Privacy Policy
Last updated: 27 October 2026
Who we are
The Inclusive Travel Forum is a membership initiative supporting a more inclusive travel and tourism industry.
The Inclusive Travel Forum is operated by C-Inclusively CIC, trading as Communicate Inclusively (company no. 14551960, registered office 12 Laughton Road, Northolt, UB5 5LL ). C-Inclusively CIC is the data controller and is registered with the ICO under registration number ZC187956.”Questions, or want to exercise your rights? Email info@inclusivetravelforum.org.
What this policy covers
This policy covers our website, membership services, events, training and programmes generally. Where a programme involves more detailed or sensitive information, such as information collected through specific community programmes, we provide a separate, specific privacy notice at the point you apply, which sits alongside this policy.
What we collect, why, and our lawful basis
Enquiries and contact – your name, email and message when you get in touch, so we can respond. Lawful basis: our legitimate interest in responding to you.
Memberships – your name, email address, organisation and other details needed to register and manage your membership, provide access to member resources and communicate with you. Lawful basis: performance of a membership contract, or our legitimate interests in administering the Forum, as applicable.
Newsletter and updates – your name and email, to send you news, updates and event information. Lawful basis: your consent where required, which you can withdraw at any time via the unsubscribe link or by emailing us.
Clients and service delivery – contact details, organisation and professional information needed to deliver training, consultancy, coaching or other services. Lawful basis: performance of a contract.
Events and ticketing – your name, contact details and booking information when you register for an event or training session. Lawful basis: performance of a contract, where applicable, and our legitimate interest in organising and managing events.
Event photography – we may take photographs or short films at our events for reporting and promotion. We provide notices where appropriate, and you can tell us or the photographer if you would prefer not to be photographed. Lawful basis: our legitimate interest in documenting and promoting our work, balanced against your rights and interests.
Programme applications – when you apply to one of our programmes, we tell you what we collect and why in a dedicated privacy notice on the application form. Where this includes sensitive (special category) information, such as ethnicity or health information, we identify the appropriate lawful basis and additional condition required by law.
Website usage – technical and analytics data, such as browser, device and pages visited, to improve the site. Lawful basis: consent where required for analytics and non-essential tracking technologies.
Cookies and tracking
Our website uses cookies and similar technologies. These may include analytics cookies and tracking technologies used to measure website performance and marketing campaigns.
Non-essential cookies and tracking technologies only run if you accept them via our cookie banner, where consent is required by law. You can change or withdraw your choice at any time through the website's cookie settings, where available, or through your browser settings.
Who we share information with
We never sell your information. We share it only where necessary:
With service providers who help us operate – such as website hosting, membership management, payment processing, event ticketing, email marketing and document tools. These providers may process personal information on our behalf under appropriate data protection arrangements.
With partners and funders of our programmes – where necessary and lawful. Where we report programme participation or outcomes, we may use anonymised, aggregated information. We will explain any additional sharing of identifiable personal information where applicable.
Where the law requires it – to comply with legal obligations, court orders, or to protect rights, safety or property.
Some of our service providers may be based outside the UK. Where personal information is transferred internationally, we use appropriate safeguards where required by data protection law, such as UK adequacy regulations or approved international data transfer agreements.
How long we keep your information
Enquiries: kept for as long as necessary to respond and manage follow-up, then deleted when no longer needed.
Newsletter data: kept until you unsubscribe, after which we may retain a minimal record of your preference to prevent further unwanted communications.
Membership records: kept for the duration of your membership and for as long as necessary afterwards to meet legal, accounting and administrative requirements.
Client and financial records: kept for as long as required by applicable legal, tax and accounting requirements.
Programme participant data: kept for the periods set out in the relevant programme privacy notice, then securely deleted or anonymised.
How we protect your information
We use appropriate technical and organisational measures, including secure platforms, access controls limited to those who need the information, and data minimisation. If a personal data breach occurs that requires notification, we will inform the ICO and affected individuals as required by law.
Your rights
Under UK GDPR, you may have the right to access a copy of your personal data; correct inaccurate data; ask us to delete your data; restrict or object to our processing; receive a portable copy of data you provided; and withdraw consent at any time where consent is our basis for processing. These rights are subject to certain conditions and exceptions under data protection law.
To exercise any right, email info@inclusivetravelforum.org. We'll normally respond within one month. You also have the right to complain to the Information Commissioner's Office: ico.org.uk or 0303 123 1113.
Links to other websites
Our website may link to other sites. We're not responsible for their privacy practices, so please check their policies before providing information.
Changes to this policy
We may update this policy from time to time; changes will be posted on this page with an updated date.