Policies and Procedures
Version 1.0 | Effective 30 July 2026 | Review by 30 July 2027
Policy owner: Jamie Hanlon BA (Hons) ACMI, Founder and Director
This document brings together the principal policies and procedures governing use of the Accessible Futures website, membership, personal information, cookies, accessibility, complaints, badges and organisational independence.
1. Website Terms of Use
Rules governing access to and use of the Accessible Futures website, including user responsibilities, acceptable use, intellectual property and other legal terms.
This website is operated by Accessible Futures, a trading name of Accessible Futures Limited, registered in England and Wales under company number Our registered office and correspondence address appears at the end
of this document.
By using the website, you agree to these terms. If you do not agree, you should not use it. Separate Membership Terms apply to organisations that apply for or hold membership.
Accessible Futures is an accessibility data platform. It presents structured information supplied by organisations and, where applicable, supporting material considered through the relevant membership process. It helps people find, compare and enquire about places and services. It does not replace direct confirmation with an organisation.
- You may browse, search and use the website for lawful personal or business purposes.
- You must not attempt unauthorised access, introduce malicious code, scrape the platform at scale without written permission, or use content deceptively or unlawfully.
- You must not describe a listing or badge as certification, approval, accreditation, a statutory audit or proof of legal compliance.
We take reasonable steps to maintain useful information, but accessibility features, opening arrangements, equipment and services can change. Listing content may be supplied by third parties. Accessible Futures is not a regulator, enforcement authority, planning authority, building-control body or certification scheme.
- A listing or badge does not mean that an organisation or premises is fully accessible, independently verified or legally compliant.
- Evidence support does not replace a professional access audit.
- Accessibility is individual and context-dependent. A feature suitable for one person may not meet another person’s needs.
- Users should confirm essential requirements directly, particularly before travelling, booking or paying.
We do not guarantee uninterrupted access to the website and may correct, qualify, suspend or remove information when concerns arise, or circumstances change.
Unless otherwise stated, the website design, original content, brand assets and badges belong to Accessible Futures Limited or are used under licence. They may not be reproduced, altered, sold or commercially exploited without permission. Organisations retain responsibility for submitted material and grant us a non-exclusive licence to display and adapt it for operating and promoting the platform.
Links to third-party websites are provided for convenience. We do not control or endorse their content, accessibility, security or privacy practices.
Nothing excludes liability that cannot lawfully be excluded. Subject to that, Accessible Futures Limited is not responsible for loss caused by reliance on third-party listing information, later changes, temporary unavailability, or a failure to confirm an important requirement directly. These terms are governed by the laws of England and Wales, subject to any mandatory rights that apply.
2. Membership Terms and Conditions
Terms applying to organisations purchasing or holding an annual Accessible Futures membership, including membership requirements, fees, renewals, cancellations and member responsibilities.
- Regular Listed Member, £250 per year.
- Evidence Support Member, £495 per year.
- Accessibility Partner, £895 per year.
Services and badge entitlement are those shown on the membership page at purchase. Prices are in pounds sterling. Accessible Futures Limited is not registered for VAT, so no VAT is charged.
The applicant confirms that they are authorised to act for the organisation and that submitted information is accurate, current, lawful and not misleading.
All tiers complete the applicable Accessible Futures self-assessment. Where evidence support is included, the member must provide requested supporting information. Consideration of submitted material is not a statutory access audit, certification, accreditation, approval or guarantee of compliance with the Equality Act 2010, Building Regulations, BS 8300 or other standards.
- Keep listing information accurate and report changes promptly.
- Hold the rights and permissions needed for submitted text, images, logos and other material.
- Respond reasonably to requests for clarification, correction or updated evidence.
- Use badges only in accordance with section 6 of this document.
Accessible Futures may edit material for clarity, consistency, accessibility, house style and platform operation without changing its substantive meaning.
Payment does not create an automatic right to publication. We may seek more information, delay or refuse publication, suspend a listing, change badge entitlement, downgrade or remove membership where information is incomplete, inaccurate, misleading, outdated, unlawful or inconsistent with platform standards. The member will normally have an opportunity to respond, unless urgent action is needed to protect users or the platform.
Membership term:
Membership runs for 12 months from the confirmed membership start date.
The checkout and renewal communication will state whether renewal is automatic, the renewal date and price, and how renewal may be cancelled before the next payment.
Cancellation:
A member may request cancellation of their membership at any time. Membership fees are normally non-refundable once the membership has commenced, subject to any statutory rights that apply.
Where a cancellation requires manual administration, a £15 administration fee may apply when the request is made more than 3 calendar days after the original purchase.
The administration fee does not replace or restrict any cancellation or refund rights that cannot lawfully be excluded.
UPGRADES:
Members may request an upgrade at any time during their membership year. Please contact us to request an upgrade.
The additional fee will normally be calculated based on the monthly difference between the two membership tiers and the number of full months remaining in the current membership period.
Calculation:
(New membership price − Current membership price) ÷ 12 × Full months remaining
A £15 administration fee applies to upgrades requested more than 3 calendar days after purchase. No administration fee normally applies to requests made within the first 3 calendar days.
