Privacy Policy

1. Introduction

Code Inclusive is committed to protecting the privacy and personal data of individuals who engage with us. This Privacy Policy explains how we collect, use, store, and protect personal data when you:

Become a client of Code Inclusive; or

This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Organisation: Code Inclusive

Business Type: IT services supplier

Operating Region: Yorkshire, United Kingdom

For the purposes of data protection law, Code Inclusive acts as a Data Controller in relation to personal data described in this policy.

3. Data Protection Officer

Code Inclusive has appointed a Data Protection Officer (DPO) to oversee compliance with data protection legislation.

Name: Peter Arkwright

Role: Data Protection Officer

All queries relating to this Privacy Policy or the handling of personal data should be directed to the DPO.

4. Personal Data We Collect

We only collect personal data that is necessary for legitimate business purposes. This may include:

Name

Job title

Organisation name

Email address

Telephone number

Correspondence and enquiry details

Contractual and billing contact information (for clients)

We do not intentionally collect special category data.

5. How We Collect Personal Data

Personal data is collected directly from you when you:

Enter into a contract with us for IT services;

Correspond with us in the course of an existing business relationship.

6. Lawful Basis for Processing

We process personal data only where permitted by law. The lawful bases we rely on are:

Contract: Processing is necessary to perform a contract or to take steps at your request before entering into a contract.

Legitimate interests: To respond to enquiries, manage client relationships, improve services, and operate our business, where these interests are not overridden by your rights.

Legal obligation: To comply with applicable legal or regulatory requirements.

7. How We Use Your Personal Data

We use personal data for the following purposes:

Responding to enquiries and requests for information;

Providing and managing IT services;

Client administration and communication;

Contract and account management;

Meeting legal, regulatory, and professional obligations.

We do not use personal data for automated decision-making or profiling.

8. Data Sharing

We do not sell or rent personal data. Personal data may be shared only where necessary and appropriate, including:

With trusted service providers acting as data processors under contractual confidentiality and data protection obligations;

Where disclosure is required by law or regulatory authorities.

9. International Transfers

Personal data is not routinely transferred outside the United Kingdom. If an international transfer becomes necessary, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

10. Data Retention

Personal data is retained only for as long as necessary for the purposes set out in this policy, including legal, accounting, and contractual requirements. When personal data is no longer required, it is securely deleted or anonymised.

11. Data Security

We implement appropriate technical and organisational measures to protect personal data, including access controls, secure systems, and staff training. These measures are designed to protect against unauthorised access, loss, misuse, or disclosure.

12. Your Rights

Under UK GDPR, you have the right to:

Access your personal data;

Request correction of inaccurate or incomplete data;

Request erasure of your personal data (where applicable);

Restrict or object to processing in certain circumstances;

Request data portability where legally applicable.

Requests to exercise your rights should be made in writing and will be handled within statutory time limits.

13. Complaints

If you have concerns about how we handle your personal data, you are encouraged to contact our Data Protection Officer in the first instance.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our data processing practices. The most current version will be made available upon request or via our website where applicable.

15. Contact Us

For questions about this Privacy Policy or how your personal data is handled, please contact the Data Protection Officer.