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The Safeguarding Alliance
The Safeguarding Alliance

Privacy Policy

We are The Safeguarding Alliance Limited (a company incorporated in England & Wales with company number 11691733) whose registered address is at 124 Finchley Road, London, England, NW3 5JS (“The Safeguarding Alliance”, “we”, “us” or “our”). We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and how to contact us and supervisory authorities in the event you have a complaint.

This privacy notice relates to personal data that identifies “you” meaning:

  • clients or potential clients/ suppliers/ individuals who browse our website;
  • individuals outside our organisation with whom we interact;
  • individuals about whom we hold personal data by virtue of the provision of our services, for example employees, trustees or directors of schools, organisations or bodies we are auditing, advising or otherwise providing services for, or in relation to.
    •  

This privacy notice applies where we are a controller in respect of your personal data – this is where we decide how and why your personal data is processed.

If you are an employee, contractor or otherwise engaged in work for us or applying to work for us, a separate privacy notice applies to you instead.

This privacy notice is divided into the following sections:

  1. Who we are
  2. Categories of personal data we collect
  3. The sources from which we obtain your personal data
  4. How we use your personal data
  5. Our lawful basis for processing your personal data
  6. Who we share your personal data with
  7. International data transfers
  8. How long we store your personal data for
  9. Cookies and similar technologies
  10. Marketing
  11. Your rights
  12. Keeping your personal data secure
  13. How to complain
  14. Changes to this notice
  15. Do you need extra help?
  16. Links to other websites

1.     WHO WE ARE

We are an organisation fighting to ensure both in the UK, and internationally, safeguarding remains the golden thread within every organisation. By doing this we aim to protect those most vulnerable.

Safeguarding is at the heart of everything we do. Our mission is to ensure effective safeguarding. That duty extends to keeping your personal data safe.

At The Safeguarding Alliance we value you and we’re committed, so far as possible, to protecting your privacy, so we make sure we protect any personal data about you to the best of our ability.

This privacy notice, together with our terms of use will let you know exactly how we use and protect your personal data.

For more information on who we are please see www.thesafeguardingalliance.org.uk.

We collect, use, and are responsible for certain personal data about you. When we do so we are regulated under the UK and EU data protection laws and we are responsible as ‘controller’ of that personal data for the purposes of those laws. We are registered with the Information Commissioner’s Office with registration number ZA545911.

It is important that the personal data we hold about you is accurate and current, and we take all reasonable precautions to ensure that this is the case but we do not undertake to check or verify the accuracy of personal data about you. If you wish to correct your personal data held by us or to opt out at any time from receiving marketing correspondence from us or to alter your marketing preferences, please contact dpo@thesafeguardingalliance.org.uk.

If you need to contact us in connection with our use or processing of your personal data or gain access to it, our contact details are dpo@thesafeguardingalliance.org.uk.

Our Data Protection Officer can be contacted at dpo@thesafeguardingalliance.org.uk.  


2.     CATEGORIES OF PERSONAL DATA WE COLLECT

The categories of personal data about you that we may collect, use, store, share and transfer are:

  • Individual Data. This includes personal data which relates to your identity, such as your first name, middle name, last name, username or similar identifier, title, date of birth, gender and your contact details such as your billing address, delivery address, email address and telephone numbers.
  • Third Party Data. We may also receive details or personal data about you relevant to schools,  organisations or bodies we work with, in order to provide our services or relevant to our aims.
  • Advertising Data. This includes personal data which relates to your advertising preferences, such as information about your preferences in receiving marketing materials from us and our third parties and your communication preference.
  • Information Technology Data. This includes personal data which relates to your use of our website, such as your internet protocol (IP) address, login data, traffic data, weblogs and other communication data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
  • Account and Profile Data. This includes personal data which relates to your account or profile on our website, such as your username and password and log in details, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Economic and Financial Data. This includes payment card details and information which we collect from you.
  • Health Data. This includes:
    • data which is gathered for health and safety purposes for the direct provision of services to you, including any accident report or claim log or any information you provide about allergies or other medical conditions, including any disability, during the booking process or in one of our locations.
    • data which we receive in connection with the provision of our services or relevant to our aims.
  • Feedback Data. This includes details of any feedback you give us by phone, email, post or via social media when you give any feedback via these channels about us and our services.
  • Research and safeguarding data. This would include personal data (including in some cases special category data – see below) that is publicly available or disclosed or created relevant to the provision of our services and aims.

 In addition, we may obtain certain special categories of data. The special categories of data are: (i) personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership; and (ii) the processing of genetic data, biometric data for the purposes of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

 We may also collect information about ongoing screening and criminal record and history checks.

