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Privacy Policy

Contents

  • Who we are
  • What personal information we collect
  • How we collect your information
  • Why we collect data and how we use it
  • Marketing communications
  • Who we share data with
  • International transfers
  • How we protect your data
  • How long we keep your data
  • Your rights
  • If you raise a concern or complaint
  • Changes to this Privacy Notice

 

RLF Volta (“we”, “us”, “our”) is a company incorporated in England and Wales with company number 16757457 and is a subsidiary company of the Royal Literary Fund (RLF) which is a UK-registered charity (charity number 219952). We are committed to protecting your privacy and ensuring that your personal information is handled fairly, lawfully and securely, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Notice explains what personal data we collect, how we use it, the conditions under which we may share it, and the rights you have over your data. It should be read alongside the RLF’s Privacy Notice where relevant, because some central functions (e.g. finance, governance, oversight) are shared between RLF and RLF Volta.

If you have any questions about how we use your data or wish to exercise your rights, please contact:

Data Protection
RLF Volta
3 Johnson’s Court
London
EC4A 3EA

Email: data@rlfvolta.com

Who we are

RLF Volta, as a subsidiary of the Royal Literary Fund, provides transformational consulting services to business.

For all personal data we collect and process in delivering our services, RLF Volta is the data controller.

In some cases, RLF (the parent charity) provides shared administrative or governance support. When this occurs, RLF acts either as:

  • a separate controller (for data processed for its own statutory or governance purposes), or
  • a processor acting on behalf of RLF Volta (e.g., providing centralised administrative functions).

This privacy policy is issued on behalf of both RLF Volta and RLF. This structure does not affect your rights.

What personal information we collect

We collect information necessary to deliver our client work and manage our operations. This may include:

Basic details

  • Name and title
  • Postal address
  • Email address
  • Telephone number

Interaction and participation data

  • Registrations or applications for Volta programmes
  • Attendance at events, workshops, coaching or training
  • Communications with us
  • Professional details (role, employer, sector)
  • Feedback or evaluation information

Additional data where necessary

  • Payment or reimbursement details
  • Accessibility or dietary requirements
  • Any special category data you voluntarily provide (e.g. health information relevant to your participation)

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity.

We minimise the amount of data we collect and only gather what is required.

This website is not intended for children and we do not knowingly collect data relating to children.

How we collect your information

We may collect your data when you:

  • Apply, register or sign up for direct contact from the RLF Volta team
  • Engage with us as a client, participant, associate or contractor
  • Contact us by email, phone or online
  • Complete a feedback form or survey
  • Visit our website or digital platforms. We may collect this data by using cookies and other similar technologies.  Please see our cookies policy for further details.

We may supplement our data with additional business-related information from reputable data-enrichment services. These services collect publicly available or business-to-business contact information. We use this information to verify accuracy, maintain up-to-date records, or identify relevant organisational contacts. We do not collect or use sensitive personal data from these services.

Why we collect data and how we use it

We collect and process personal data to:

  • Deliver and administer RLF Volta activities, and client services
  • Communicate with clients and partners
  • Maintain accurate records (intervention, operational, financial)
  • Improve our services Comply with legal obligations
  • Protect our systems and ensure information security

The law requires us to have a legal basis for collecting and using your personal data. Our lawful bases for collecting and processing may include:

  • Consent, where you have opted in
  • Contract, where processing is needed to deliver a service to you and we have or are about to enter into a contract with you to deliver these services
  • Legitimate interests, relating to the effective operation of RLF Volta
  • Legal obligation, where required by us to comply with a legal obligation (e.g. financial records)

Special category data is processed only with explicit consent or another lawful condition under UK GDPR.

Marketing communications

We may invite you to receive updates about RLF Volta’s work, opportunities or events.

  • For individuals, we will only contact you by email or SMS where you have explicitly consented.
  • For business contacts, we may send relevant updates based on legitimate interests, subject to The Privacy and Electronic Communications Regulations  (PECR).

You can withdraw consent or opt out at any time.

We do not make unsolicited marketing phone calls.

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Who we share data with

We only share data where it is necessary and and lawful and only for the purposes set out above. This may include:

  • Cloud and IT service providers
  • Payment processors and financial service providers
  • Professional advisers (legal, accountancy, audit)
  • Partner organisations,  only where essential and transparent
  • The Royal Literary Fund, where providing administrative or governance support

All processors must comply with the strict requirements set out in our Data Protection Policy, including security, confidentiality, and restrictions on secondary use. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We do not sell, trade, or share personal data for advertising or marketing by others.

Our third-party providers include:

  • Microsoft – for managing email, documents and client relationships
  • ClickUp – our project management software
  • Docusign – our contract management software

International transfers

Where possible, data is stored in the UK or EEA. If a service provider processes data outside these regions and to countries which have laws that do not provide the same level of data protection as the UK law, we strive to ensure a similar degree of protection is afforded to your data, such as:

  • UK Addendum to the EU Standard Contractual Clauses
  • Adequacy regulations
  • Provider transparency about data location

We only use reputable providers that meet high security and data-protection standards.

How we protect your data

We take security seriously and apply technical and organisational measures including:

  • Access controls and role-based permissions
  • Encryption in transit and, where applicable, at rest
  • Secure backups and disaster recovery
  • Regular training for staff and associates
  • Incident response and breach notification procedures
  • Monitoring and logging of access to systems

How long we keep your data

We retain personal data only for as long as necessary for the purpose it was collected including for the purposes of fulfilling any contract we have with you, satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting, or other requirements.

By law we must keep basic information about our customers (including contact, identity, financial and transaction data) for up to seven years after they cease being customers for tax purposes.

Our retention periods follow our internal Data Retention Schedule.

Data that is no longer required will be securely deleted or anonymised.
Anonymised data may be retained indefinitely for statistical or reporting purposes.

Your rights

You have the right to:

  • Request access to your personal data
  • Request correction of inaccurate information
  • Request deletion where appropriate
  • Request restriction of processing
  • Object to processing based on legitimate interests
  • Request data portability (where applicable)
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

We will respond within the statutory timeframe.

You must email data@rlfvolta.com to request any of the rights set out above.

If you raise a concern or complaint

You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint. Please direct your complaint to data@rlfvolta.com.

If necessary for handling a claim or incident, we may share relevant information with our insurers or legal advisers—only what is necessary for the specific purpose.

Changes to this Privacy Notice

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

We may update this notice from time to time. Any changes will be published on our website and take effect immediately.

By continuing to interact with RLF Volta after changes are made, you agree to the updated terms.

LAST UPDATED AND EFFECTIVE AS OF: 20 April 2026