Privacy Policy
Last updated: June 2026
Plain English summary: We collect only what we need to run EqualityIQ and respond to enquiries. We never sell your data. We never use your proposal data to train AI models. You can ask us to delete your data at any time.
1. Who we are
EqualityIQ is operated by Equality Impact Consulting Ltd, a company registered in England and Wales (company number 15810112), with registered address at 9 The Wharf, Diglis Road, Worcester, WR5 3FN. Equality Impact Consulting Ltd is registered with the Information Commissioner's Office as a data controller (registration number ZB722686).
We are the data controller for personal data collected through this website and through the EqualityIQ application. Where we process data on behalf of subscribing organisations, we act as a data processor.
If you have any questions about this policy or how we handle your data, contact us at [email protected].
2. Data we collect
Website visitors
When you visit this website, we may collect:
- IP address and approximate location (country/region level)
- Browser type and version
- Pages visited
- Referral source (how you arrived at the site)
- Device type
We do not use analytics or tracking cookies on this website. This information is limited to standard server logs, which we use only for security and to keep the site running. We do not use it to identify individual visitors.
Demo request form
When you complete a demo request, we collect your name and work email address, your organisation name, organisation type, and role, and any proposal description you choose to share.
EqualityIQ subscribers
When your organisation subscribes to EqualityIQ, we collect and process account details (name, work email, role, organisation name), login credentials (passwords are hashed and never stored in plain text), proposal descriptions submitted through the application, generated equality impact assessments and associated metadata, usage data, and billing information.
Data we do not collect
We do not collect special category personal data from users of this website or the EqualityIQ application. While EIA assessments may reference such characteristics in aggregate, we do not collect or store personal data about individuals in those groups.
3. How we use your data
| Purpose | Data used |
|---|---|
| Responding to demo requests and enquiries | Name, email, organisation details, proposal description |
| Providing the EqualityIQ service to subscribers | Account details, proposal descriptions, assessment data |
| Managing subscriptions and billing | Account and billing details |
| Sending product updates and relevant communications | Name, email (subscribers and those who have opted in) |
| Improving the EqualityIQ service | Anonymised usage data only — never proposal content |
| Complying with legal obligations | As required by applicable law |
Important: Proposal descriptions and generated EIA content submitted through EqualityIQ are never used to train AI models — by us or by our AI provider (Anthropic). This data is used solely to generate your assessment and is stored in your account.
4. Lawful basis for processing
Under UK GDPR, we rely on the following lawful bases for processing personal data:
| Processing activity | Lawful basis |
|---|---|
| Providing the EqualityIQ service to subscribers | Contract — necessary to perform our contract with you |
| Responding to demo requests and enquiries | Legitimate interests — responding to your request |
| Sending product updates to subscribers | Contract — keeping you informed about a service you use |
| Sending marketing communications | Consent — only where you have opted in |
| Legal compliance | Legal obligation |
5. Data sharing
We do not sell your personal data. We share it only in the following circumstances:
Service providers
We use a small number of trusted third-party service providers to operate EqualityIQ. These include:
- Anthropic — our AI provider, which processes proposal descriptions to generate assessments. Anthropic does not use this data for model training.
- Supabase — our database provider, which stores account and assessment data on UK-based infrastructure.
- Payment — subscriptions are invoiced and paid by bank transfer (BACS). We do not use a third-party payment processor and do not collect or process card payment details.
All service providers are bound by data processing agreements and are only permitted to use data for the purposes we specify.
Legal requirements
We may disclose personal data where required to do so by law, court order, or regulatory authority.
Business transfers
In the event of a merger, acquisition, or sale of assets, personal data may be transferred as part of that transaction. We would notify affected users before any such transfer takes place.
Subscriber organisations — data processor role
Where a subscribing organisation's employees use EqualityIQ and submit proposal descriptions, that organisation is the data controller for that data and we act as the data processor. We process this data only in accordance with the organisation's instructions and our Data Processing Agreement. Subscribers may request a copy of our DPA by contacting [email protected].
6. Data retention
We retain personal data for as long as necessary for the purposes for which it was collected, or as required by law.
| Data type | Retention period |
|---|---|
| Demo request data | 2 years from the date of the request, or until you ask us to delete it |
| Subscriber account data | Duration of the subscription plus 2 years, unless you request earlier deletion |
| Proposal descriptions and EIA assessments | Duration of the subscription. Deleted within 30 days of subscription end unless the subscriber requests an export first. |
| Billing records | 7 years, as required by financial regulations |
7. Your rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access — to request a copy of the personal data we hold about you.
- Right to rectification — to ask us to correct inaccurate or incomplete data.
- Right to erasure — to ask us to delete your personal data, subject to certain legal exceptions.
- Right to restriction — to ask us to limit how we use your data in certain circumstances.
- Right to data portability — to receive your data in a structured, machine-readable format.
- Right to object — to object to processing based on legitimate interests or for marketing purposes.
- Right to withdraw consent — where processing is based on consent, to withdraw it at any time.
To exercise any of these rights, contact us at [email protected]. We will respond within one calendar month.
If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
8. Cookies
This website uses a small number of essential cookies to operate.
| Cookie type | Purpose | Duration |
|---|---|---|
| Essential | Required for the website and application to function — session management, security | Session / up to 1 year |
We do not use analytics, advertising or tracking cookies. You can manage or disable cookies through your browser settings. Disabling essential cookies may affect the functionality of the EqualityIQ application.
9. Security
We take the security of personal data seriously and implement appropriate technical and organisational measures to protect it, including:
- Encryption of data in transit (TLS) and at rest
- Password hashing — passwords are never stored in plain text
- Access controls — data is accessible only to authorised personnel
- Regular security reviews
- UK-based data storage
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay, as required by UK GDPR.
10. Changes to this policy
We may update this privacy policy from time to time. When we make significant changes, we will notify subscribers by email and update the "last updated" date at the top of this page. We encourage you to review this policy periodically.
Continued use of EqualityIQ after changes are notified constitutes acceptance of the updated policy.
11. Contact us
For any questions about this privacy policy or how we handle your personal data:
Data Controller
Equality Impact Consulting Ltd
9 The Wharf, Diglis Road, Worcester, WR5 3FN
ICO registration number: ZB722686
Email: [email protected]
To make a data subject access request or exercise your rights, please email us with your name, the email address associated with your account, and details of your request. We will respond within one calendar month.