Data we collect when you participate in a study?
We have a number of different activities which may involve the collection and handling of your information. Please see below processes where we collect data and what information we need as part of this.
Data that we collect when you use our website where cookies are enabled
Information on how we collect and use data obtained from cookies, is available on our cookies page.
We only collect and use information using cookies if you accept these cookies. You can find out how to change your cookies preferences and information on how to control cookies through your browser settings on our cookies page.
Data we may collect when you contact us through social media:
- Handle or username
- Name
- Location
- Photograph(s)
- Email address
- Home address
We may collect some of this information when you contact us through social media platforms in order to:
- Respond to your enquiry or provide you with support;
- Share your experience or photos with other players or customers;
- Help build our community.
If we need further information from you when dealing with your enquiry, such as email address or home address we will seek additional consent from you directly and take this to a private message. This information will not be shared with any outside company or organisation.
Where we are sharing your experience or photos on our official accounts (sharing, re-tweeting, etc.) we will do so as it is in our legitimate interest to promote our programmes and foster engagement. Where we are responding to an enquiry we may need your consent.
Data we may collect when you respond to our surveys:
- Full name
- Email address
- Age group
- Postcode
- Gender
- Health information
- Activity levels
- Mental wellbeing
- Views on our programmes
- Email opening statistics
We collect the information listed here in order to:
- Evaluate whether Intelligent Health programmes have led to changes in behaviour
- Help us monitor and improve our e-newsletters
- Report back to our funders on the effectiveness of the programme
We only carry out this processing where we have your consent to do so.
It will be made clear to you when you participate in a survey if we are asking you for consent for these purposes.
Data we may collect when you play Beat the Street
Participants of Intelligent Health’s Beat the Street programme should refer to our Beat the Street privacy policy for more information on what data are collected via the Beat the Street privacy policy.
Data we may collect when you take part in Roots Health Academy
Participants of Intelligent Health’s, Roots Health Academy should refer to our Roots Health Academy privacy policy
Data we collect during recruitment and selection of employees & contractors
We may collect and process data about candidates as part of the recruitment and selection process. The details of what data we collect and how it is processed are included in our recruitment privacy policy which is sent to prospective candidates. Alternative information for self-employed contractors can be found on the Self-employed contractors privacy notice.
Data we may collect when you participate in a study
- Full name
- Email address
- Age group
- Postcode
- Gender
- Health information
- Mental wellbeing
- Any other questions as applicable to the study
We collect the information listed here in order to:
- Evaluate the results of the study as detailed in the study information pack
We only carry out this processing where we have your consent to do so.
With your consent, as outlined in the study information pack, your details may be shared with research establishments and Universities.
It will be made clear to you when you participate in a study if we are asking you for consent for these purposes.
Data we may collect when you take part in events, photoshoots or videos
- Photographs
- Video footage
- Audio footage
- Name
- E-mail address
How we establish consent
Adults: We will obtain written or digital consent before capturing close-up or identifiable photographs or videos where an individual is the primary subject.
Children and vulnerable individuals: We will never take or use identifiable photos of children or vulnerable individuals without explicit, written consent from a parent, legal guardian, or caregiver. Parents or carers will be asked to fill out a consent form on behalf of the child to agree to the processing of this data. This will explain how media will be used and how long for.
Due to the nature of outdoor community health initiatives, it is not always possible to get written consent from every passerby. For these broad public spaces, we rely on legitimate interests for crowd shots, supported by the following protections:
- Clear Signage: We will place highly visible signs around the perimeter of the event area stating that photography/filming is underway for Intelligent Health promotional and reporting purposes.
- Staff : Our photographers and videographers will also take verbal consent for any photos
- Focus of imagery: Crowd shots will focus on the atmosphere and movement of the community initiative rather than highlighting specific unconsented individuals.
These can be shared with third parties (funder, external partners) if a data sharing agreement is in place, and in the case of children, if consent for this purpose has been authorised by the parent/carer.
