Privacy & Cookie
Policy

Privacy at Ivy House 

At Ivy House, trust sits at the heart of every relationship we build. Whether you are participating in one of our programmes, receiving our insights, working with us as a customer or an associate or simply visiting our website, we are committed to protecting your personal information and handling it responsibly, transparently and securely. 

This Privacy Notice explains how Ivy House Learning Limited collects, uses, stores, shares and protects personal data. It also explains your rights under UK data protection law and how you can contact us if you have any questions. 

Who we are 

Ivy House Learning Limited (“Ivy House”, “we”, “our” or “us”) is the data controller responsible for personal data collected through our website and in connection with the services we provide. 

Registered address: 

Church House 
30 Church Street 
Godalming 
Surrey GU7 1EW 
United Kingdom 

Email: hello@ivyhouse.co.uk 

Telephone: +44 (0)1483 428585 

ICO registration number: ZA283495 

Our commitment to data protection 

Ivy House is committed to processing personal data lawfully, fairly and transparently. We maintain policies, procedures and security controls designed to protect personal information and meet our obligations under the UK GDPR and the Data Protection Act 2018. 

We keep records of the personal data we process, the purposes for processing, the lawful basis relied on, storage locations, access restrictions, retention periods and disposal methods through our internal information governance processes. 

The personal data we collect 

The personal data we collect depends on how you interact with us. This may include: 

• Contact information, including name, email address, telephone number, organisation and job title. 

• Information submitted through enquiries, forms, programme applications and surveys. 

• Marketing preferences and communication preferences. 

• Programme participation information, including relevant learning, development, attendance and feedback information. 

• Associate, coach, facilitator and supplier information required to administer contracts, payments and working relationships. 

• Website usage information, including IP address, browser information, device information, pages visited and website analytics data. 

• Any other information you choose to provide to us. 

How we collect personal data 

We collect personal data directly from you when you: 

• contact us by email, phone, online form or other means; 

• subscribe to our newsletters, insights or other communications; 

• register for events or programmes; 

• complete surveys, diagnostics, feedback forms or programme materials; 

• apply to work with us as an associate, coach, facilitator, supplier or employee; or 

• use our website and digital platforms. 

We may also receive personal data from client organisations where they engage Ivy House to deliver learning, leadership development or related services and nominate individuals to participate. 

How we use personal data 

We only use personal data where we have a lawful basis to do so. The way we use your personal data will depend on the nature of our relationship with you. 

Delivering and administering our services 

We use personal data to manage and deliver our programmes and services, communicate with participants, clients and contributors, assess programme suitability and readiness, provide learning materials and practical information, respond to enquiries and provide customer support. 

The lawful basis for this processing is typically the performance of a contract or our legitimate interests in delivering and improving our services. 

Managing our business 

We use personal data to administer relationships with clients, associates, suppliers and professional partners, process payments and invoices, manage contracts, maintain business records, protect our systems and support effective governance. 

The lawful basis for this processing is our legitimate interests and, where applicable, compliance with legal obligations. 

Improving our services 

We use personal data to gather feedback, evaluate programme experience, analyse website usage and improve our services, content, systems and user experience. 

The lawful basis for this processing is our legitimate interests in understanding and improving the quality, impact and relevance of our work. 

Marketing and communications 

Where you have opted in, or where we are otherwise permitted to do so by law, we may send you newsletters, insights, event invitations and information about Ivy House services that may be of interest to you. 

You can unsubscribe at any time by clicking the unsubscribe link in our emails or by contacting us directly. Where processing is based on consent, you can withdraw that consent at any time. 

Legal, regulatory and contractual requirements 

We may process personal data where necessary to comply with legal or regulatory obligations, respond to lawful requests, prevent fraud, protect our rights and establish, exercise or defend legal claims. 

Lawful bases for processing 

Depending on the circumstances, we may rely on one or more of the following lawful bases: 

• Performance of a contract, where processing is necessary to enter into or perform a contract with you or an organisation you represent. 

• Legitimate interests, where processing supports our business, service delivery, relationship management, quality improvement or security interests and those interests are not overridden by your rights and freedoms. 

• Legal obligation, where processing is required to comply with applicable laws, regulations or official requests. 

• Consent, where we ask for your clear agreement to use your personal data for a specific purpose, such as certain marketing activities. 

Sharing personal data 

We do not sell personal data. 

We may share personal data with trusted third parties where necessary to operate our business and deliver our services. These may include: 

• technology, software, hosting and cloud service providers; 

• learning, assessment, survey and communications platforms; 

• payment, accounting and business administration providers; 

• professional advisers, including legal, financial, insurance and compliance advisers; 

• client organisations, where this is necessary to deliver contracted services and is consistent with the relevant arrangement; 

• regulators, public authorities, courts or law enforcement bodies where required by law. 

