PRIVACY POLICY

The Integrate Agency CIC

Company Number: 09672903

ICO Registration Number: ZB275391

Last Updated: February 2026

WHO WE ARE

The Integrate Agency CIC (“Integrate”, “we”, “us”, “our”) is a Community Interest Company registered in England and Wales (Company No. 09672903).

We are registered with the Information Commissioner’s Office (ICO) under registration number ZB275391.

We act as a data controller for the personal data we process, except where this policy explains that we act jointly with other organisations.

Contact details:

Email: contact@integrateagency.co.uk

Telephone: 020 8050 7098

OUR ACTIVITIES

Integrate delivers a range of services including:

• Fundraising consultancy and advisory services
• Infrastructure and capacity building support
• Publicly commissioned programmes
• Events, workshops and training
• Digital communications and sector engagement

This Privacy Policy applies to all personal data processed by Integrate across these activities.

OUR ROLE UNDER THE LAMBETH VCS INFRASTRUCTURE CONTRACT

Integrate delivers services under Lambeth Council’s “Voluntary and Community Sector Infrastructure and Capacity Building – Lot 3: Funding and Resources.”

Under this programme, personal data collected for the purpose of delivering coordinated VCS support may be shared between:

• The Integrate Agency CIC (Company No. 09672903)
• The Brixton Project CIC (Company No. 11966234)
• High Trees Community Development Trust (Charity No. 1079581, Company No. 03573630)
• Lambeth Council

For activities carried out under this programme, these organisations may act as joint controllers for the purposes of coordinating voluntary and community sector support in Lambeth.

At the end of the contract period (currently 30 September 2027 unless terminated earlier), Lambeth Council will become the sole controller of the programme Database. Individuals may opt out of this transfer at any time by contacting contact@integrateagency.co.uk.

WHAT PERSONAL DATA WE COLLECT

Depending on how you engage with us, we may collect:

• Name
• Email address
• Telephone number
• Postal address
• Organisation name and role
• Organisation size or turnover band
• Event attendance records
• Accessibility or dietary requirements (if provided)
• Diversity monitoring data (processed separately and anonymised where appropriate)
• Email engagement data (opens and clicks)
• Website usage data (via cookies and analytics tools)
• Information provided in surveys or feedback forms

We do not intentionally collect special category data unless you choose to provide it.

HOW WE COLLECT YOUR DATA

We collect data when you:

• Register for events (via Eventbrite or other platforms)
• Sign up to funding notices (Mailchimp)
• Request support or attend surgeries
• Contact us by email, phone or post
• Apply for paid or volunteer roles
• Volunteer with us
• Donate to us
• Complete surveys or questionnaires
• Engage with our website or social media

OUR LAWFUL BASIS FOR PROCESSING

Under UK GDPR, we rely on the following lawful bases:

Legitimate Interests

To deliver infrastructure, consultancy, events, fundraising support and sector coordination in ways reasonably expected and proportionate to our purpose as a Community Interest Company.

Public Task

Where processing is necessary to deliver publicly commissioned services under contract with a public authority (for example Lambeth Council).

Legal Obligation

Where we are required to process data by law (for example HMRC reporting).

Consent

Where you have provided explicit consent (for example optional marketing communications or optional sharing).

We do not rely on consent where a stronger lawful basis applies.

HOW WE USE YOUR PERSONAL DATA

We use your data to:

• Deliver fundraising and infrastructure support
• Manage event bookings and attendance
• Coordinate support across programme partners
• Maintain programme databases
• Monitor and report on delivery
• Process donations
• Evaluate programme impact
• Improve communications and services
• Assess job or volunteer applications

We do not sell personal data.

WHO WE SHARE DATA WITH

We share data only where necessary and appropriate with:

• Lambeth Council
• The Brixton Project CIC
• High Trees Community Development Trust
• Eventbrite
• Mailchimp
• Salesforce
• Microsoft 365
• The Co-operative Bank
• Our accountants
• HMRC
• Event venues (where required)

All third parties are required to process data securely and lawfully.

We do not share personal data with third parties for their independent marketing purposes.

INTERNATIONAL TRANSFERS

Some service providers (for example Mailchimp, Salesforce, Microsoft, Google Analytics) may process data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, including UK International Data Transfer Agreements, adequacy regulations, or Standard Contractual Clauses.

DATA RETENTION

We retain personal data only for as long as necessary.

• Typical retention periods include:
• Mailing list subscribers – 5 years after last engagement
• Service users – 2 years after last engagement (unless contract requires longer)
• Volunteers – up to 7 years after placement ends
• Job applicants – 12 months
• Event attendees – up to 3 years
• Contract database records – retained in line with contract obligations

After retention periods expire, data is deleted or anonymised.

Paper records are securely shredded.

DATA SECURITY

We use:

• Encrypted CRM systems (Salesforce)
• Secure email systems (Microsoft 365)
• Role-based access controls
• Encrypted website (HTTPS)
• Breach response procedures

Access is limited to authorised personnel only.

YOUR RIGHTS

Under UK GDPR you have the right to:

• Access your personal data
• Rectify inaccurate data
• Request erasure
• Restrict processing
• Object to processing
• Data portability (where applicable)
• Withdraw consent (where consent applies)

To exercise your rights, contact contact@integrateagency.co.uk.

We will respond within one month unless the request is complex.

COMPLAINTS

If you are dissatisfied with how we handle your data, you may contact:

Information Commissioner’s Office (ICO)

www.ico.org.uk

0303 123 1113

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CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The most current version will always be published on our website.