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Privacy Notice

1. About this privacy notice
Collectively Diverse CIC respects your privacy and is committed to protecting your personal information.
This Privacy Notice explains what personal information we may collect, why we collect it, how we use and protect it, who we may share it with and the rights you have in relation to your information.
Collectively Diverse CIC is the data controller for the personal information covered by this notice.

2. Information we may collect
The personal information we collect will depend on how you interact with us.
This may include:

  • your name and contact details, such as your email address and telephone number;

  • the organisation you work for and your role;

  • information you provide when contacting us through our website, email or other communication channels;

  • information relating to training, workshops, programmes or other services in which you participate;

  • attendance and participation information;

  • responses to questionnaires, evaluation forms and feedback;

  • accessibility or reasonable adjustment requirements that you choose to share with us;

  • photographs, video, testimonials or case-study information where appropriate permission has been obtained;

  • information relating to clients, contracts, invoices and payments;

  • information required for safeguarding, programme delivery, funding or reporting purposes;

  • information associated with a website member account if you choose to create one, for example to comment on blog posts.

We aim to collect only the information that is reasonably necessary for the relevant purpose.

3. Special category information
Some information you choose to provide may be considered special category data under UK data protection legislation. This could include information relating to health, disability, ethnicity or other sensitive personal information.
For example, someone participating in training or a programme may choose to tell us about an accessibility or reasonable adjustment requirement.
We will only collect and use special category information where there is a clear reason to do so and where we have both an appropriate lawful basis and an appropriate condition for processing it.
We will not require someone to disclose a diagnosis or unnecessary sensitive information simply in order to request reasonable adjustments or accessible participation.

4. How we collect information
We may collect personal information:

  • when you contact us through the Collectively Diverse CIC website;

  • when you contact us by email or another communication channel;

  • when you enquire about or use our services;

  • when you book, commission or participate in training, workshops or programmes;

  • through registration forms, questionnaires, feedback forms and evaluations;

  • when you provide information about accessibility or reasonable adjustments;

  • when you give permission for us to use a photograph, video, testimonial or case study;

  • when you create or use a website member account, for example to comment on a blog post;

  • through our work with partner organisations where there is an appropriate and lawful reason for information to be shared.

Our website may also collect technical information about visits and use of the site through cookies and similar technologies. Cookie choices and information are provided through the website's cookie arrangements.

5. Why we use your information
We may use personal information to:

  • respond to enquiries and communicate with you;

  • provide training, consultancy, programmes and other services;

  • manage relationships with clients, participants and partner organisations;

  • administer registrations and participation;

  • provide appropriate accessibility and reasonable adjustments;

  • evaluate our work and understand its impact;

  • improve our services, resources and programmes;

  • manage contracts, invoices, payments and financial records;

  • meet safeguarding responsibilities;

  • meet contractual, legal, regulatory or funding requirements;

  • promote our work through photographs, video, testimonials or case studies where appropriate permission has been obtained;

  • provide website features that you choose to use, such as member accounts and blog comments.

We will not use personal information for purposes that are incompatible with the reason it was collected unless there is an appropriate lawful basis for doing so.

6. Our lawful bases for processing
Under UK data protection legislation, we must have a lawful basis for using personal information.
Depending on the circumstances, we may rely on:
Contract – where processing is necessary to provide a service you or your organisation has requested or to take steps before entering into a contract.
Legal obligation – where we need to process information to meet a legal requirement.
Legitimate interests – where processing is reasonably necessary for the operation and development of Collectively Diverse CIC and does not override your rights and interests.
Consent – where you have made a clear choice for us to use your information for a particular purpose, such as identifiable photographs, video or testimonials.
In some circumstances, another lawful basis permitted under UK GDPR may apply.
Where we process special category data, we will also identify an appropriate additional condition for processing that information.
Where we rely on consent, you can withdraw that consent at any time.

7. Photographs, video, testimonials and case studies
We may use photographs, video, testimonials or case studies to demonstrate the impact of our work and communicate what we do.
We will obtain appropriate permission before using identifiable photographs, video, testimonials or case studies for promotional purposes.
Choosing not to give permission for promotional use will not prevent someone from participating in our activities or receiving our services.
Where possible and appropriate, evaluation information and case studies may be anonymised.

8. Who we share information with
We do not sell personal information.
We may share information where necessary with:

  • organisations with which we are jointly delivering a project, programme or service;

  • funders or commissioners where reporting is required, using anonymised or aggregated information wherever reasonably possible;

  • professional advisers or service providers where necessary;

  • statutory services, safeguarding agencies, regulators or other authorities where there is a legal or safeguarding reason to do so.

We will only share personal information where there is an appropriate reason and lawful basis for doing so.

9. Systems and service providers
Collectively Diverse CIC uses third-party systems and service providers to help us operate our organisation and deliver our work.
These may include services used for:

  • website hosting and website enquiries;

  • website member accounts and interactive features;

  • email and communications;

  • cloud document storage;

  • online forms and questionnaires;

  • video conferencing;

  • financial administration and accounting;

  • other administrative and organisational functions.

Our website is hosted using Wix. If you choose to create a website member account or use interactive features such as blog comments, Wix may process information needed to provide those features, including account and login information.
Our email, online forms and cloud document storage use Google services. We use FreeAgent for financial administration and accounting.
These providers may process personal information on our behalf. We take reasonable steps to use reputable providers and appropriate data protection arrangements.
Some service providers may store or process information outside the UK. Where this happens, we will rely on appropriate safeguards required by data protection legislation.

10. How we protect your information
We take reasonable and proportionate steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.
These measures may include password protection, access controls, secure cloud storage and limiting access to people who genuinely need information for their work.
Anyone working or volunteering on behalf of Collectively Diverse CIC who has access to personal information is expected to maintain confidentiality and follow our data protection requirements.

11. How long we keep information
We keep personal information only for as long as it is reasonably required for the purpose for which it was collected or where we need to retain it for legal, contractual, safeguarding, financial or funding reasons.
Different types of information may therefore be retained for different periods.
We periodically review the information we hold and securely delete or dispose of information that is no longer required.

12. Children, young people and adults at risk
We take additional care when processing information relating to children, young people and adults at risk.
Where Collectively Diverse CIC works with a school, college or other partner organisation, responsibility for collecting and managing information may be shared or may remain with that organisation depending on the activity.
We will seek to make data collection accessible and proportionate and will not request unnecessary sensitive information.
Safeguarding information may be shared without consent where this is necessary and proportionate to protect someone from harm or meet a legal safeguarding responsibility.

13. Your data protection rights
Depending on the circumstances, you may have the right to:

  • be informed about how your personal information is used;

  • ask for a copy of personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information in certain circumstances;

  • ask us to restrict how your information is used in certain circumstances;

  • object to certain uses of your personal information;

  • withdraw your consent where we rely on consent;

  • request transfer of your information in certain circumstances.

Some rights depend on the circumstances and the lawful basis on which information is being processed.
If you would like to exercise any of these rights, please contact us using the details below.

14. Concerns about how we use your information
If you have a question or concern about how Collectively Diverse CIC uses your personal information, please contact us in the first instance so that we can try to resolve it.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

15. Contact us
For questions about this Privacy Notice or how we use your personal information, or to exercise your data protection rights, please contact:
Elizabeth Day
Founder, Collectively Diverse CIC
Email: liz@collectivelydiverse.co.uk

16. Changes to this Privacy Notice
We may update this Privacy Notice where our activities, systems or legal responsibilities change.

Last updated: 1 September 2026

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