Engage Intelligently supports research teams working to improve clinical trial recruitment, retention and representation. This Privacy Policy explains how we handle personal data when you use our website, complete our study readiness quiz, request a report, create an ENGAGEBASE account, or interact with our content and communications.
For the activities described on this page, Engage Intelligently acts as the data controller. That means we decide how and why your personal data is used.
1. Introduction
Engage Intelligently provides behavioural-science-informed support, tools, and insight for research teams seeking to improve study design and delivery. That includes website content, the study readiness quiz, report request flows, and the ENGAGEBASE platform.
2. What Data We Collect
We collect only the data we need to operate the site, provide ENGAGEBASE, respond to interest in our services, and improve how the product works in practice.
Account Data
If you create or use an ENGAGEBASE account, we may process:
- Your email address and account identifier
- Authentication and sign-in records needed to provide access
- Saved studies, preferences, and account-linked product activity
Your sign-in credentials are handled through our authentication provider. We do not see your plain text password.
ENGAGEBASE allows users to create and save study-related context and project information. This may include user-entered study titles, disease or condition area, study setting, participant age and gender selections, recruitment routes and touchpoints, underserved population selections, saved strategy choices, project descriptions, and related timestamps. This is limited to user-defined inputs and does not require entry of full protocols or sensitive clinical data.
Please do not enter patient names, NHS numbers, medical record numbers, participant contact details, or other confidential patient-identifiable information into ENGAGEBASE.
Quiz Data
If you complete our study readiness quiz or request a fuller report, we may process:
- Your quiz responses
- Your calculated scores, readiness status, and derived insight outputs
- Your email address if you choose to request the report
- Your consent choices, including privacy acknowledgement and any optional marketing consent
- Technical metadata associated with the submission, such as timestamps and basic device or browser information where required for service operation and security
Where you request a report and provide consent for follow-up, your quiz responses, scores, and derived insights may be associated with your email address. This allows us to deliver your report, provide relevant follow-up, and better understand how different users engage with the service.
Usage Data
When you browse the site or use ENGAGEBASE, we may collect usage information such as page views, navigation events, feature interactions, browser and device data, and similar service analytics. We use this to understand how the site and product are being used and where people experience friction.
We may use analytics tools such as Google Analytics or Firebase Analytics to understand how users interact with the website and ENGAGEBASE. This includes page views, feature interactions, and navigation patterns.
We do not use analytics to identify individual users or to make decisions about individuals.
Local Browser Storage
ENGAGEBASE uses browser storage, including localStorage and sessionStorage, to keep temporary study inputs, saved study context, cookie preferences, sign-in display details, and in-progress workflow state on your device. This helps the product work between pages and can make saved studies available more quickly.
Where account-backed saving is enabled, the same study context and saved strategy selections may also be stored in our account-linked backend systems so a user can access their work again after signing in.
Browser storage remains on the device and browser you used unless you clear it, sign out where available, or use browser controls to remove site data. If you use a shared device, you should sign out and clear browser data after using ENGAGEBASE.
Marketing Preferences
If you choose to hear from us, we store your marketing preference and related records needed to honour that choice, including unsubscribe or withdrawal requests.
3. How We Use Your Data
We use personal data for clearly defined purposes connected to the service you are using.
- To provide quiz results and reports: to calculate readiness scores, generate report content, send requested follow-up material, and maintain a record of the request.
- To provide access to ENGAGEBASE: to create accounts, manage sign-in, store saved work, and support core platform functionality.
- To improve products and services: to analyse patterns in site and product use, improve content and workflows, and identify patterns in engagement, decision-making, and usability to improve how research teams design and deliver studies.
- To communicate with users: to respond to enquiries, provide service messages, and send requested information about Engage Intelligently or ENGAGEBASE.
- To send marketing: only where you have given explicit permission to receive it. Where you have given consent to receive marketing, we may use your quiz results and inferred areas of need to tailor relevant communications about services, tools, or support that may be of interest.
- To protect the service: to monitor performance, investigate misuse, and support security and reliability.
Where we analyse quiz results or product interactions for service improvement, our aim is to understand patterns in engagement, barriers, and usability. We do not use quiz outputs to make automated decisions producing legal or similarly significant effects about you.
We may analyse quiz responses, usage patterns, and engagement data in aggregated and anonymised form to identify common challenges, improve our services, and develop insights. These insights may be used in reports, publications, or commercial materials, but will not identify individual users.