3.     THE SOURCES FROM WHICH WE OBTAIN YOUR PERSONAL DATA

We obtain your personal data from the following sources:

  • Directly from you, either in person (at our locations or otherwise), via our website or by telephone. This could include personal data which you provide when you:
    • place an order for our services;
    • register with us;
    • contact us;
    • log into our members area;
    • subscribe to our publications;
    • request information on our services or for other marketing to be sent to you;
    • participate in competitions; and
    • complete a survey from us or give us feedback.
  • Via automated technologies, such as CCTV or other recording systems, cookies, server logs and other similar technologies. We may automatically collect Information Technology Data about your equipment, browsing actions and patterns by using cookies, server logs and other similar technologies.
  • From third parties, such as:
    • schools and other organisations we work with or as part of the provision of our services;
    • supervisory authorities, agencies, government departments, law enforcement bodies, courts, organisations, social services, councils, authorities, regulators or other bodies similar to any of the above;
    • analytics providers;
    • our provider of customer feedback;
    • our provider of online bookings;
    • search information providers and online platforms;
    • providers of technical, payment and delivery services (such as Stripe Inc.);
    • providers of social media platforms (such as Facebook, Google, LinkedIn and Instagram) for example where you share our content through social media, such as by liking us on Facebook, following or posting about us on LinkedIn; and
  • From publicly available sources, such as:
    • Companies House;
    • the electoral roll; and
    • from supervisory authorities, agencies, government departments, law enforcement bodies, courts, organisations, social services, councils, authorities, regulators, or other bodies similar to any of the above.

  1. HOW WE USE YOUR PERSONAL DATA

We collect personal data about you in order to:

  • Fulfil our services. This would include:
    • processing and performing any bookings and orders placed by you;
    • orders placed by us where you are a supplier;
    • making or receiving payments, fees and charges; and
    • collecting and recovering money owed.
  • Provide our services, for example when we undertake a safeguarding audit or provide safeguarding consultancy, training or safeguarding advisory.
  • Manage our relationship with you including:
    • to send you important notices such as communications about changes to our terms and conditions and policies (including this privacy notice);
    • to provide you with important real-time information about services you have ordered from us (e.g. a change of time or location due to unforeseen circumstances);
    • to send you information you have requested;
    • to deal with your enquiries; and
    • to ask you to leave a review or feedback on us.
  • Administer our business and carry out business activities.
  • Make suggestions and recommendations to you about services that may be of interest to you, deliver relevant website content and advertisements to you and to measure or understand the effectiveness of our advertising.
  • Communicate with you about, and administer your participation in, special events, programs, and conferences.
  • For internal purposes to use data analytics, to identify usage trends, determine and measure the effectiveness of promotional campaigns and advertising and to improve our website, products/services, marketing, customer relationships and experiences.
  • Protect our business including to deal with any misuse of our website and to comply with our security policies at our locations.
  • Use your personal data to comply with our own legal and industry obligations e.g. to comply with health and safety requirements, or to assist in an investigation including with the relevant supervisory authority, agency, government department, law enforcement body, court, organisation, council, authority, regulator and other bodies similar to any of the above.
  • Enforce or apply our terms of use, terms and conditions of supply and other agreements with third parties.
  • Use your personal data in an official role which we have been designated to carry out by an official authority (e.g. supervisory authorities, agencies, government departments, law enforcement body, courts, organisations, councils, authorities, regulators and bodies similar to any of the above.) or where we are otherwise carrying out tasks which are in the public interest (e.g. which have been designated as such by government, or which would otherwise be deemed in the public interest).
  • To detect and prevent fraud and other illegal activities (and to assist regulators, trade bodies and law enforcement agencies in relation to the same).
  • Finance, restructure, sell, make ready for sale or dispose of our business in whole or in part including to any potential buyer or their advisers.
  • Use our knowledge of any health-related personal data you disclose to us or that we may have access to in the event of illness or injury or some other related emergency or to record any accident or injury or other incident you may suffer when visiting any of our locations, or to provide our services or relevant to our aims.
  • Investigate and defend any third-party claims or allegations.

 

  1. OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA

When we use your personal information we are required to have a legal basis for doing so. There are various different legal bases upon which we may rely, depending on what personal information we process and why.

The legal bases we may rely on include:

  • Consent: where you have given us clear consent for us to process your personal information for a specific purpose. You can withdraw your consent at any time, but we may continue to process your personal data on rely on another lawful basis where it is appropriate to do so;
  • Contract: where our use of your personal information is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract;
  • Legal obligation: where our use of your personal information is necessary for us to comply with the law (not including contractual obligations);
  • Public task: where our use of your personal information is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law;
  • Legal claims: processing is necessary for the establishment, exercise or defence of legal claims;
  • Legitimate interests: where our use of your personal information is necessary for our legitimate interests or the legitimate interests of a third party (unless there is a good reason to protect your personal information which overrides our legitimate interests). Our legitimate interests include:
    • the provision of our services;
    • the recovery of debt;
    • the provision of administration and / or IT services;
    • the security of our IT network;
    • the prevention of fraud;
    • marketing of our services and promotion of our organisations and goals;
    • the reorganisation or sale or refinancing of the business or a group restructure;
    • developing and improving our services;
    • developing our strategy;
    • protecting our business and property;
  • Vital interests: the processing is necessary in order to protect the vital interests of an individual e.g. where there is a medical emergency at one of our premises.

