Information Power Limited respects your privacy and is committed to protecting your personal data.
This privacy policy explains how we collect, use, store, and protect your personal data when you visit our website, contact us, engage our consultancy services, participate in our events or surveys, or otherwise interact with us. It also explains your privacy rights and how the law protects you.
1. IMPORTANT INFORMATION
Please read this privacy policy together with any other privacy notice or fair processing information we may provide on specific occasions when we collect or process personal data about you. This policy supplements those notices and is not intended to override them.
Last updated on 2 November 2026.
It is important that the personal data we hold about you is accurate and current. Please let us know if your information changes during your relationship with us.
Our website and services are not intended for children, and we do not knowingly collect personal data relating to children.
Our websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party websites and are not responsible for their privacy practices. We encourage you to read the privacy policy of any third-party website you visit.
2. WHO WE ARE
Information Power Limited is the controller responsible for your personal data in the circumstances described in this policy. In this policy, “Information Power”, “we”, “us” and “our” refer to Information Power Limited.
Information Power is a UK-based consulting company providing advice and support on scholarly communications, open access, publishing, research infrastructure and policy, and related matters. We work with academic funders, libraries, publishers, societies, and vendors.
Our details are:
Legal Entity: Information Power Limited
Company Number: 06033058
ICO Registration Number: ZA485764
Contact Details:
1 Runnemede Road, Egham TW20 9BE
(07305) 795887
If you have any questions about this policy or wish to exercise your legal rights, please contact us using the details above.
Information Power acts as a data controller when it determines how and why personal data is processed for its own business purposes, such as managing client relationships, responding to enquiries and administering its business.
In some consultancy engagements we may process personal data on behalf of a client and in accordance with that client’s instructions. In those circumstances, our responsibilities will depend on the nature of the engagement and the applicable contractual arrangements. This privacy policy does not replace any separate data processing or project-specific privacy notice that may apply.
We handle personal data in accordance with applicable data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act of 2018, and other applicable privacy legislation.
3. THE PERSONAL DATA WE COLLECT
Personal data means information relating to an identified or identifiable individual. It does not include information that has been anonymised so that it can no longer be associated with an individual.
Depending on your relationship with us we may collect, use, store the following categories of personal data:
- Identity and professional information – this may include your name, job title, professional role, organisation and other information relevant to our professional relationship.
- Contact information – this may include your business email and physical address(es) and telephone number(s).
- Business and relationship information – this may include information about your organisation; our professional relationship; or information about consultancy projects, proposals, invitations to tender, contracts, correspondence, and meetings.
- Financial and transaction information – this may include invoices, payment records, transaction details and other financial information required to manage our business relationships and comply with our legal obligations.
- Website and technical information – When you visit our website we may collect technical information such as your IP address, browser type, device, operating system, pages visited and information about how you use our website. Cookies and similar technologies may also collect information about your interactions with the website.
- Marketing and communications information – this may include your communication preferences, subscriptions, marketing preferences and records of communications with us.
- Event and survey information – if you register for one of our events or participate in a survey, we may collect information you provide through email or the relevant registration or survey service. The information collected will depend on the particular event or survey. We may also use aggregated or anonymised information for analytical or reporting purposes so that individuals cannot be identified, in which case it is no longer personal data.
We do not intentionally collect special category personal data such as information about health, ethnicity, religious beliefs, political opinions, or sexual orientation.
4. IF YOU DO NOT PROVIDE PERSONAL DATA
Where we need personal data to enter into or perform a contract, comply with a legal obligation, or provide a service you have requested, you need to provide that information. If you do not, we may be unable to enter into or provide the relevant service or respond fully to your request.
5. HOW WE COLLECT PERSONAL DATA
We collect personal data in a few ways.
5.1 Direct interactions
You may provide personal data when you contact us by email, phone, post, through our website or by other means. This includes information you provide when you:
- enquire about our services;
- request a proposal, quotation, or response to an invitation to tender;
- engage us to provide consultancy services;
- communicate with us about a project;
- register for an event or complete a survey; or
- provide feedback or otherwise communicate with us.
5.2 Automated technologies
When you use our website, we may automatically collect technical and usage information through cookies, analytic tools, and similar technologies.
5.3 Third parties and publicly available sources
We obtain professional contact information from publicly available sources, including organisational websites and professional directories. We may also receive information through third-party services used to operate our website, administer events, or conduct surveys. Examples include Google Analytics, Eventbrite, and SurveyMonkey.
6. HOW AND WHY WE USE PERSONAL DATA
We use personal data only when the law allows us to. The lawful bases include:
- Consent: where you have given consent to a particular use of your personal data.
- Legitimate interests: provided our interests are not overridden by your rights and interests, we may use personal data to manage our consultancy services, maintain relationships, and improve our services.
- Performance of contract: where processing is necessary to enter into or perform a contract with you, or to take steps at your request before entering into such a contract.
- Legal or obligation: where processing is necessary to comply with a legal or regulatory requirement.
