Privacy & Cookies

We aim to respect the privacy rights and maintain data security for our visitors. We are transparent about the data we collect and will work to handle data within the law. By using this website you should be able to enjoy browsing without compromising your privacy.

What This Policy Covers

This policy covers the treatment of personally identifiable information that AIS collects when you are on the website. It also sets out AIS’s policy with respect to information, including ‘Personal Data’, from anyone who uses our services.

Our contact information:

Aspire Intermediary Services Ltd.,

PO Box 839,


EX3 9BT.

0333 5771214

Key Definitions

‘Personal data’ is any information that relates to an identifiable living individual that is stored electronically or in a searchable paper filing system. Examples include:

• Names and contact details (e.g., phone, email, address);

• Financial information (e.g., credit card, bank details);

• Any other personal details (e.g., family circumstances, medical history and, in some circumstances, photographs of people).

‘Sensitive personal data’ is data about an individual’s racial or ethnic origin, religious or other beliefs, criminal record, sexual life, trade union membership, medical information or political opinions. The law places additional requirements on processing sensitive personal data.

Key Roles and Responsibilities

Our Data Protection Officer is Nicky Rees (AIS Quality Assurance and Compliance Manager). All Managers are directly responsible for implementing the policy within their operational areas, and for adherence by colleagues they are responsible for. This includes ensuring their teams have completed the mandatory data protection training. Everyone that works at, for, or with AIS has a responsibility to safeguard and protect Personal Identifiable Information (PII) in adherence with this policy, whether it be paper-based or maintained on electronic systems.

Information Collection and Use

When you come into contact with AIS we may collect personal information from you, as this helps us to direct your enquiry correctly and means we can get in contact with you if we need to. There are several occasions when we may ask you to provide us with personal information including:

  • Making a referral for an Intermediary or other service.
  • Responding to a survey or questionnaire.
  • Ask for details of the services we provide.
  • Making an enquiry about a job with us.
  • When being supported by an Intermediary.

If you provide this information voluntarily, this means you consent to us using your Personal Data in accordance with the guidance in this policy.

We will only collect the Personal Data from you which is necessary for us the respond to your query or provide you with a service. Your Personal Data will be stored only in the offices of AIS and on our secure servers.

AIS will retain your Personal Data during the time which you receive a service from us, and for five years from the date at which you ceased receiving a service. After this time, your information will be erased from our systems.

Please direct any enquiries regarding retention of your Personal Data to

Use of Cookies on our Website

We use ‘CookieYes’ to manage cookie consent on our website, By using our site, you consent to the use of cookies as described in our Cookie Policy. For more detailed information on the types of cookies we use, their purposes, and how you can control your cookie preferences, please review our Cookie Policy.

Sharing your Personal Data collected via our website

AIS will not share or sell your Personal Data or identifiable information with anyone. We will use your information to provide you with a requested service or respond to an enquiry. If you provide us with your email address, we may use this to communicate with you in future about services which we believe may be of interest to you. There will be an option to unsubscribe from receiving any such email communications.

AIS also uses the information you provide us with to improve our services and gain understanding of our service users. We will never share your information with other organisations for this purpose.

In the event of a data breach concerning your personal information on our website, we will report the information available to us to the Information Commissioner’s Office and HMCTS within 72 hours, where applicable.

AIS will ensure that we inform every individual, whose Personal Data we hold, if we intend to use this information for anything outside the scope of this policy.

Whilst AIS does not directly share your Personal Data with another organisation, our ICT provider does have access to your Personal Data stored on our servers. This information would only be accessed in order to ensure the maintenance of our IT systems.

AIS will ensure that all staff are trained in and aware of the guidance contained within this policy, to ensure the highest standards and integrity when managing your Personal Data.

Gaining Access to Information we hold about you

If individuals whose data we process, exercise their legal right to make a request about their data, we will respond promptly and in line with the law. Please direct any enquiries regarding gaining access to your Personal Data to

This means that our personnel, and anyone working on our behalf, must:

• Understand and maintain clear accountability for data protection.

• Understand our responsibilities when managing and handling data and are therefore appropriately trained and supervised.

• Store information consistently and comprehensively in line with procedures for collecting, storing and using data.

• Promptly and courteously deal with queries about personal data. Regular reviews will be made of the way we collect, store and use data.

Confidentiality, Integrity & Availability

AIS is committed to ensuring the confidentiality, integrity and availability of personal information:

Confidentiality means ensuring that personal and confidential information is not disclosed – either purposefully or accidentally – to people who do not have the right to see it.

• Integrity means ensuring that data is accurate and unchanged.

Availability means ensuring that data is available to those who are authorised to see it. Staff members must only view, process, access or disclose personal data if they “need to know” the information for the purpose of providing AIS services, or the day-today operation of the organisation. Access to personal data must be limited to the minimum amount of personal data necessary for the purpose. We must make sure that data is kept up-to-date and take reasonable precautions against inadvertent or inappropriate disclosure or access.

Data Classifications

These are AIS’s data classifications:

  • “Unrestricted” Information means any information that could be made available to the general public. Annual Reports, advertising material, brochures and Internet site information.
  • ‘Confidential’ information means anything that may be “Confidential to AIS, any information that relates to an individual and, hence, may be covered by the DPA. Staff directory Business plans, financial information, personnel files, intellectual property. Client information. Information about AIS internal business processes that enable us to retain a position as a trusted service. Any information that if released could put individuals or AIS reputation at risk. Any commercial correspondence between AIS and third parties.
  • ‘RESTRICTED’ information means detailed information which relates to the commercial and operational strategy of our business. Any information that relates to an individual’s sensitive personal data and, hence, may be covered by the DPA. Details of employee disciplinary hearings Company commercial forecasts, board strategy documents IT system technical information. Operational security details. Highly sensitive client, donor and sponsor information.

These are your individual rights under Data Protection legislation:

  • The right to object to the processing of your personal data;
  • The right to request the rectification of your personal data;
  • The right to request that the processing of your personal data be restricted; and
  • The right to request that your personal data be erased. This is also known as the ‘right to be forgotten’.

These rights are not absolute and only apply in certain circumstances. Please direct any enquiries regarding the use of your Personal Data to

Updates and Changes

AIS have a review programme for all our policies. We may make changes to this policy to ensure that it is up to date with current legislation and guidance. Our website will always display our most recent version this policy.

If you have any questions or suggestions regarding this policy, please get in touch with us on our webform or via any of our contact details above.

Hosting & SSL

We use secure server technology, including Trustwave SSL (Secure Socket Layer) encryption so that your browsing session is protected. Using this technology helps to minimise the ability for unauthorised parties to access any data passed between your browser and our website’s server.


A cookie is a small text file that we store on your device. Our website uses cookies to distinguish you from other users of our website. Cookies also provide us with information about how this website is used so we can keep it as up to date, relevant and error-free as possible.

  • Strictly necessary cookies – These are cookies that are essential to the operation of our website.
  • Analytical/performance cookies – These cookies allow us to recognise and count the number of visitors to our website.
  • Functionality cookies – These cookies are used to recognise you when you return to our website.
  • Targeting Cookies – These cookies record your visit to our website, the pages you have visited and the links you have followed

We may monitor traffic to our site and collect the following information:

  • The IP address of your computer.
  • The referring website from which you have got to our website from.

The reasons for this are:

  • To make ongoing improvements to our website based on this data.
  • To see our most popular sources of business.
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