Last updated: 21 October 2026

This policy explains how ICA:UK uses personal information collected through https://ica-uk.org.uk.

1. Who we are

ICA:UK is the controller of the personal information described here. ICA:UK is a non-profit company limited by guarantee (no. 3970365) and a registered charity (no. 1090745).

  • Address: 2nd Floor, College House, 17 King Edwards Road, Ruislip, London, HA4 7AE
  • Email: trustees@ica-uk.org.uk

2. What we collect and why

What happens Information Why Lawful basis How long we keep it
Asking about in-house training or our facilitation service, using the form on those pages Email address, first and last name, phone number, organisation name, town or city, number of people, location, dates, what you want to achieve, which course you have in mind, and how you heard about us To reply to you and, if you want to go ahead, to arrange the training or session Steps you asked us to take before any contract / Legitimate interests As long as we need to deal with your enquiry and any follow-up. If you become a customer, for as long as we work together, and afterwards for as long as we need for our business records (for example, tax records)
Applying to become a ToP trainer or a trustee, using the forms linked from those pages Email address, and optionally your name, phone number, country, town or city, and what you tell us about yourself, your experience and the courses you have attended To consider your application and reply to you Steps you asked us to take before any contract / Legitimate interests As long as we need to consider your application and deal with any follow-up
Signing up for updates with the form at the bottom of every page Email address To send you news and updates from ICA:UK Your consent Until you unsubscribe or ask us to remove you
Protecting the enquiry forms from spam Your IP address, and information about your device and how you use the page To tell real enquiries from automated spam Legitimate interests Only for the check made when you send a form
Measuring how the website is used, if you agree Pages visited, how you arrived, how far you scroll, device and browser type, approximate location (town or region), and Google Analytics identifiers To see which pages are useful to visitors Your consent No more than 14 months
Playing a video, if you agree or click to load it Your IP address and information about your browser and device, sent to YouTube when the video loads To show videos about our training and methods Your consent Set by YouTube; we do not receive this information
Running the website securely IP address, browser details, pages requested and the time To keep the website available and secure Legitimate interests As long as we need them to keep the website running securely

Where we rely on legitimate interests, the interest is:

  • Asking about in-house training or our facilitation service: Replying to questions from people and organisations who contact us
  • Applying to become a ToP trainer or a trustee: Considering people who offer to train with us or to serve as a trustee
  • Protecting the enquiry forms from spam: Keeping the forms free of automated abuse
  • Running the website securely: Protecting the website and its visitors from attack

Information you need to give us:

  • Asking about in-house training or our facilitation service: Every field except first name must be filled in (on the facilitation service form, how you heard about us is also optional). The form will not send without them
  • Applying to become a ToP trainer or a trustee: The forms need an email address so we can reply. They will not send without it
  • Signing up for updates: The form needs an email address. It will not send without it

3. Who receives it

Recipient What they do Where the information is processed
Bulldogs Digital Ltd Hosts and maintains the website UK, Germany (backups)
HubSpot UK Holdings Limited (HubSpot) Runs our enquiry, application and newsletter sign-up forms and stores what you send USA
Google Ireland Limited (Google Workspace) Our email service, where form notifications arrive EEA, USA and elsewhere
Google LLC (reCAPTCHA) Spam protection on the enquiry forms USA and elsewhere
Google Ireland Limited Website statistics (Google Analytics 4) EEA, USA
Google LLC (YouTube) Plays the videos on some of our pages USA and elsewhere

Where information is processed outside the UK, the transfer is covered as follows:

  • Bulldogs Digital Ltd: UK adequacy regulations for the EEA
  • HubSpot UK Holdings Limited (HubSpot): UK Extension to the EU-US Data Privacy Framework (HubSpot, Inc.), with the UK Addendum to the EU standard contractual clauses
  • Google Ireland Limited (Google Workspace): UK Extension to the EU-US Data Privacy Framework (Google LLC)
  • Google LLC (reCAPTCHA): UK Extension to the EU-US Data Privacy Framework
  • Google Ireland Limited: UK Extension to the EU-US Data Privacy Framework (Google LLC)
  • Google LLC (YouTube): UK Extension to the EU-US Data Privacy Framework

You can ask us for a copy of these safeguards.

4. Your rights

You have the right to ask us for access to your information, to correct it, to delete it, to restrict how we use it, and, where we rely on consent or a contract, to receive it in a portable format. Some of these rights apply only in certain circumstances. Where we rely on consent, you can withdraw it at any time; for cookies, see our cookie policy.

Right to object: where we rely on legitimate interests, you have the right to object to our use of your information. You can object to direct marketing at any time, and we will stop.

To use any of these rights, contact us using the details in section 1.

5. Complaints

If you want to complain about how we have used your personal information, contact us by:

  • email trustees@ica-uk.org.uk
  • post to 2nd Floor, College House, 17 King Edwards Road, Ruislip, London, HA4 7AE

You can also complain to the Information Commission (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.

Policy version 1.1 / reviewed 21 October 2026