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Privacy Policy

How we respect privacy when we deal with personal information collected by our organisation

This Privacy Policy applies to information Integrity Action collects about individuals who interact with our organisation (i.e. where Integrity Action is a “data controller”). It explains what personal information we collect, why we collect it, how we use it and how long we keep it for.

If you have any comments or questions about this notice, feel free to contact us at

1. Personal data that we process

The following table explains the types of data we collect, why we collect it, how we use it, how long we keep it for and the legal basis on which this data is processed. 

Nature of contact What data do we collect? Why do we collect it and how do we use it? How long do we keep it for? Basis
Enquiring about our organisation and its work Name, email, message In order to reply to your request The email will remain in our email system for 7 years Legitimate interests
Providing goods/services to us Name, email, address, other contact details, payment information To process payments and fulfil our audit and grant requirements 11 years after provision of goods/services Contract
Applying for a job/to be a trustee/a consultancy with us Name, email, address, CV, cover letter/ proposal, referees To assess your suitability for the role/task you have applied for 6 months from appointment of chosen candidate/supplier. If you are successful these details will be kept for 7 years after your contract/ engagement with us ends Legitimate interests
When you work for us as an employee Bank details     Emergency contact details   DBS check a) To process salary/expenses payments.
b) So we know who to contact in an emergency.
c) To gain reassurance re your trustworthiness/ integrity.
7 years after end of the contract a) Contract
b) Contract
c) Contract and Consent (condition for criminal offence data processing given in the DPA).
When you work for us as an employee Copy of passport To confirm your identity and that you have the right to work in the UK 7 years after end of the contract Legal obligation
When you work for us as an employee If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 To comply with our legal obligations under the Act and allow us to make the necessary adjustments 7 years after end of the contract Legal obligation and Employment, Social Security and Social Protection (condition for processing of special category data given in the DPA).
Applying to partner with us Name, email, work address of key persons, organisation details To assess your suitability 1 year after the chosen partner is appointed Consent
When you form a partnership with us Name, email, work address of key persons, organisation details To enable a smooth working relationship 7 years after the end of the partnership Contract
Using our website Website activity collected through cookies as detailed here See notice See notice See notive

2. Rights you have over your data

You have a range of rights over your data, which include the following:

  • Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this.
  • You have the right to ask for rectification and/or deletion of your information.
  • You have the right of access to your information.
  • You have the right to restrict or object to the processing of your data.
  • Where data processing is based on your consent or for the performance of a contract, you have the right of portability of your data, i.e. the right to request that we provide your data to you in a format that you can use for your own purposes.
  • You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here.  
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us by emailing

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

3. Cookies & usage tracking

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.

Where cookies are used to collect personal data, we list these purposes in the cookies notice available here, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users' computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Read Google's privacy policy here.

We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf. For further details, please see the ‘about Hotjar’ section of Hotjar’s support site.

4. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we'll notify people whose personal data we hold and is affected provided we have been given consent by those people to contact them.

Last updated August 2019