Privacy notice
Last updated: October 2026
This notice explains how Inclusivitii Limited ("Inclusivitii") collects, uses and protects personal information. Inclusivitii is the data controller for the information described here.
Who we are
Inclusivitii Limited, 266 Banbury Road, Summertown, Oxford OX2 7DL. Registered in England and Wales, Company No. 12518302. Contact: support@inclusivitii.com, 01865 575221. ICO registration number: [add ICO number].
What information we collect
- Contact details you share when you get in touch, book a consultation or register for an event (name, organisation, job title, email, phone).
- Information needed to deliver our services, such as participant names, attendance and feedback for training and coaching programmes.
- Information shared in coaching, mediation, panels or research, which may include views and experiences you choose to share.
- Business and invoicing details for clients and associates.
How we use it and our lawful basis
- To respond to enquiries and deliver services: performance of a contract, or steps taken at your request before a contract.
- To run and improve our programmes, and to keep in touch with clients: our legitimate interests, balanced against your rights.
- To send newsletters or event updates: your consent, which you can withdraw at any time.
- To meet legal, tax and accounting duties: legal obligation.
Where we handle special category information (for example, information about ethnicity, health or lived experience shared in coaching, panels or evaluations), we do so only where necessary, with explicit consent or another lawful condition under UK GDPR Article 9, and with extra safeguards.
Who we share it with
We do not sell personal data. We share it only where needed with associates delivering work on our behalf (under confidentiality and data protection terms), trusted service providers such as email, hosting and accounting providers, and where required by law. Where a client commissions work, anonymised or aggregated findings may be shared with that client; individual contributions are not attributed without consent.
How long we keep it
We keep personal data only as long as necessary for the purpose it was collected for. Enquiry records are generally kept for up to two years, client and financial records for six years to meet legal requirements, and coaching or mediation notes for no longer than the engagement requires unless agreed otherwise.
Your rights
You have the right to access, correct or delete your information, to restrict or object to its use, to data portability, and to withdraw consent at any time. To exercise these rights, email support@inclusivitii.com. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).
Data protection policy (UK GDPR)
Last updated: October 2026
Inclusivitii complies with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to Inclusivitii's staff and associates.
Principles
Inclusivitii processes personal data lawfully, fairly and transparently; collects it for specified purposes only; keeps it adequate, relevant and limited to what is necessary; keeps it accurate; retains it no longer than necessary; and keeps it secure.
Security
- Data is stored on password-protected, access-controlled business systems with multi-factor authentication where available.
- Associates sign confidentiality and data processing terms and may access only the data needed for their role.
- Sensitive material from coaching, mediation, panels and evaluations is anonymised wherever possible before reporting.
- Paper records are kept to a minimum and stored securely.
Data breaches
Any suspected breach is reported immediately to the Director, assessed, contained and, where required, reported to the ICO within 72 hours and to affected individuals without undue delay.
Working with clients
Where Inclusivitii processes data on a client's behalf, it acts as a processor under a written agreement and follows the client's documented instructions.
Cookie policy
Last updated: October 2026
This website does not use advertising or tracking cookies, and does not set cookies of its own. Fonts are loaded from Google Fonts, which receives your device's IP address in order to deliver them. If analytics are added in future, this policy will be updated and your consent sought where required.
Health and safety policy
Last updated: October 2026
Inclusivitii is committed to the health, safety and wellbeing of its staff, associates, clients and participants, in line with the Health and Safety at Work etc. Act 1974 and related regulations.
Responsibilities
The Director has overall responsibility for health and safety. Associates are responsible for following this policy and the host organisation's procedures when delivering on site.
Our commitments
- Assess risks for in-person delivery, including venue suitability, accessibility, fire procedures and first aid arrangements, working with each host organisation.
- Brief associates on venue arrangements and emergency procedures before delivery.
- Support safe lone working and travel, including check-in arrangements.
- Recognise psychological safety and emotional wellbeing as part of health and safety. Sessions on sensitive topics are designed with clear boundaries, opportunities to step out, and signposting to support.
- Support safe home and hybrid working, including display screen equipment guidance.
- Record and review any accidents, incidents or near misses.
This policy is reviewed annually.
Equality, diversity and inclusion policy
Last updated: October 2026
Equity and inclusion are the foundation of Inclusivitii's work, and Inclusivitii holds itself to the same standards it supports clients to reach.
- Inclusivitii does not discriminate on the grounds of any protected characteristic under the Equality Act 2010: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. It also recognises socio-economic background, caring responsibilities and neurodiversity.
- Associates are recruited and engaged fairly, on merit, from a diverse network.
- Programmes are designed to be accessible, with reasonable adjustments made for participants on request.
- Discrimination, harassment, bullying and victimisation are not tolerated, and concerns are taken seriously and acted on.
- Inclusivitii seeks to use a diverse range of suppliers and to pay fairly and promptly.
Safeguarding policy
Last updated: October 2026
Inclusivitii works with adults, including people with lived experience of trauma, mental ill health and discrimination. Everyone has the right to be safe from harm and abuse.
- The Director is the Designated Safeguarding Lead.
- Staff and associates working with people who may be at risk complete safeguarding awareness training and, where required, appropriate DBS checks.
- Sessions on sensitive subjects use trauma-informed practice, with clear agreements on confidentiality and its limits.
- Any concern that someone is at risk of harm is reported to the Designated Safeguarding Lead the same day, and referred to the relevant local authority or emergency services where required.
- Where work involves children or young people, Inclusivitii follows the commissioning organisation's safeguarding procedures in addition to this policy.
Environmental policy
Last updated: October 2026
Inclusivitii aims to minimise its environmental impact by:
- Offering virtual and hybrid delivery where it serves participants well, reducing travel.
- Using public transport for in-person delivery wherever practical.
- Working digitally and keeping printed materials to a minimum, using recycled paper where printing is needed.
- Choosing suppliers and venues with responsible environmental practices where possible.
- Reviewing this policy annually as part of a commitment to continuous improvement.
Modern slavery statement
Last updated: October 2026
Although Inclusivitii is below the turnover threshold that requires a statement under the Modern Slavery Act 2015, it publishes this voluntary statement. Inclusivitii has zero tolerance for slavery and human trafficking. It is a professional services business with a small, low-risk supply chain, pays associates fairly and promptly, and expects its suppliers to share these standards.
Complaints procedure
Last updated: October 2026
Inclusivitii welcomes feedback and takes every concern seriously.
- Raise it: email support@inclusivitii.com with the details of your concern.
- Acknowledgement: you will receive a response within five working days.
- Resolution: the Director will look into the matter and aim to respond in full within 20 working days.
- Review: if you are not satisfied, you may ask for the decision to be reviewed, and Inclusivitii will consider independent mediation where appropriate.
Accessibility statement
Last updated: October 2026
Inclusivitii wants this website to be usable by as many people as possible. The site is designed to work on phones, tablets and computers, to be navigable by keyboard, to work with screen readers, to respect reduced motion settings and to use readable text contrast. If you have difficulty using any part of the site, or need information in a different format, please email support@inclusivitii.com and Inclusivitii will respond within five working days.
Website terms of use
Last updated: October 2026
This website is operated by Inclusivitii Limited. By using it, you agree to these terms.
- Content on this site, including the Inclusivitii Quotient™ framework, text and design, belongs to Inclusivitii and may not be reproduced for commercial use without permission. You are welcome to share links and short quotations with credit.
- The information on this site is general and does not constitute professional advice for a specific situation.
- Inclusivitii is not responsible for the content of external websites linked from this site.
- These terms are governed by the law of England and Wales.