 Where we are processing special category personal data one of the following conditions may also apply including:

  • explicit consent;
  • personal data which are manifestly made public by you;
  • necessary for the establishment, exercise or defence of legal claims;
  • necessary for archiving purposes in the public interest; scientific or historical research purposes or statistical purposes;
  • necessary to protect an individual’s vital interests where the individual cannot give consent;
  • necessary for reasons of substantial public interest;
  • necessary in relation to your or our rights in the field of employment and social security and social protection law.


  1. WHO WE SHARE YOUR PERSONAL DATA WITH

We may share personal data with:

  • our group companies and affiliates;
  • third party data processers who may process data on our behalf to enable us to carry out our usual business practices, for example IT service providers. These include, Stripe, Zoom, IONOS and Microsoft. Any such disclosure will only be so that we can process your personal data for the purposes set out in this privacy notice;
  • schools and other organisations that have engaged us to provide our services;
  • where relevant supervisory authorities, agencies, government departments, law enforcement agencies, courts, organisations, councils, social services, authorities and regulators or bodies similar to any of the above;
  • third parties to the extent necessary for the establishment, exercise or defence of legal rights or who provide health, legal or social care or treatment, or to otherwise perform our services or further our aims;
  • external professional advisers such as accountants, bankers, insurers, auditors and lawyers;
  • third parties which are considering or have decided to acquire some or all of our assets or shares, merge with us or to whom we may transfer our business (including in the event of a reorganisation, dissolution or liquidation);
  • consultants and third parties that we may work with when providing our services;
  • third parties operating plugins or content (such as Facebook, LinkedIn, Instagram) on our website which you choose to interact with.

 

  1. INTERNATIONAL DATA TRANSFERS


It is possible that personal data we collect from you may be transferred, stored and/or processed outside the United Kingdom, or outside the European Economic Area.

In connection with such transfers we will ensure that:

  • there are appropriate safeguards in place such as binding corporate rules, approved model contractual clauses or other approved transfer mechanism such as the IDTA or Addendum;
  • the transfer is to a country that provides an adequate level of protection; or
  • one of the derogations for specific situations applies to the transfer including explicit consent or necessary for the performance of a contract or exercise or defence of legal claims.


  1. HOW LONG WE WILL STORE YOUR PERSONAL DATA FOR

We will store your personal data for the time period which is appropriate in accordance with the following criteria:

  • the on-going business operation / relationship that we have with you;
  • the completion of the purpose for which the personal data was given;
  • our legal obligations in relation to that personal data and other legal requirements;
  • the type and size of the data held and whether any if it is deemed to be special category personal data; or
  • our accounting requirements in relation to that personal data.

We keep the length of time that we hold your personal data for under regular review.

 

  1. COOKIES AND SIMILAR TECHNOLOGIES

A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

For further information on cookies generally visit www.aboutcookies.org or www.allaboutcookies.org.

 

  1. MARKETING

We would like to send you information about our services including within our safeguarding bulletin, which may be of interest to you. Where we have your consent or it is in our legitimate interests to do so, we may do this by post, email, telephone, text message (SMS) or automated call.

If you have previously agreed to being contacted in this way by signing up to our bulletins or emails, you can unsubscribe at any time by:

  • contacting us; or
  • using the ‘unsubscribe’ link in our emails.

For more information on your rights in relation to marketing, see ‘Your rights’ below.

 

  1. YOUR RIGHTS

Under data protection laws and where relevant, you may a number of important rights free of charge. In summary, those include rights to:

  • the right to request access to your personal data that we process or control;
  • require us to correct any mistakes in your personal data which we hold or, taking into account the purposes of our processing, to request that incomplete data is completed;
  • on legitimate grounds, require the erasure of personal data about you;
  • receive the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
  • object at any time to processing of personal data concerning you for direct marketing;
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
  • the right to object, on legitimate grounds as specified in law, to the processing of your personal data.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the UK General Data Protection Regulation.

If you would like to exercise any of those rights, please contact us using the details set out at the start of this notice.

 

  1. KEEPING YOUR PERSONAL DATA SECURE

We have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine need to know it. Those processing your personal data will do so only in an authorised manner and are subject so far as possible to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

 

  1. HOW TO COMPLAIN

We hope that we can resolve any query or concern you raise about our use of your information.

The UK General Data Protection Regulation also gives you right to lodge a complaint with The Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

 

  1. CHANGES TO THIS PRIVACY NOTICE

This Privacy notice was published on 27th January 2019 and last updated on 17th November 2023. 

We may change this privacy notice from time to time, when we do we will inform you via the website. 

 

  1. HOW TO CONTACT US

Please contact us if you have any questions about this privacy notice or the personal data we hold about you.

If you wish to contact us, please:

If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).

 

  1. LINKS TO OTHER WEBSITES

This notice only applies to us. If you link to another website from our website, you should remember to read and understand that website’s privacy policy as well. We do not control unconnected third-party websites and are not responsible for any use of your personal data that is made by unconnected third-party websites.

Where we provide services and those services are provided online, for example online training, your personal data will be processed in accordance with the relevant videoconferencing privacy notice.