Inclusion UK customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post
Kent Space Ltd, 6-8 Lordswood Industrial Estate, Revenge Road, CHATHAM, Kent, ME5 8UD, GB
info@inclusion-uk.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Health information (including dietary requirements, allergies and health conditions)
- Health and safety information
- Account information
- Website user information (including user journeys and cookie tracking)
- Photographs or video recordings
- Records of meetings and decisions
- Information relating to compliments or complaints
- Information relating to sponsorship
We also collect or use the following information to provide services and goods, including delivery:
- Health information
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Purchase history
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:
- Names and contact information
- Customer or client accounts and records
- Financial transaction information
- Information relating to health and safety
We also collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
- Sexual orientation information
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Location data
- Recorded images, such as photos or videos
- Purchase or viewing history
- Website and app user journey information
- Information relating to sponsorship
- Records of consent, where appropriate
We collect or use the following information for research or archiving purposes:
- Names and contact details
- Addresses
- Location data
- Recorded images, such as photos or videos
- Purchase or viewing history
- Website and app user journey information
- Personal information used for administration of research
- Personal information used for the purpose of research
- Records of consent, where appropriate
We also collect or use the following information for research or archiving purposes:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
- Sexual orientation information
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Health and safety information
We also collect or use the following information to comply with legal requirements:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
- Sexual orientation information
We collect or use the following information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (e.g. job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Security clearance details (eg basic checks and higher security clearance)
We also collect or use the following information for recruitment purposes:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
- Sexual orientation information
Lawful bases
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
-
- To respond to an enquiry
- To provide information about services and goods
- To provide services and goods purchased
- To meet individual needs. For example, by providing support or reasonable adjustments required due to a health condition or disability.
- Vital interests
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
-
- For marketing
- To provide information about changes to our services and goods we offer
- To validate identity
- To check our services and goods meet our users’ needs
- To help us act on any complaints and/or resolve any disputes
- Vital interests
Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
-
- In case information is required for a tribunal
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
- Contract
- Legitimate interest:
-
- To provide information about services and goods we offer
- To provide information about changes to services and goods we offer
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent
- Legitimate interest:
-
- To ensure an individual meets the criteria for a piece of research
- To ensure we include a wide range of people
- To check that our services and goods meet the needs and interests of our users/customers
- To improve our services and goods
Our lawful bases for collecting or using personal information for legal requirements are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
-
- To comply with legislation
- To fulfil an information request (under the Freedom of Information Act, the Environmental Information Regulations or the Data Protection Act)
- Vital interests
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
-
- To meet legal requirements for recruitment
- To ensure individual needs are met.
- Vital interests
Where we get personal information from
- People directly
How long we keep information
If you contact us, we keep your personal information for up to 2 years.
If you purchase a service(s) and/or good(s) for yourself or on behalf of a company/organisation, we can keep personal information collected for up to 7 years following the service or purchase closure. For safeguarding and legal purposes, such as to prosecute offenders or defend against legal action, we keep information for as long as necessary.
We keep information we collect or use for research purposes for up to 2 years. For research participants who are employed by Inclusion UK, we will delete all personal data after analysis and hold it for no longer than 6 months.
We keep information we collect for recruitment purposes for up to 7 years. For individuals employed by Inclusion UK, we keep recruitment information for up to 7 years following the end of their employment.
Who we share information with
Others we share personal information with
- Organisations we need to share information with for safeguarding reasons
- Professional or legal advisors
- Financial or fraud investigation authorities
- External auditors or inspectors
- Professional consultants
- Organisations we’re legally obliged to share personal information with
- Emergency services (where necessary)
- Debt collection agencies
- Previous employers
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
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.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
14 July 2024
