Last updated: 1 September 2026
1. Introduction
Equality and Diversity UK Ltd (“EDUK”, “we”, “us”) is committed to handling personal information lawfully, fairly and transparently. This notice explains the personal information we collect, how and why we use it, how long we keep it, who we may share it with, your rights, and how to complain.
EDUK is registered with the Information Commissioner’s Office (ICO): ZB518334.
2. Personal information we may collect
- Name and contact details
- Organisation and job role
- Booking, order and service information
- Payment and transaction information, with card/payment processing handled by relevant payment providers
- Communications and enquiries
- Information needed to provide accessibility adjustments or support
- Website and technical information where our website or service providers generate it
- Staff and contractor information where applicable
3. How we use personal information
- Provide training, resources, consultancy and other services
- Manage bookings, orders, payments and enquiries
- Communicate with customers, delegates, suppliers and other contacts
- Send marketing where permitted by law
- Maintain financial, contractual and administrative records
- Manage staff and contractors
- Improve and secure our services and website
- Meet legal, regulatory and safeguarding obligations
4. Lawful bases
The lawful basis depends on the purpose and circumstances. It may include:
- Contract — where necessary to enter into or perform a contract
- Consent — where we ask you to make a genuine choice and consent is appropriate
- Legitimate interests — where necessary for our or another person’s legitimate interests and those interests are not overridden by your rights and interests
- Recognised legitimate interests — only where processing meets one of the specific statutory recognised legitimate-interest conditions
- Legal obligation — where necessary to comply with the law
- Vital interests — in limited circumstances where necessary to protect someone’s vital interests
5. Special category information
We may occasionally need information receiving additional protection, for example information about health, disability, racial or ethnic origin, religion or belief, or sexual orientation. This may arise when arranging accessibility adjustments, carrying out equality monitoring, managing employment matters or dealing with legal claims.
Where we process special category information, we identify both an Article 6 lawful basis and an applicable Article 9 condition. Where required, we maintain an Appropriate Policy Document.
6. Automated decision-making
EDUK does not currently make decisions about people that have legal or similarly significant effects based solely on automated processing. If this changes, we will provide the information and safeguards required by data protection law, including meaningful human intervention where required.
7. Sharing personal information
We may share personal information where necessary with organisations that help us operate our services, such as IT, email, hosting and payment providers, training partners, professional advisers, and regulators or public authorities where disclosure is lawful and necessary.
We do not sell personal information.
8. International transfers
If personal information is transferred outside the UK, we use an appropriate lawful transfer mechanism where required, such as UK adequacy regulations, the International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses.
9. Security
We use appropriate organisational and technical measures to protect personal information, including access controls, secure systems, staff awareness and training, security review and secure disposal measures appropriate to the information and risks involved.
10. Retention
We keep personal information only for as long as reasonably required for its purpose and to meet legal, accounting, contractual or regulatory requirements. Typical periods include:
- Booking and transaction records: normally 6 years where required for contractual, tax or accounting purposes
- General enquiries that do not lead to an ongoing relationship: normally up to 12 months
- Marketing records: while relevant to our marketing relationship, with suppression information retained where necessary to respect an opt-out
- Staff and contractor records: according to the type of record and applicable requirements
11. Your rights
Depending on the circumstances, your rights may include the right to:
- Access your personal information
- Have inaccurate information corrected
- Request erasure
- Request restriction of processing
- Object to certain processing
- Receive or transfer certain information through data portability
- Withdraw consent where processing relies on consent
- Raise concerns about solely automated significant decisions where applicable
- Complain about our handling of your personal information
These rights are not absolute and the circumstances in which they apply differ.
Subject access requests
When responding to a subject access request, we carry out searches that are reasonable and proportionate. You can make a request using our online Subject Access Request page, by email or by post.
12. Cookies and similar technologies
We currently do not intentionally use cookies or similar technologies for advertising or behavioural tracking. Some website functionality or third-party services may involve storage or access technologies, so we periodically review the site to ensure this statement remains accurate.
Where we use storage or access technologies, we comply with PECR and applicable data protection law. Where consent is required, we obtain it. Where a statutory exception applies, we meet its conditions.
13. Children’s information
EDUK’s website and services are primarily directed at organisations and adults. If we provide an online service likely to be accessed by children, we will take children’s needs into account when deciding how their personal information is used and apply the additional protections required by law.
14. Marketing
We only send electronic marketing where permitted by law. Where consent is required, we obtain it. Where another lawful route is available, we ensure its conditions are met. You can opt out of marketing at any time.
15. Personal data breaches
We assess suspected personal data breaches and take appropriate action. Where a breach is notifiable, we notify the ICO without undue delay and, where feasible, within 72 hours of becoming aware of it. Where the law requires us to notify affected individuals, we do so without undue delay.
16. Data protection complaints
You can complain to us if you are dissatisfied with how we have handled your personal information. We provide an accessible route for complaints, acknowledge data protection complaints within 30 days, investigate them without undue delay, keep complainants appropriately informed, and communicate the outcome.
See our Data Protection Complaints Procedure.
17. Contact us
Data Protection Department
Equality and Diversity UK
Warwick House
14 Lowes Road
Bury
BL9 6PJ
Email: dp@equalityanddiversity.co.uk
18. Complaining to the ICO
You also have the right to complain to the Information Commissioner’s Office. We would welcome the opportunity to address your concerns first, but you are not required to complete our internal process before contacting the ICO.