You have the right to withdraw this consent at any time by contacting communications@intelligenthealth.co.uk in which case we will stop using information that you had consented for us to use and they will not be used in future publications. Please note that they may continue to appear in publications already in circulation, where these cannot be adjusted or reissued. You also have the right to request to see a copy of the information we hold about you and to request corrections or deletions of the information that is no longer required, you can do this by contacting communications@intelligenthealth.co.uk.
Who will my data be shared with?
We share personal information with the following organisations, for which we carry out due diligence checks:
- Brevo — your name and email address will be shared with Brevoto issue email newsletters.
- SurveyMonkey — the health survey during the game as well as the surveys completed after the game are hosted with SurveyMonkey which is based in the USA. As part of this Intelligent Health will work to ensure that this sharing is carried out securely and compliantly. View SurveyMonkey’s Privacy Policy.
- Sprout – we use a third-party provider, Sprout, to manage our social-media interactions. If you send us a private or direct message via social media, it will be stored by Sprout. It will not be shared with any other organisations. View Sprout’s Privacy Policy.
- Recruitment agencies – we use recruitment agencies Indeed and Sporting Equals for recruitment, who store candidate information. Further information on this is contained in our recruitment privacy policy.
- Kajabi – Roots Health Academy learning modules are hosted on the Kajabi platform. As part of this Intelligent Health will work to ensure that this sharing is carried out securely and compliantly. View the Kajabi privacy policy.
With your consent, we also share personal information with third-party data controllers, including local authorities, Active Partnerships and councils.
In respect of the above suppliers, Intelligent Health will ensure that they are risk assessed and subject to appropriate contractual terms.
Summary of how long your data will be kept for different purposes
Unless you have provided explicit authority for data to be kept for longer:
- Data collected in surveys using our third-party provider (Surveymonkey) will
- be deleted 26 months after completion of the survey.
- Data collected as part of the recruitment process will be deleted within six
months after the recruitment process has ended.
Your rights
You may have certain rights in relation to your information. The availability of these rights and the ways in which you can use them are set out below in more detail.
- Access: you are entitled to ask us if we are processing your information and, if we are, you can request access to your personal information. This enables you to receive a copy of the personal information we hold about you and certain other information about it.
- Correction: you are entitled to request that any incomplete or inaccurate personal information we hold about you is corrected.
- Erasure: you are entitled to ask us to delete or remove personal information in certain circumstances. There are also certain exceptions where we may refuse a request for erasure, for example, where the data is required for compliance with law or in connection with claims.
- Restriction: you are entitled to ask us to suspend the processing of certain of your personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Transfer: you may request the transfer of some of your personal information to another party.
- Objection: where we are processing your personal information based on a legitimate interest you may challenge this. However, we may be entitled to continue processing your information based on our legitimate interests or where this is relevant to legal claims.
- Automated decision making and profiling: we do not perform any automated decision-making based on personal data that produces legal effects or similarly significantly affects you.
- Withdrawal of consent: where you have provided us with your consent for a particular processing activity you can withdraw this at any time. Please note that this will not affect any processing we have undertaken up until your withdrawal.
- Lodge a complaint with the Regulator: while we hope that we can resolve any queries or address any concerns you may have you will always have the right to lodge a complaint with the relevant Regulator, the Information Commissioner’s Office (ICO).
If you have any concerns or wish to make a complaint about this Privacy Notice or our handling of your Personal Data, please contact us at: info@intelligenthealth.co.uk We will investigate your complaint as promptly as possible, will confirm receipt of your complaint within 30 days, will inform you on the progress of your complaint throughout our investigation, and we will provide you with a response without undue delay.
If you are still not happy, you also have the right to lodge a complaint with the Information Commissioner’s Office,(ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/global/contact-us/
Changes to this privacy notice
We keep our privacy policy under regular review and we will place any updates on this webpage. This privacy policy was last updated in July 2026.