The lawful basis depends on the purpose of the processing and the circumstances concerned. The following table summarises our principal processing activities.
| Purpose | Types of personal data | Lawful basis |
| Responding to enquiries and requests for information | Identity, contact, business and relationship information | Legitimate interests; steps taken at your request before entering into a contract |
| Preparing proposals, responding to tenders and establishing client relationships | Identity, contact, business and relationship information | Legitimate interests; steps taken at your request before entering into a contract |
| Providing consultancy services and managing projects | Identity, contact, business and relationship information | Contract; legitimate interests |
| Managing invoices, payments and financial records | Identity, contact, financial and transaction information | Contract; legitimate interests; legal obligation |
| Managing professional relationships and business correspondence | Identity, contact, business and relationship information | Legitimate interests; contract where applicable |
| Organising events and administering surveys | Identity, contact and event or survey information | Legitimate interests; consent or contract where appropriate |
| Sending marketing and other communications | Identity, contact and marketing preferences | Consent where required; legitimate interests where permitted |
| Operating, maintaining and securing our website | Technical and usage information | Legitimate interests; consent where required |
| Analysing website use and improving our services | Technical and usage information | Consent where required; legitimate interests where permitted |
7. Marketing
We may use professional contact information to communicate with clients, prospective clients and other professional contacts about our services, activities and events, where permitted by applicable law.
The rules governing electronic marketing differ depending on the type of recipient, the communication channel, and the circumstances in which contact details were obtained. We will obtain consent where required and will respect any applicable right to object or opt out.
You can ask us to stop sending you marketing communications at any time by following the unsubscribe instructions in a communication or contacting us directly at info@informationpower.co.uk.
Opting out of marketing will not prevent us from sending communications that are necessary to fulfil a contract, respond to a request or meet a legal obligation.
We will not share your personal data with third parties for their own direct marketing purposes without the consent or other lawful authority required by applicable law.
We will use personal data for the purposes for which it was collected, unless we reasonably determine that another use is compatible with those purposes or otherwise permitted by law. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
8. WHO WE SHARE PERSONAL DATA WITH
We use third-party service providers to support our consulting activities. This includes providers of:
- website hosting and analytics services
- event registration and administration services
- survey tools
- email, communication, and office productivity services
- IT support and system administration services
- Accounting, legal, and other business administration services
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.
Where we process personal data on behalf of a client, the relevant contract and the client’s instructions will govern our handling of that information.
9. INTERNATIONAL TRANSFERS
Some of the third-party services we use may process personal data outside of the UK.
Where a transfer of personal data outside the UK is subject to the international transfer requirements of UK GDPR, we will ensure that an appropriate transfer mechanism or safeguard is in place. Depending on the circumstances, this may include a transfer to a country covered by UK adequacy regulations, appropriate contractual safeguards, or another lawful transfer mechanism.
10. DATA SECURITY
We take appropriate technical and organisational measures to protect personal data against accidental loss, destruction, damage, unauthorised access, alteration, or disclosure. Access to personal data is limited to those who need it for legitimate business purposes. Where third parties process personal data on our behalf, we take appropriate steps to ensure that they are subject to suitable confidentiality and security obligations. We maintain procedures for dealing with suspected data breaches and will notify affected individuals and the relevant regulator where required by law. No method of transmitting or storing information can be guaranteed to be completely secure, but we take reasonable steps to protect the data we hold.
11. DATA RETENTION
We retain personal data for as long as necessary for the purposes for which it was collected.
In practice our general retention period for business and client information is up to ten years. The period applicable to particular information may depend on the nature of the information, the purpose for which it was held, contractual requirements, and applicable legal obligations.
12. YOUR LEGAL RIGHTS
Under certain circumstances you have rights under data protection law in relation to your personal data. These rights may include the right to:
- Access: request a copy of the personal data we hold about you
- Rectify: ask us to correct inaccurate personal data or complete incomplete information
- Erase: ask us to delete personal data where there is no lawful reasons for us to continue processing it
- Restrict: ask us to restrict the processing of your personal data in certain circumstances
- Object: object to processing on legitimate interest grounds, including processing for marketing
- Transfer: request the transfer of certain personal data to you or another organisation in a structured, commonly used and machine-readable format
- Withdraw consent: however withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn
These rights are subject to legal conditions and exceptions. For example, we may need to retain some information to comply with a legal obligation or establish, exercise or defend legal claims.
You will not normally have to pay a fee to exercise your rights. However, we may charge a reasonable fee or refuse a request where the law permits us to do so, such as where a request is manifestly unfounded or excessive.
We may need to ask you for information to verify your identity before responding to a request.
We will normally respond to valid requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
13. CONTACT DETAILS AND COMPLAINTS
Director: Alicia Wise
Email address: alicia.wise@informationpower.co.uk
Postal address:
Information Power Limited
1 Runnemede Road
Egham
TW20 9BE
Telephone number: +44 (0)7305795887
You have the right to make a complaint at any time to the ICO, the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
14. CHANGES TO THIS POLICY
We may update this privacy policy from time to time to reflect changes in our business, the personal data we process, or applicable legal requirements.
