Policies: Privacy, declarations of interest, expenses, complaints, freedom of information and ethical collaboration

Privacy Notice

We are committed to protecting your personal information and being open and transparent about how it is used. This notice describes how and why we obtain, store and process data about you.

This privacy notice was updated in April 2021 to meet the requirements of the General Data Protection Regulation (GDPR). We will update this privacy notice whenever we change the type of processing we carry out. Please regularly come back to this page and check this notice for any changes. The notices can be viewed by clicking the links below.

NCAPOP and Website privacy notice

Employee Privacy Notice

Declaring and managing conflicts of interest

As a matter of good governance, it is important for HQIP to demonstrate probity in the way it conducts its business. An important part of this commitment is the requirement to demonstrate objectivity and integrity as well as the effective stewardship of public funds. The identification and management of any declarations and then potential conflicts of interest is an important part of ensuring the high standards of probity required to protect HQIP’s reputation and organisational standing and reassure it’s Board of Trustees.

This document describes the:

  • Circumstances in which people should declare an interest that might conflict, or be perceived to conflict, with their duties and responsibility to HQIP.
  • Process and provides guidance on what interests need to be declared, who needs to declare them, when and what actions should be taken to manage declarations and avoid conflicts of interest influencing the conduct of HQIP’s business.


The following policy covers both internal (HQIP) expense claims and external expense claims.

Please send completed expenses forms and receipts to the following email address: [email protected]

Complaints policy

Although the vast majority of feedback about HQIP’s work is positive, and any issues of concern that emerge will normally be dealt with informally, HQIP has a duty to respond in a meaningful way to any formal complaint raised against the quality of its work, or how it has handled customers or stakeholders.

HQIP wishes to express that it takes complaints seriously, takes complainants seriously, and is keen to address any matter raised by putting in place an appropriate review and any remedial action that may be needed.

We will always make time to hear your concerns or receive your feedback even if you do not wish to make a formal complaint. Please contact us via [email protected] if you would like to speak to someone.

We would always prefer to resolve issues with you directly however, the following policy covers the process for any external party wishing to make a formal complaint and how HQIP will handle complaints and take action, as needed. Should you wish to make a complaint via our funders, you should email contactengland.[email protected] and insert ‘For the attention of the complaints team’ in the subject line.

Freedom of Information process

While HQIP is not a public authority, and therefore not obliged to respond to FOIs, we aim to be an open and transparent organisation. We will consider FOI requests on a case-by-case basis and respond appropriately. Our freedom of information policy is available to download and view below.

Please contact us at [email protected] if you would like to submit a freedom of information request or you need any additional information.

Ethical Collaboration Policy

HQIP seeks to work with a range of organisations to support all aspects of its work, and where appropriate to generate income. Collaborations may include among other things sponsorship agreements, consultancy and partnership working. All income-generating activities are conducted in pursuit of HQIP’s mission statement and values. We wish to develop and maintain mutually beneficial relationships with commercial and other health-related organisations without comprising our independence. HQIP have therefore developed a policy statement outlining its guiding principles when working collaboratively with other partners.

To view the policy in full click here.

HQIP’s Cookie Policy

We may place and access certain Cookies on your computer. HQIP uses Cookies to improve your experience of using the website. All Cookies used by our website are used in accordance with current UK and EU Cookie Law.

A message bar informing you that we use cookies appears on the website. By continuing to use the website you are giving your consent to the placing of Cookies and you are enabling HQIP to provide a better experience and service to you.

HQIP may place the following Cookies:

Strictly necessary cookies

These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

Analytical/performance cookies

These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Functionality cookies

These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

Targeting cookies

These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.

You can choose to delete Cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.