Privacy Notice

This privacy notice tells you what to expect us to do with your personal information. 

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Sharing information outside the UK
• How to complain

Contact details 

Email: info@irisi.org 

What information we collect, use, and why 

We collect or use the following information to provide services and goods, including delivery and third party referrals: 

• Names and contact details
• Gender
• Pronoun preferences
• Addresses
• Date of birth
• Emergency contact details
• Photographs or video recordings
• Service use history
• Health information (including medical conditions, test results, allergies, medical requirements and medical history)
• Dietary information (including allergies and health conditions)
• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
• Information about work, home and living conditions
• Information about support requirements
• Information about lifestyle, interests or personal history
• Records of meetings and decisions
• Information about income and financial needs for funding or personal budget support
• Payment details (including card or bank information for transfers and direct debits)
• Website user information (including user journeys and cookie tracking)
• Information relating to compliments or complaints

We also collect or use the following information to provide services and goods, including delivery and third party referrals: 

• Racial or ethnic origin
• Religious or philosophical beliefs
• Health information
• Sex life information
• Sexual orientation information

We collect or use the following information to receive donations or funding and organise fundraising activities: 

• Names and contact details
• Addresses
• Payment or banking details
• Donation history
• Tax payer information (for Gift Aid purposes)

We collect or use the following personal information for service updates or marketing purposes: 

• Names and contact details
• Marketing preferences
• Donation history
• Website and app user journey information

We collect or use the following personal information for research or archiving purposes: 

• Names and contact details 

We also collect or use the following information for research or archiving purposes: 

• Racial or ethnic origin
• Religious or philosophical beliefs
• Health information
• Sex life information
• Sexual orientation information

We collect or use the following personal information for recruitment purposes: 

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We also collect or use the following information for recruitment purposes: 

• Racial or ethnic origin
• Religious or philosophical beliefs
• Health information
• Sexual orientation information

We collect or use the following personal information for dealing with queries, complaints or claims: 

• Names and contact details
• Address
• Purchase or service history
• Witness statements and contact details
• Relevant information from previous investigations
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. 

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here. 

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here. 

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are: 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• We collect data on people referred to IRISi services. This data is psedonymised to minimise identification risks. This data is used to understand the performance of IRISi programmes across the country. We use feedback from people to improve our services. It is also used to understand changing needs of service users over time. This is used both to improve our service and to evidence at a national level the profile of survivors of VAWG.  

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

Our lawful bases for collecting or using personal information for research or archiving purposes are: 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• IRISi is a social enterprise dedicated to improving the healthcare response to Gender-Based Violence (GBV). We bridge the gap between healthcare professionals and domestic abuse (DA)/violence against women and girls (VAWG) services and our programmes provide specialist support for victims and survivors of domestic abuse and sexual violence (SV). One of the ways we do this is by analysing data we hold on referrals to our programmes. We also work with trusted research partners to do this.  

Our lawful bases for collecting or using personal information for recruitment purposes are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• If a query or complaint is made to IRISi, we will store details on this, including who made the complaint, for a limited time period. This is so that we retain an organisational memory of the issue. It allows us (and the complainant) to return to the matter at a later stage (if needed).  

Where we get personal information from

• Directly from you
• Charities or voluntary sector organisations
• Previous employers

How long we keep information 

For information on how long we keep personal information, see our retention schedule on our website.

 Who we share information with 

Data processors 

IT works – This data processor does the following activities for us: They provide and manage our database.  

Others we share personal information with 

• Charities and voluntary organisations
• Organisations we’re legally obliged to share personal information with
• Third parties:
• On an ad hoc basis we share pseudo-anonymised referral information with universities and non-profit research bodies to aid with research that aligns with IRISi’s values.

Sharing information outside the UK 

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. 

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

Last updated 

July 2025

 

>>> Retention Schedule for external publication