{"id":2467,"date":"2025-01-28T16:14:46","date_gmt":"2025-01-28T16:14:46","guid":{"rendered":"https:\/\/inclusivecultures.com\/blog\/?page_id=2467"},"modified":"2025-01-29T09:15:23","modified_gmt":"2025-01-29T09:15:23","slug":"privacy-notice","status":"publish","type":"page","link":"https:\/\/inclusivecultures.com\/blog\/privacy-notice\/","title":{"rendered":"Privacy notice"},"content":{"rendered":"\n<h1 class=\"wp-block-heading\" id=\"aioseo-inclusive-cultures-ltd-client-privacy-notice\"><strong>Inclusive Cultures Ltd Client Privacy Notice<\/strong><\/h1>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Last updated:  January 2025<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This privacy notice tells you what to expect us to do with your personal information.<\/p>\n\n\n<div class=\"wp-block-aioseo-table-of-contents\"><ul><li><a class=\"aioseo-toc-item\" href=\"#aioseo-contact-details\">Contact details<\/a><\/li><li><a class=\"aioseo-toc-item\" href=\"#aioseo-what-information-we-collect-use-and-why\">What information we collect, use, and why<\/a><\/li><li><a class=\"aioseo-toc-item\" href=\"#aioseo-lawful-bases-and-data-protection-rights\">Lawful bases and data protection rights<\/a><ul><\/ul><\/li><li><a class=\"aioseo-toc-item\" href=\"#aioseo-where-we-get-personal-information-from\">Where we get personal information from<\/a><\/li><li><a class=\"aioseo-toc-item\" href=\"#aioseo-how-long-we-keep-information\">How long we keep information<\/a><\/li><li><a class=\"aioseo-toc-item\" href=\"#aioseo-who-we-share-information-with\">Who we share information with<\/a><ul><\/ul><\/li><li><a class=\"aioseo-toc-item\" href=\"#aioseo-how-to-complain\">How to complain<\/a><\/li><\/ul><\/div>\n\n\n<h2 class=\"wp-block-heading\" id=\"aioseo-contact-details\">Contact details<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Email: adam@inclusivecultures.com<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"aioseo-what-information-we-collect-use-and-why\"><a><\/a>What information we collect, use, and why<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">We collect or use the following information to&nbsp;<strong>provide and improve products and services for clients<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Names and contact details<\/li>\n\n\n\n<li>Pronoun preferences<\/li>\n\n\n\n<li>Occupation<\/li>\n\n\n\n<li>Usage data (including information about how you interact with and use our website, products and services)<\/li>\n\n\n\n<li>Information relating to compliments or complaints<\/li>\n\n\n\n<li>Video recordings<\/li>\n\n\n\n<li>Audio recordings (eg calls)<\/li>\n\n\n\n<li>Records of meetings and decisions<\/li>\n\n\n\n<li>Website user information<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">We collect or use the following personal information for&nbsp;<strong>information updates or marketing purposes<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Names and contact details<\/li>\n\n\n\n<li>Addresses<\/li>\n\n\n\n<li>Marketing preferences<\/li>\n\n\n\n<li>Website and app user journey information<\/li>\n\n\n\n<li>IP addresses<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">We collect or use the following personal information for&nbsp;<strong>research or archiving purposes<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Names and contact details<\/li>\n\n\n\n<li>Addresses<\/li>\n\n\n\n<li>Website and app user journey information<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">We collect or use the following personal information to&nbsp;<strong>comply with legal requirements<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Name<\/li>\n\n\n\n<li>Contact information<\/li>\n\n\n\n<li>Any other personal information required to comply with legal obligations<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"aioseo-lawful-bases-and-data-protection-rights\"><a><\/a>Lawful bases and data protection rights<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Under UK data protection law, we must have a \u201clawful basis\u201d for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO\u2019s website.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO\u2019s website:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Your right of access<\/strong>&nbsp;&#8211; You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.&nbsp;<a href=\"https:\/\/ico.org.uk\/for-organisations\/advice-for-small-organisations\/create-your-own-privacy-notice\/your-data-protection-rights\/#roa\" target=\"_blank\" rel=\"noreferrer noopener\">You can read more about this right here<\/a>.<\/li>\n\n\n\n<li><strong>Your right to rectification<\/strong>&nbsp;&#8211; You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.&nbsp;<a href=\"https:\/\/ico.org.uk\/for-organisations\/advice-for-small-organisations\/create-your-own-privacy-notice\/your-data-protection-rights\/#rtr\" target=\"_blank\" rel=\"noreferrer noopener\">You can read more about this right here<\/a>.<\/li>\n\n\n\n<li><strong>Your right to erasure<\/strong>&nbsp;&#8211; You have the right to ask us to delete your personal information.&nbsp;<a href=\"https:\/\/ico.org.uk\/for-organisations\/advice-for-small-organisations\/create-your-own-privacy-notice\/your-data-protection-rights\/#rte\" target=\"_blank\" rel=\"noreferrer noopener\">You can read more about this right here<\/a>.<\/li>\n\n\n\n<li><strong>Your right to restriction of processing<\/strong>&nbsp;&#8211; You have the right to ask us to limit how we can use your personal information.&nbsp;<a href=\"https:\/\/ico.org.uk\/for-organisations\/advice-for-small-organisations\/create-your-own-privacy-notice\/your-data-protection-rights\/#rtrop\" target=\"_blank\" rel=\"noreferrer noopener\">You can read more about this right here<\/a>.<\/li>\n\n\n\n<li><strong>Your right to object to processing<\/strong>&nbsp;&#8211; You have the right to object to the processing of your personal data.&nbsp;<a href=\"https:\/\/ico.org.uk\/for-organisations\/advice-for-small-organisations\/create-your-own-privacy-notice\/your-data-protection-rights\/#rto\" target=\"_blank\" rel=\"noreferrer noopener\">You can read more about this right here<\/a>.<\/li>\n\n\n\n<li><strong>Your right to data portability<\/strong>&nbsp;&#8211; You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.&nbsp;<a href=\"https:\/\/ico.org.uk\/for-organisations\/advice-for-small-organisations\/create-your-own-privacy-notice\/your-data-protection-rights\/#rtdp\" target=\"_blank\" rel=\"noreferrer noopener\">You can read more about this right here<\/a>.