lane, Bath, is the data controller for the personal data described here. Our website is insightsmedia.co.uk. We are registered with the Information Commissioner’s Office (ICO), registration number ZA903195.
If you have any questions about this notice or your data, email team@insightsmedia.co.uk
What we collect, where it comes from and why
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Who
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What we collect
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Where it comes from
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Why we use it
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Lawful basis
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People who subscribe to our newsletters, reports or updates
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Name, email address, organisation and job title if you give them, what you signed up for, when you signed up, and which emails you open and click
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You, through a sign-up form
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To send you what you asked for, and our updates about customer insight and AI
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Consent
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People who attend our talks and sign up on the day
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Name, email address, the event you attended
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You, at the event
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To send you the results and handout you asked for, and any updates you choose to receive
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Consent
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Business contacts we email directly about our services
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Name, work email address, organisation, job title, and your replies to us
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You, previous contact with us, or a business directory or public professional profile such as LinkedIn
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To tell you about our research services where we think they are relevant to your role
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Legitimate interests
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Clients and people we interview
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Name, contact details, job title, your interview responses and notes, and any recording you agree to
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You or your employer
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To carry out the work we are hired for
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Contract, or legitimate interests, and your agreement to being recorded
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People who contact us or comment on our site
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Your name, email address and message or comment
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You
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To reply to you and to run the website
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Legitimate interests
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We do not send marketing to personal email addresses (for example Gmail or Outlook addresses) unless you have asked us to.
Our legitimate interests
Where we rely on legitimate interests, our interest is to tell relevant business contacts about our research services. We have weighed this against your rights and decided our emails are low-intrusion because they are sent to work addresses, relate to your professional role, are infrequent, and can be stopped with one reply. You can ask for the assessment we carried out by emailing [privacy email address].
Our emails: how they work
We send emails using Kit, an email service provider. Every email says who we are and has an unsubscribe link or tells you to reply “no thanks”. When you unsubscribe or object, we stop contacting you straight away and keep your email address on a suppression list so we do not contact you again by mistake.
Our emails use a small tracking image and link tracking to see whether an email was opened or a link clicked. We use this only to understand which topics are useful and who may want a conversation. If you prefer not to be tracked, you can block images in your email program or tell us.
Who we share your data with
We do not sell your data. We share it only with:
- Kit, which hosts our mailing list and sends our emails, acting on our instructions.
- Our website host and software providers (for example WordPress hosting, email and file storage) that process data on our behalf.
- Our partners on joint programmes, such as Antenen Consulting for Reconnaisense, but only where you have asked about that programme or agreed to us passing your details on.
- Regulators, courts or advisers where the law requires it or we need advice.
Data sent outside the UK
Kit is based in the United States, so your data may be processed there. Read more on Kit’s data compliance terms (https://help.kit.com/en/articles/2502527-compliance-with-gdpr). Other providers may also process data outside the UK; where they do, we require an approved safeguard.
How long we keep your data
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Data
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How long
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Newsletter subscribers
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Until you unsubscribe, or after [24] months if you have not opened or clicked anything and do not reply to a re-permission email
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Business contacts we email under legitimate interests
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Until you object, or [24] months after the last contact with you if there is no response
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Suppression list (unsubscribes and objections)
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Kept so we do not email you again
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Clients and interview participants
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Project files for [six] years after the work ends, for contract and tax reasons, then deleted. Recordings are deleted [12 months] after the project unless you agree otherwise
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Website comments and their data
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Kept until you ask us to delete them
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Your rights
Under UK data protection law you can ask us to:
- Tell you what data we hold about you and give you a copy
- Correct anything that is wrong
- Delete your data
- Restrict how we use it
- Move it to another provider in a usable format, where it applies
- Stop using it for direct marketing. This right is absolute: if you tell us, we will stop
- Object to our use of it based on legitimate interests
To use any of these rights, email team@insightsmedia.co.uk. We will reply within one month. Where you gave consent, you can withdraw it at any time without affecting what we did before. To stop our emails, use the unsubscribe link or reply “no thanks”.
If you are not happy with how we handle your data, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Our website
Our site is built on WordPress. If you leave a comment, we store your name, email address, website (if given), IP address and browser details to help prevent spam. If you opt in on the comment form, your name, email address and website are saved in a cookie for one year so you do not need to retype them. Logged-in users have login cookies that last two days, or two weeks if you choose “Remember me”. Screen options cookies last one year. If you upload images to the site, avoid including location data (EXIF GPS), because visitors can extract it.
Some pages carry content embedded from other sites, such as videos or podcast players (for example Audioboom). These sites may set their own cookies and track how you interact with their content, as if you had visited them directly. Their privacy policies apply.
Changes to this notice
We will update this page if our practices change and show the date at the top. If a change affects how we use your data in a way you would not expect, we will tell you directly.