Where third parties process personal data on our behalf, we require them to protect it and use it only in accordance with our instructions and applicable data protection law. 

We may also disclose personal data in connection with an investment, merger, acquisition, reorganisation, sale or transfer of all or part of our business or assets. 

International transfers 

Most personal data we process is expected to be stored within the United Kingdom or European Economic Area. However, some technology providers, service partners or client arrangements may involve personal data being accessed from or transferred to countries outside the UK or EEA. 

Where personal data is transferred internationally, Ivy House will ensure appropriate safeguards are in place in accordance with applicable data protection laws. These safeguards may include UK adequacy regulations, approved contractual clauses, International Data Transfer Agreements or other recognised transfer mechanisms. 

Security 

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, disclosure or destruction. 

Access to personal data is restricted to employees, associates, contractors and service providers who have a legitimate business need to access it and who are subject to confidentiality obligations. Ivy House maintains information security policies and processes designed to support the secure handling of personal data and the reporting and management of information security incidents. 

Data retention 

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including delivering our services, satisfying legal, contractual, accounting, regulatory and operational requirements, resolving disputes and enforcing agreements. 

Retention periods vary depending on the type of personal data, the context in which it was collected and the purpose for which it is processed. Retention is governed by the Ivy House Data Retention Policy and reviewed periodically to ensure personal data is not kept for longer than necessary. 

Further information about relevant retention periods is available on request. 

Third-party websites 

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy notices before providing any personal information. 

Cookie policy

Website navigational information

Our website uses cookies and similar technologies to help the website function effectively, improve user experience and understand how visitors interact with our content. 

Cookies may be used to enable website functionality, remember preferences, analyse website performance and support marketing and communications activities where permitted by law. 

You can manage your cookie preferences through your browser settings and through any cookie management tools available on our website.

(a) Cookies
A cookie, also known as a web cookie, browser cookie or HTTP cookie, is information sent between our web server and your web browser. Cookies are used by the web server to identify you when you revisit the site and to track how you navigate around the site. Session cookies only exist for the duration of your browser session whilst persistent cookies remain on your computer until they are either deleted or reach their specific expiry date. Your web browser may allow you to block all or specific third party cookies; however, doing so may have a negative impact on your browsing experience on many websites including this one.

(b) Web Beacons
Ivy House uses Web beacons alone or in conjunction with cookies to compile information about members and visitors’ usage of the Company websites and interaction with emails from the Company. Web beacons are clear electronic images that can recognize certain types of information on your computer, such as cookies, when you viewed a particular website tied to the Web beacon, and a description of a website tied to the Web beacon. For example, Ivy House may place Web beacons in marketing emails that notify the Company when you click on a link in the email that directs you to one of the Company’s websites. Ivy House uses Web beacons to operate and improve the Company’s websites and email communications. Ivy House may use information from Web beacons in combination with data about Ivy House members to provide you with information about the Company and the Service.

(c) IP Addresses
When you visit Ivy House website, the Company collects your Internet Protocol (“IP”) addresses to track and aggregate non­-personally identifiable information. For example, Ivy House uses IP addresses to monitor the regions from which members and visitors navigate the Company’s websites.
Ivy House also collects IP addresses from members when they log into the service as part of the Company “Identity Confirmation” and “IP Range Restrictions” security features.

Your rights 

Under UK GDPR, you have rights in relation to your personal data. These include the right to: 

• access the personal data we hold about you; 

• request correction of inaccurate or incomplete personal data; 

• request erasure of personal data in certain circumstances; 

• request restriction of processing in certain circumstances; 

• object to processing in certain circumstances; 

• withdraw consent where we rely on consent to process your personal data; 

• request transfer of your personal data to another organisation in certain circumstances; 

• lodge a complaint with the Information Commissioner’s Office. 

We will usually respond to privacy rights requests within one month. This period may be extended by up to two further months where a request is particularly complex or where multiple requests have been made. If an extension is needed, we will let you know. 

How to contact us 

If you have questions about this Privacy Notice, want to exercise your rights or wish to raise a concern about how we handle personal data, please contact us: 

Email: hello@ivyhouse.co.uk 

Telephone: +44 (0)1483 428585 

Post: Ivy House Learning Limited, Church House, 30 Church Street, Godalming, Surrey GU7 1EW, United Kingdom 

Complaints 

If you are concerned about how we have handled your personal data, we would welcome the opportunity to address your concerns directly. 

You also have the right to complain to the Information Commissioner’s Office. You can find further information at ico.org.uk/make-a-complaint or by calling 0303 123 1113. 

Changes to this Privacy Notice 

We may update this Privacy Notice from time to time to reflect changes in our services, legal requirements or business operations. The latest version will always be available on our website.