4. Lawful Basis
UK GDPR requires us to identify a lawful basis for each use of personal data. For this site and product, we typically rely on the following:
- Service delivery: where processing is needed to provide the service you have requested, such as account access, quiz reporting, or responding to a direct enquiry. Depending on the context, this may be necessary to take steps at your request or to deliver the service you reasonably expect.
- Product and service improvement: our legitimate interests in understanding how ENGAGEBASE, the quiz, and the website are used, improving usability, and strengthening research-facing content and delivery. We do this in a way that we consider proportionate and does not override your rights or interests.
- Marketing: your consent, where you actively opt in to receive follow-up emails about Engage Intelligently services, tools, or updates.
- Security, administration and compliance: our legitimate interests and, where applicable, our legal obligations.
5. How We Share Data
We do not sell personal data. We share data only where necessary to run the service or comply with our obligations.
- Google Firebase: we use Firebase services for authentication, database storage, analytics where enabled, and associated workflows that support ENGAGEBASE.
- Analytics providers: we may use analytics providers, including Google or Firebase analytics, to understand site and product usage.
- Service providers: where we use carefully selected providers to support site operation, communications, storage, security, or product delivery.
- Legal or regulatory reasons: where disclosure is required by law, regulation, or a valid legal request.
6. Data Retention
We do not keep identifiable data for longer than we need it.
- Active accounts: account data and related saved content are retained while an account is active and still being used for ENGAGEBASE access.
- Inactive accounts: we may review inactive accounts after prolonged inactivity and may delete or anonymise them after a period typically ranging from 12 to 24 months, depending on the nature of the account and whether continued retention is still justified.
- Deleted accounts: where an account is deleted, associated personal data will usually be removed or anonymised within 30 to 90 days, except where we need to retain limited information for security, legal, fraud-prevention, or suppression-list purposes.
- Quiz leads and requested reports: quiz lead data and report requests are retained in line with our account and inactivity retention approach described above. Where no account is created, we will periodically review and delete or anonymise identifiable data where it is no longer needed for follow-up, service improvement, or legitimate business purposes.
- Marketing records: retained until you withdraw consent or unsubscribe, after which we may retain a minimal suppression record to make sure we respect that choice.
- Browser storage: local browser storage remains on your device until it is overwritten, cleared by the product, or removed through your browser settings.
- Aggregated or anonymised insight data: may be retained indefinitely where it no longer identifies individuals and is used for service learning, reporting, or product improvement.
7. Your Rights
Under UK GDPR, you may have the right to:
- Access a copy of the personal data we hold about you
- Ask us to correct inaccurate or incomplete personal data
- Ask us to delete your personal data in certain circumstances
- Ask us to restrict how we use your personal data in certain circumstances
- Object to processing based on legitimate interests, including direct marketing
- Receive certain personal data in a portable format where that right applies
- Withdraw consent at any time where we rely on consent, including marketing consent
We will normally respond to valid rights requests within one month. We may need to verify your identity before actioning a request.
8. Marketing
We send marketing communications only where you have given explicit consent. For example, on the quiz report form, marketing follow-up is optional and separate from the request for the report itself.
You can unsubscribe or withdraw marketing consent at any time using the unsubscribe link in the email or by contacting us directly.
9. Cookies and Analytics
We use analytics and related technical tools to understand site performance, page usage, and product interactions. This helps us improve content, identify usability issues, and understand where people are engaging with the service.
We may use analytics tools such as Google Analytics or Firebase Analytics to understand how users interact with the website and ENGAGEBASE. This includes page views, feature interactions, and navigation patterns.
We do not use analytics to identify individual users or to make decisions about individuals.
Where we use non-essential cookies or similar tracking technologies that require consent under PECR, we will ask for that consent before enabling them.
Necessary browser storage may still be used to remember security, account, workflow, and privacy choices even if you reject analytics cookies.
10. Data Security
We use reasonable technical and organisational measures designed to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. No online service can guarantee absolute security, but we aim to use proportionate safeguards appropriate to the nature of the data and the service.
11. International Transfers
Some of our service providers, including providers such as Google or Firebase, may process data outside the UK or EEA. Where that happens, we use appropriate safeguards, such as standard contractual clauses or equivalent legal mechanisms, to ensure personal data remains protected.
12. Contact
If you have a question about this Privacy Policy, want to exercise your rights, or want to request access, correction, deletion, restriction, portability, or withdrawal of consent, please contact us at:
You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully.
We may need to verify your identity before responding to certain requests.
Last updated: May 28, 2026