<\/li>\n\n\n\n<li><strong>Your right to withdraw consent<\/strong>&nbsp;\u2013 When we use consent as our lawful basis you have the right to withdraw your consent at any time.&nbsp;<a href=\"https:\/\/ico.org.uk\/for-organisations\/advice-for-small-organisations\/create-your-own-privacy-notice\/your-data-protection-rights\/#rtwc\" target=\"_blank\" rel=\"noreferrer noopener\">You can read more about this right here<\/a>.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If you make a request, we must respond to you without undue delay and in any event within one month.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"aioseo-our-lawful-bases-for-the-collection-and-use-of-your-data\">Our lawful bases for the collection and use of your data<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Our lawful bases for collecting or using personal information to&nbsp;<strong>provide and improve products and services for clients<\/strong>&nbsp;are:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Contract \u2013 we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.<\/li>\n\n\n\n<li>Legitimate interests \u2013 we\u2019re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:<ul><li>We may combine anonymised user data to identify broader trends and patterns in our deliverables to create new or improve existing products.&nbsp;<\/li><\/ul>\n<ul class=\"wp-block-list\">\n<li>We may gather customer feedback through surveys or reviews to better understand their needs and preferences.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Our lawful bases for collecting or using personal information for&nbsp;<strong>information updates or marketing purposes<\/strong>&nbsp;are:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Consent &#8211; we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.<\/li>\n\n\n\n<li>Contract \u2013 we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Our lawful bases for collecting or using personal information for&nbsp;<strong>research or archiving purposes<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Consent &#8211; we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.<\/li>\n\n\n\n<li>Contract \u2013 we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.<\/li>\n\n\n\n<li>Legitimate interests \u2013 we\u2019re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:\n<ul class=\"wp-block-list\">\n<li>Identify anonymised market trends or common practices across different organisations and sectors.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Our lawful bases for collecting or using personal information to&nbsp;<strong>comply with legal requirements<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Contract \u2013 we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.<\/li>\n\n\n\n<li>Legal obligation \u2013 we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"aioseo-where-we-get-personal-information-from\"><a><\/a>Where we get personal information from<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Directly from our clients<\/li>\n\n\n\n<li>Publicly available sources<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"aioseo-how-long-we-keep-information\"><a><\/a>How long we keep information<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">For information on how long we keep personal information, see our retention schedule at <a href=\"https:\/\/inclusivecultures.com\/blog\/retention-schedule\/\" target=\"_blank\" rel=\"noopener\" title=\"\">https:\/\/inclusivecultures.com\/blog\/retention-schedule\/<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"aioseo-who-we-share-information-with\"><a><\/a>Who we share information with<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"aioseo-data-processors\">Data processors<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Microsoft<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This data processor does the following activities for us: they host our core IT systems through their cloud services like Microsoft365.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Leesman, an HqO Company<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This data processor does the following activities for us: Collect data for workplace surveys from contracted client&#8217;s employees and present it in an anonymised form. Data collected is aggregated and added to their global benchmark.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Xero<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This data processor does the following activities for us: Processes invoices and accounting records.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"aioseo-others-we-share-personal-information-with\">Others we share personal information with<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Organisations we\u2019re legally obliged to share personal information with<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"aioseo-how-to-complain\"><a><\/a>How to complain<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you remain unhappy with how we\u2019ve used your data after raising a complaint with us, you can also complain to the ICO.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The ICO\u2019s address:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Information Commissioner\u2019s Office<br>Wycliffe House<br>Water Lane<br>Wilmslow<br>Cheshire<br>SK9 5AF<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Helpline number: 0303 123 1113<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Website:&nbsp;<a href=\"https:\/\/ico.org.uk\/make-a-complaint\/\">https:\/\/www.ico.org.uk\/make-a-complaint<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Inclusive Cultures Ltd Client Privacy Notice Last updated: January 2025 This privacy notice tells you what to expect us to do with your personal information. Contact details Email: adam@inclusivecultures.com What information we collect, use, and why We collect or use the following information to&nbsp;provide and improve products and services for clients: We collect or use [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_monsterinsights_skip_tracking":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"class_list":["post-2467","page","type-page","status-publish","entry"],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO 5.0.2 - aioseo.com -->\n\t<meta name=\"description\" content=\"Inclusive Cultures Ltd Client Privacy Notice Last updated: January 2025 This privacy notice tells you what to expect us to do with your personal information. 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