Example:
If a member upgrades from Listed Member (£250) to Evidence-Supported Member (£495) with 6 full months remaining:
£495 − £250 = £245 difference
£245 ÷ 12 = £20.42 per month
£20.42 × 6 months = £122.50
£122.50 + £15 administration fee = £137.50 total upgrade cost
DOWNGRADES:
Members may request a downgrade at any time. Please contact us to request a downgrade.
Downgrades will normally take effect at the next renewal date and will not result in a refund or credit for the remaining period of the current membership.
Business memberships are purchased for organisational purposes.
Membership fees are normally non-refundable once membership has started, unless a refund is required by law or agreed by Accessible Futures.
If a membership application is refused before the listing is published, we will normally issue a refund, less any agreed non-refundable costs.
No refund will normally be provided if a member simply chooses not to use the service.
All statutory rights remain unaffected.
Membership does not guarantee enquiries, bookings, sales, traffic, search ranking or other commercial results. Membership terms are governed by the laws of England and Wales.
3. Privacy Notice
Information explaining how Accessible Futures collects, uses, stores and protects personal information, together with the rights available under applicable data protection legislation.
Accessible Futures Limited is the controller of personal information handled through Accessible Futures. Privacy enquiries should be sent to hello@accessiblefutures.org.uk.
- Names, roles, organisation details, addresses, email addresses and telephone numbers.
- Account, membership, enquiry, correspondence, support and complaint records.
- Payment status and transaction references. Full card details are normally processed by Stripe and are not stored by Accessible Futures.
- Listing content, images, self-assessment answers and supporting evidence.
- Technical information, including IP address, browser/device data, security logs, cookie choices and website usage data.
- Accessibility or communication requirements voluntarily provided. Information revealing health or disability is handled with additional care.
- To process applications, provide memberships and manage renewals, relying on contract or steps before entering a contract.
- To answer enquiries, operate and secure the platform, improve services and manage records, relying on legitimate interests where appropriate.
- To meet accounting, tax and other legal obligations.
- To send electronic marketing where consent or another lawful permission applies, always with an unsubscribe route.
- To handle disability or health information with explicit consent, for legal claims, or where another lawful condition applies.
Information comes from individuals, authorised representatives and legitimate public or business sources used for outreach or listing checks. It may be shared only as necessary with providers supporting website hosting and administration, email, payments, analytics, security, backups, professional advice and business operations, or where disclosure is required by law. Current core services include Krystal, WordPress, Elementor, GeoDirectory, Stripe, and Microsoft 365/Outlook. This list will be updated when website services change.
Some suppliers or authorised contractors may process information outside the United Kingdom. Where this occurs, we use an applicable legal safeguard together with proportionate contractual and security controls.
- Unsuccessful applications are deleted promptly after the decision and any requested review, except information needed for accounting, legal claims, complaints, fraud prevention or another justified purpose.
- Membership and contract records are normally retained for six years after the relationship ends.
- Financial and accounting records are normally retained for six years after the end of the relevant financial year.
- Routine enquiries are normally retained for up to two years after closure.
- Complaints, corrections and review records are normally retained for six years after closure, unless a shorter or longer period is justified.
- Marketing preferences and suppression records are kept as needed to respect opt-outs and legal obligations.
Records may be retained for a different period where law, an unresolved dispute, safeguarding, security or another documented need requires it.
Depending on the circumstances, you may ask to access, correct or erase information, restrict or object to processing, receive portable data, or withdraw consent. Rights are not absolute. Contact us first so we can try to resolve the matter. You may also complain to the Information Commissioner’s Office at ico.org.uk.
We use proportionate technical and organisational controls, although no online service is risk-free. We update this notice when our processing changes and record the latest review date.
4. Cookie Policy
Information about the cookies and similar technologies used on the Accessible Futures website, including their purpose, legal basis and available user choices.
- Strictly necessary cookies support essential functions such as security, account login, checkout and consent preferences. They do not require consent where they are genuinely essential.
- Functional cookies remember optional settings or provide enhanced features.
- Analytics cookies help us understand use and performance.
- Marketing or third-party cookies may support advertising, tracking or embedded services.
Non-essential cookies will not be set before valid consent. The cookie banner will offer clear choices to accept or reject non-essential cookies. Preferences can be revisited through the website’s persistent cookie-settings control. Browser settings can also block or remove cookies, although essential functions may then be affected.
The live cookie settings panel identifies each cookie or service, its provider, purpose, category and duration. That register forms part of this policy and is updated whenever plugins, analytics, payments, embeds or marketing services change.
5. Accessibility Statement
Accessible Futures’ commitment to making the website accessible, including the accessibility standards we aim to meet, known limitations, and how accessibility issues can be reported.
Our aim is to meet the Web Content Accessibility Guidelines (WCAG) 2.2 Level AA. We work to provide:
- Clear structure, headings, labels and meaningful link text.
- Keyboard access and visible focus.
- Sufficient colour contrast without relying on colour alone.
- Text alternatives for meaningful images and captions or transcripts for relevant media.
- Plain language where possible.
- Understandable forms, clear error messages and accessible contact routes.
