Privacy Policy

We take your privacy seriously

Privacy Policy

Associated Retirement Community Operators Ltd (ARCO)

Published: 31 March 2021
Last Updated: July 2026

Introduction

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or the relevant supervisory authority if you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so, we comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (as amended), the Privacy and Electronic Communications Regulations (PECR) and other applicable UK data protection laws, including relevant provisions of the Data (Use and Access) Act 2025. We are committed to handling personal data fairly, lawfully, transparently and securely.

We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to goods and services we offer to individuals in the European Economic Area (EEA).

Key Terms

Term

Meaning

We, us, our

Associated Retirement Community Operators Ltd (ARCO)

Personal data

Any information relating to an identified or identifiable individual

Special category personal data

Personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data used for identification, health information, sex life or sexual orientation

Data subject

The individual to whom personal data relates

Personal Data We Collect About You

We may collect and use the following personal data about you:

your name and contact information, including email address, telephone number and company details;
information to check and verify your identity, such as date of birth;
your gender;
location data;
billing, transaction and payment information;
professional interests;
professional online presence, such as LinkedIn profiles;
contact history and interactions with ARCO;
information from accounts you link to us;
information required to undertake credit or other financial/due diligence checks where appropriate;
information about how you use our website, IT, communication and other systems;
responses to surveys, consultations and promotions;
dietary, health and accessibility requirements for events;
records of membership, accreditation, assessment, training and event participation;
webinar participation and registration information;
photographs, video recordings and audio recordings taken at ARCO events, webinars, conferences and meetings;
communications you send to us, including enquiries, complaints and feedback.

We collect and use this information to provide our services, manage membership activities, organise events, support policy and research work, and communicate with members and stakeholders.

If you do not provide personal data we request, it may delay or prevent us from providing services or responding to your requests.

Event Photography and Recordings

ARCO events, conferences, webinars and meetings may be photographed or recorded for legitimate organisational purposes, including reporting on our activities, promoting future events and creating educational resources. Where appropriate, attendees will be informed in advance and given an opportunity to raise concerns or opt out of identifiable photography where reasonably practicable.

How Your Personal Data Is Collected

We collect most personal data directly from you, including through meetings, telephone calls, emails, online forms, membership applications and event registrations.

We may also collect information:

from publicly available sources, such as Companies House;
from your employer or organisation;
from third parties with your consent;
through cookies and similar technologies;
from event platforms, webinar systems and communication tools;
through our website and IT systems;
through CCTV, building access systems and visitor logs where applicable.

Cookies and Similar Technologies

We use cookies and similar technologies to:

operate and secure our website;
remember user preferences;
understand how visitors use our website;
measure website performance; and
improve the information and services we provide.

Where required by law, we will obtain your consent before placing cookies or similar technologies on your device.

Certain cookies and similar technologies may be used without consent where permitted by applicable legislation, including where they are necessary for website functionality, security or limited statistical purposes.

Further information is available in our Cookie Notice.

How and Why We Use Your Personal Data

Under data protection law, we may only use your personal data where:

you have given consent;
it is necessary to perform a contract with you;
it is necessary to comply with a legal obligation; or
it is necessary for our legitimate interests or those of a third party.

A legitimate interest is when we have a genuine and proportionate organisational, charitable or business reason to use your information, provided this is not overridden by your rights and interests. Where we rely on legitimate interests, we consider the impact on individuals and apply appropriate safeguards. In some circumstances, we may rely on recognised legitimate interests where permitted by law.

We use personal data for:

managing our membership, partnership, standards and policy functions;
organising events, conferences, webinars and training;
responding to enquiries and requests;
processing payments;
conducting surveys and research;
maintaining accurate records;
preventing fraud and protecting security;
complying with legal and regulatory obligations;
managing complaints and data protection requests;
improving our services and communications;
maintaining our website and technical systems;
marketing and promoting ARCO activities where lawful;
maintaining relationships with members, partners and stakeholders.

Where we process special category personal data, we will do so only where a lawful condition applies, such as explicit consent, safeguarding vital interests, employment obligations or establishing, exercising or defending legal claims.

Marketing

We may send you information about ARCO's work, activities, events, services, policy developments, research, training opportunities and other matters relevant to your professional interests.

