Privacy Policy
italk MH Ltd
Version 1.0 | August 2026
This policy explains how italk MH Ltd collects, uses, shares and protects personal information across our websites, services and the italk HelpHub Platform.
1. Who we are
italk MH Ltd is a UK company providing psychological safety, mental health, suicide prevention, training, consultancy and related digital resources. Our company registration number is 15547718.
italk MH Ltd is registered with the Information Commissioner’s Office (ICO). ICO Registration Number: ZB836036. A copy of our ICO Data Protection Registration Certificate is available upon request.
This Privacy Policy applies where it is linked from our websites or services, including the italk HelpHub Platform. A particular service, assessment or client arrangement may also provide a more specific privacy notice where additional information is required.
For privacy enquiries, please contact us through the contact details published on the italk MH Ltd website. Our privacy information is published at italkmh.com/privacy-policy/.
2. The information we may collect
The personal information we collect depends on how you interact with us. It may include:
- Identity and contact information, such as your name, job title, organisation, email address and telephone number.
- Enquiry and client information, including correspondence, service requirements, contracts and records of our relationship with you or your organisation.
- Account and platform information needed to provide access to digital services, where applicable.
- Training, event and engagement information, such as attendance, feedback and participation records.
- Business and transaction information, including billing and payment records where relevant.
- Technical and usage information, such as device, browser, IP address, security logs and website or platform usage information.
- Marketing preferences and records of communications with you.
- Health, wellbeing or other special category information where a service genuinely requires it, for example where an assessment or support process asks for this information.
We aim to collect only the information that is necessary for the purpose concerned. Where we process special category information, we identify an appropriate condition under data protection law and provide additional privacy information where needed.
3. How we obtain personal information
We may obtain information directly from you when you contact us, complete a form, register for a service, attend an event or training session, use a website or platform, or otherwise communicate with us. We may also receive information from a client organisation or another authorised party where this is necessary for a service, and from technology providers that support the operation and security of our websites and platforms.
4. How and why we use personal information
We use personal information only where we have a lawful basis. Depending on the circumstances, this may include performance of a contract, steps requested before entering a contract, compliance with a legal obligation, our legitimate interests, consent, or protection of vital interests.
| Purpose | Typical information | Typical lawful basis |
|---|---|---|
| Responding to enquiries and discussing services | Contact details and correspondence | Legitimate interests and/or steps before a contract |
| Providing contracted services and support | Client, contact, account and service information | Contract and legitimate interests |
| Administration, billing and records | Business, transaction and contact information | Contract, legal obligation and legitimate interests |
| Operating, protecting and improving websites and platforms | Technical, usage and security information | Legitimate interests; consent where required for non-essential cookies or similar technologies |
| Keeping appropriate professional and compliance records | Relevant service and business records | Legal obligation and legitimate interests |
| Marketing relevant services and updates | Contact details and preferences | Consent or legitimate interests, subject to applicable electronic marketing rules |
| Responding to a serious and immediate risk to life | Information necessary to understand and respond to the risk | Vital interests and other lawful grounds available in the circumstances |
5. Health, wellbeing and assessment information
Some italk services may involve information about mental health, wellbeing or suicide risk. This can be special category personal information and is treated with particular care. The exact information collected, purpose, lawful basis, access arrangements and reporting method may vary by service. Where necessary, we provide a specific notice at the point of collection.
Where an organisation commissions an assessment or programme for its workforce, we will make clear whether italk MH Ltd is acting as a controller, a processor on the organisation’s instructions, or in another lawful arrangement. We do not assume that an employer is entitled to receive an individual’s identifiable health information simply because it commissioned a service.
6. Suicide risk and protection of life
Our websites, HelpHub resources and general information are not a substitute for emergency, medical or clinical services. If information disclosed to us indicates a serious and immediate risk to someone’s life, we may use or share the minimum information reasonably necessary with emergency services, an appropriate professional or another suitable person where data protection law permits this in order to protect life.
7. Who we may share information with
We do not sell personal information. Where necessary and lawful, we may share information with:
- Trusted service providers supporting hosting, IT, security, communications, CRM, payments, administration or other business systems.
- Professional advisers such as accountants, insurers, auditors or legal advisers.
- Client organisations where sharing is necessary, lawful and consistent with the relevant service arrangements and privacy information.
- Regulators, courts, law enforcement or other public authorities where we are legally required or permitted to do so.
- Emergency services or an appropriate third party where sharing is necessary and lawful to protect life.
Service providers acting for us are expected to handle information securely and only for authorised purposes.
8. International transfers
Some technology or service providers may process personal information outside the UK. Where a restricted transfer takes place, we use a lawful transfer mechanism as required by UK data protection law. Depending on the destination and circumstances, this may include UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum, together with the required assessment of the protection provided.
9. Cookies and similar technologies
Our websites and digital services may use cookies and similar technologies. Strictly necessary technologies may be used to operate and secure the service. Where consent is required for non-essential cookies or similar technologies, we will seek that consent through the relevant cookie or consent mechanism. Further details should be provided in the cookie information presented on the relevant website or service.
10. How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, regulatory, contractual, safeguarding, accounting, dispute and security requirements. Retention periods vary according to the type of information and service. When information is no longer required, we delete it securely or anonymise it where appropriate.
11. How we protect information
We use proportionate technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or destruction. These measures may include access controls, secure systems, backups, confidentiality requirements, appropriate supplier arrangements and staff awareness. No internet-based service can guarantee absolute security, but we review our arrangements and respond to suspected incidents promptly.
12. Your data protection rights
Depending on the circumstances, UK data protection law may give you rights to request access to your personal information, correction of inaccurate information, erasure, restriction of processing, data portability, and to object to certain processing. Where processing is based on consent, you may withdraw that consent without affecting processing that was lawful before withdrawal.
Some rights are subject to conditions and exemptions. We may need to verify your identity before acting on a request. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk if you are unhappy with how your personal information has been handled.
13. Marketing communications
You can ask us to stop sending direct marketing at any time by using an unsubscribe option where provided or by contacting us. We may retain a minimal suppression record so that we can respect your preference in future.
14. Children
Our general business services and the HelpHub service described in our previous application terms are intended for adults. We do not knowingly use our general website to collect personal information from children for commercial services. If a specific programme involves children or young people, we will use appropriate safeguarding arrangements and provide suitable privacy information for that context.
15. Automated decision-making
We do not use solely automated decision-making that produces legal or similarly significant effects on individuals unless we tell the affected person separately and provide the information and safeguards required by law. Automated scoring or analysis used within a particular assessment will be explained in the privacy information for that service where required.
16. Links to other websites and services
Our websites or HelpHub resources may link to independent third-party websites or services. Those organisations are responsible for their own privacy practices. We recommend reading their privacy information before providing personal information to them.
17. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our services, technology, law or guidance. The current version will be published on our website. Where a change materially affects how we use personal information, we will take appropriate steps to bring it to the attention of affected individuals.
18. Contact and complaints
For questions about this Privacy Policy, to exercise a data protection right or to raise a concern, please contact italk MH Ltd using the contact details published on our website. You may also complain directly to the Information Commissioner’s Office at ico.org.uk.
Document Control
| Document title | Privacy Policy |
| Organisation | italk MH Ltd |
| Company registration number | 15547718 |
| ICO registration number | ZB836036 |
| Version | 1.0 |
| Issue date | August 2026 |
| Review date | August 2027 |
| Document owner | Darren Barden, Chief Executive Officer (CEO) |
| Status | Approved for publication |
This policy should be read alongside any service-specific privacy information, contractual data-processing terms and cookie information that apply to a particular italk service.