A full conformance assessment of the completed website is being finalised. Until that work is complete, Accessible Futures does not claim full or partial WCAG conformance. Any identified limitations, affected users, workarounds and target correction dates will be published here after testing.
If you have difficulty using the website, need information in another format, or want to report an accessibility problem, email hello@accessiblefutures.org.uk. Please identify the page and problem, any relevant browser or assistive technology, and the format or adjustment required. We will acknowledge the request within five working days and aim to provide a substantive response as soon as reasonably practicable.
This statement was prepared on 30 July 2026. It will be updated after the completed website is tested, following material changes, and at least annually.
6. Badge Usage Rules
Requirements governing the display and use of Accessible Futures badges, including eligibility, permitted use, branding requirements, and circumstances where badge use may be withdrawn.
Accessible Futures badges communicate current participation in the applicable information process. They do not certify full accessibility or legal compliance.
- Regular Listed Member: the member has provided accessibility information and completed the applicable self-assessment.
- Evidence Support Member: the member has completed the self-assessment and submitted supporting information for the evidence-support process.
- Accessibility Partner: the member participates at partner level and demonstrates an ongoing accessibility commitment under the published tier requirements.
Only final artwork issued by Accessible Futures may be used. A badge must not use or imply the words verified, certified, accredited, audited, approved or compliant unless expressly authorised through a separately defined process.
- Use the official file without altering its wording, colour, proportions or design.
- Use it only for the organisation, location or service covered by membership.
- Do not imply endorsement of an unrelated product, service, website or legal claim.
- Link the badge to the member’s Accessible Futures listing where practicable.
- Remove it promptly when membership expires, is suspended or withdrawn.
Recommended wording near a badge: “This badge confirms participation in the Accessible Futures information process. It is not certification of full accessibility or legal compliance.”
We may require correction or removal, suspend badge rights, downgrade or remove a listing, terminate membership and take proportionate steps to protect users and intellectual property.
7. Complaints, Corrections and Membership Review Procedure
Procedures for submitting complaints, requesting corrections to published information, and seeking a review of membership decisions or related matters.
- Inaccurate, outdated, incomplete or misleading accessibility information.
- Badge use or the way membership is represented.
- Service, communication, privacy or website accessibility.
- A membership decision, including refusal, suspension, downgrade or removal.
Email Jamie Hanlon at hello@accessiblefutures.org.uk. Include the page or organisation, the information challenged, supporting detail, the outcome sought and any communication adjustment required. Anonymous reports may be considered but can be harder to investigate.
- We acknowledge the concern within five working days.
- We assess immediate risk and may qualify or suspend disputed content where proportionate.
- We seek relevant information from the complainant, member and reliable sources.
- We normally issue a reasoned decision within 20 working days, explaining any delay.
- We correct, qualify, retain, suspend, downgrade or remove content or membership as appropriate.
- A reconsideration request may be made within 10 working days if new evidence is supplied or a material error is identified.
For a serious dispute concerning Jamie Hanlon’s original decision, Accessible Futures may appoint a suitably qualified independent external professional to review the matter.
Decisions will be proportionate, evidence-informed and free from improper influence. Conflicts will be declared and managed. Suitable records will be retained while protecting personal and confidential information. This procedure does not determine legal rights between a user and a listed organisation and is not a substitute for a regulator, court or emergency service.
8. Independence and Transparency Policy
Principles supporting independent decision-making, transparency, accountability and the management of actual or potential conflicts of interest within Accessible Futures.
The founder’s role as an elected councillor is separate from Accessible Futures. Council information, influence, resources, branding, confidential material and decision-making processes will not be used to secure improper commercial advantage. Accessible Futures will not imply endorsement by Cornwall Council or another public body.
- Relevant personal, professional, financial and public-office interests will be declared.
- Where impartiality could reasonably be questioned, the individual will step back, and an alternative reviewer will be used where practicable.
- Membership, sponsorship and consultancy relationships will be separated from correction and complaint decisions.
- No member or sponsor may prevent correction, qualification, downgrade, suspension or removal of inaccurate information.
- Paid sponsorship, advertising, featured placement and partnerships will be clearly labelled.
- Payment will not convert a listing into certification, guarantee a positive description or prevent correction or removal.
- Commercial partners will not control complaint outcomes, accessibility criteria or presentation of material facts.
- Sponsored material will be distinguishable from ordinary search results and member information.
- We may refuse or end a relationship presenting an ethical, legal, reputational or independence risk.
9. Contact and Document Control
Contact details for policy enquiries together with information on document ownership, version control, review dates and the ongoing maintenance of these documents.
Membership applications, renewals and support:
membership@accessiblefutures.org.uk
Privacy, accessibility, complaints, corrections and management enquiries:
hello@accessiblefutures.org.uk
Postal correspondence: Accessible Futures Limited, c/o Linggard and Thomas Ltd,
Kew an Lergh, Stret Mygthern Arthur, Nansledan, Cornwall, TR8 4UX.
Policy owner and final approver: Jamie Hanlon BA (Hons) ACMI, Founder and Director.
This document is reviewed annually and whenever a significant legal, technical or business change occurs. Material changes will be shown by an updated effective or review date.