Where required by law, we will obtain your consent before sending electronic marketing communications. In other circumstances, we may rely on legitimate interests where permitted by law.

You can opt out of marketing communications at any time by:

emailing info@arcouk.org; or
using the unsubscribe link included in our emails.

We will never sell your personal data or share it with third parties for their own marketing purposes.

Who We Share Your Personal Data With

We may share personal data with:

service providers and suppliers who help us deliver our services and activities, including payment providers, event venues, webinar platforms, conferencing providers, mailing service providers, standards programme partners and professional advisers;
website hosting and IT support providers;
auditors, accountants and legal advisers;
regulators, law enforcement agencies and government authorities where required by law;
organisations approved by you.

We require suppliers and service providers processing personal data on our behalf to implement appropriate security measures and only process information according to our instructions.

We do not sell personal data.

Where Your Personal Data Is Held

Personal data may be stored at our offices or by trusted service providers acting on our behalf.

Some service providers may process information outside the United Kingdom or, where relevant, the EEA.

How Long Your Personal Data Will Be Kept

We maintain retention periods for the different categories of personal data we hold.

We retain information only for as long as necessary to:

provide our services;
manage membership and partnership records;
comply with legal and regulatory obligations;
resolve disputes and complaints;
protect our legitimate interests; and
maintain appropriate organisational records.

When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of.

International Transfers

Where personal data is transferred internationally, we will use appropriate safeguards required by applicable law.

These safeguards may include:

countries benefiting from UK adequacy regulations;
the UK International Data Transfer Agreement (IDTA);
the UK Addendum to EU Standard Contractual Clauses; or
other lawful transfer mechanisms recognised under UK data protection legislation.

Further information can be obtained by contacting us.

Data Protection Complaints

If you are unhappy with how we have handled your personal data, you may raise a complaint directly with us using the contact details below.

We will:

acknowledge your complaint;
investigate the concerns raised;
take appropriate steps to respond;
keep you informed where appropriate; and
tell you the outcome of our investigation.

Making a complaint to us does not affect your right to complain to the Information Commissioner's Office (ICO).

Your Rights

Subject to legal conditions and limitations, you have the right to:

access a copy of your personal data;
have inaccurate personal data corrected;
request deletion of personal data in certain circumstances;
restrict processing in certain circumstances;
receive personal data in a portable format where applicable;
object to processing based on legitimate interests;
object to direct marketing;
raise a complaint with us regarding our handling of personal data;
exercise rights relating to automated decision-making, including obtaining human review where required by law.

To exercise any of these rights, please contact us using the details below.

Automated Decision-Making

ARCO does not currently make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.

If this changes, we will ensure appropriate safeguards are implemented, including providing information about the decision-making process where required, enabling individuals to obtain human review, express their views and challenge decisions.

Accountability and Governance

We take our accountability obligations seriously and maintain policies, procedures and safeguards to support compliance with applicable data protection law.

These include:

staff training and awareness;
access controls and information security measures;
supplier management and due diligence;
procedures for handling personal data breaches;
periodic review of our privacy practices; and
oversight of data protection matters by senior management.

Keeping Your Personal Data Secure

We maintain appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration or disclosure.

Access to personal data is limited to those who have a legitimate business need to know.

We also maintain procedures for identifying, investigating and responding to personal data breaches and will notify individuals and regulators where required by law.

How To Complain

Please contact us first if you have any concerns regarding our use of your personal data.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent authority responsible for upholding information rights. Information is available at:

https://ico.org.uk

Telephone: 0303 123 1113.

Changes To This Privacy Policy

This Privacy Notice was first published on 31 March 2021 and last updated in July 2026.

We keep this notice under regular review and may update it from time to time to reflect changes to our activities, services, legal obligations or regulatory guidance. Updated versions will be published on our website.

How To Contact Us

If you have any questions about this privacy policy, wish to exercise your rights or would like to make a complaint, please contact us:

Associated Retirement Community Operators Ltd (ARCO)
167-169 Great Portland Street
5th Floor
London
W1W 5PF

Email: info@arcouk.org
Telephone: 0203 697 1204

If you would like this notice in another format, such as large print or audio, please contact us.