Privacy Policy
Last updated: April 2026
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or the supervisory authority in the event you have a complaint.
Who we are
This website is operated by ClinyQAi ("[TRADING NAME]"), a workplace investigation and EDI consultancy registered in England and Wales. When we collect and use personal data, we are the data controller and are subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Key terms
| Term | Meaning |
|---|---|
| We, us, our | ClinyQAi ("[LEGAL ENTITY NAME]") |
| Personal data | Any information relating to an identified or identifiable individual |
| Special category personal data | Personal data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sex life or sexual orientation, and genetic or biometric data |
| Data subject | The individual whom the personal data relates to |
Personal data we collect about you
We may collect and use the following personal data about you:
- Your name, title, job title, and contact information, including email address and telephone number
- Your employer or organisation details
- Employment records relevant to an investigation or consultancy engagement
- Information about how you use our website
- Your responses to enquiry forms
- Special category personal data, where it is strictly necessary for the performance of an investigation or consultancy engagement commissioned by your employer
If you do not provide personal data we ask for in connection with an investigation, it may delay or prevent us from providing services to you or your employer.
Special category personal data
In the course of conducting workplace investigations — particularly those involving allegations of discrimination, harassment, or other Equality Act matters — we may need to process special category personal data such as racial or ethnic origin, health information, disability status, or sexual orientation. We will only process such data where:
- We have your explicit consent;
- The processing is necessary to establish, exercise, or defend legal claims; or
- The processing is necessary for reasons of substantial public interest.
We apply our Client Data Anonymisation Protocol to all investigation data. Where possible, personal data is pseudonymised before it is reviewed by our team, using a coding system (e.g., "Complainant A", "Respondent B") established by the commissioning organisation.
How your personal data is collected
We collect personal data:
- Directly from you — by telephone, email, video call, or via our website contact form
- From your employer — as part of an investigation or consultancy engagement they have commissioned
- From publicly accessible sources — such as tribunal judgments or published workforce data
- From cookies and server logs on our website (see Cookie Policy below)
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, such as:
- Where you have given consent
- To comply with our legal and regulatory obligations
- For the performance of a contract with you or your employer
- For our legitimate interests (provided they are not overridden by your own rights and interests)
| What we use your data for | Our lawful basis |
|---|---|
| Providing investigation and consultancy services | Performance of a contract with the commissioning organisation; legitimate interest |
| Processing special category data during investigations | Explicit consent; establishing, exercising, or defending legal claims; substantial public interest |
| Sending you service information and updates | Legitimate interest |
| Managing our website and improving our services | Legitimate interest |
| Complying with legal or regulatory obligations | Legal obligation |
Who we share your personal data with
We may share personal data with:
- The commissioning organisation (your employer) — in the form of investigation reports, which use pseudonymised identifiers rather than personal names wherever reasonably practicable
- Third-party service providers who help us deliver our services (e.g., secure file hosting, email providers)
- HMRC, regulators, and other authorities where required by law
- Our professional indemnity insurers
We only allow service providers to handle your personal data if we are satisfied they take appropriate measures to protect it. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.
How long personal data will be kept
We will keep your personal data for as long as is necessary:
- Investigation data: For the duration of the engagement, plus a retention period of six years to respond to any subsequent legal claims or regulatory enquiries. Investigation source files received from clients are permanently deleted within 30 days of delivery of the final report.
- Website enquiry data: For up to two years from the date of the enquiry.
- Marketing data: Until you unsubscribe or ask us to stop contacting you.
When it is no longer necessary to keep your personal data, we will securely delete or anonymise it.
Where your personal data is held
Personal data is held on our secure systems within the United Kingdom. Where we use third-party service providers whose servers may be located outside the UK, we ensure that appropriate safeguards are in place in accordance with UK GDPR, including adequacy decisions or standard contractual clauses.
Your rights
You have the following rights under UK GDPR, which you can exercise free of charge:
- Access — the right to request a copy of the personal data we hold about you
- Rectification — the right to ask us to correct inaccurate data
- Erasure — the right to ask us to delete your data in certain circumstances
- Restriction — the right to ask us to restrict processing of your data
- Portability — the right to receive your data in a structured, commonly used format
- Objection — the right to object to processing based on legitimate interest
- Withdrawal of consent — the right to withdraw consent at any time, where consent is the basis for processing
To exercise any of these rights, please contact us using the details below.
Keeping your personal data secure
We have appropriate security measures in place to prevent personal data from being accidentally lost, used, or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and the Information Commissioner's Office where we are legally required to do so.
How to complain
Please contact us if you have any query or concern about our use of your information. We hope we will be able to resolve any issues you may have. You also have the right to lodge a complaint with the Information Commissioner's Office (www.ico.org.uk).
How to contact us
You can contact us by email if you have any questions about this privacy policy or the information we hold about you:
ClinyQAi
clinyqai@gmail.com
Changes to this privacy policy
We keep our privacy policy under regular review. This privacy policy was published in April 2026 and may be updated from time to time.
Cookie Policy
A cookie is a small text file placed on your device when you visit our website. We use the following types of cookies:
- Strictly necessary cookies — required for the operation of our website
- Analytical or performance cookies — these allow us to recognise and count the number of visitors and to see how visitors move around our website
We will ask for your permission to place non-essential cookies on your device. You can manage your cookie preferences through your browser settings. For more information on cookies, please visit www.allaboutcookies.org.