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Privacy notice

When and why we collect personal information about users of our services, how we use it, when we may disclose it to others and how we keep it safe.
September 2018

The information below explains when and why we collect personal information about users of our services, how we use it, when we may disclose it to others and how we keep it safe.

This information will be updated from time to time so please make sure that you check this page occasionally to make sure that you are still happy with the way your information is being handled.  By use of our services you are agreeing with the information set out below.

Who are we?

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We are Safeguarding Network Limited, a company dedicated to providing support to individuals and agencies to enable them to meet their responsibilities in relation to keeping children safe.

We are registered with Companies House, our registration number is 10661282.  Our registered address is Chimmels, Dartington Hall, Totnes, Devon, TQ9 6EQ.  Our website address is https://safeguarding.network.

We are also registered with the Office of the Information Commissioner, our registration number is ZA273089.

How do I get in contact?

If you have any questions about this information or the way that Safeguarding Network handles the privacy of your information please get in contact via:

Online: Please use our contact form.

Post:   Safeguarding Network Ltd., Chimmels, Dartington Hall, Totnes, Devon, TQ9 6EQ

Your information

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We obtain information about you when you register to use our website or contact us about products and services. This information is then used to help us provide you with the services that you have asked for.

What type of information is collected about you?

We collect personal information which may include your name, work address and employer, role you are employed in, email address, IP address and information about what pages you visited and when.

For example:

Where you submit information by forms such as through completing audits, surveys or using our contact form, this information is stored on our servers.

If you contribute to our forums then we will keep a record of your contributions and information about when you made your contribution and details such as the IP address you were using at the time.

We do not collect any information that is classed as sensitive by the Information Commissioner (a list of which can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/special-category-data/).

Where you complete any online learning, data is stored in our Learning Management System (LMS).  Data within the LMS is used to confirm course completion and allow us to understand if there are certain areas which are causing problems for users.  This information is stored on our servers.

If you make a purchase through our site and pay by debit or credit card we do not hold your card information, it is collected by our third party payment processors who undertake to ensure its safety.

How is your information used?

We may use your information to:

  • provide you with learning materials and associated resources.
  • process any purchases that you have made.
  • meet our obligations as a result of contracts entered into between you or your organisation and us.
  • seek your views and comments on our services.
  • make you aware of changes to our services.
  • send information to you that you have requested and identified may be of interest to you – this may include updates and advertising of our services.
  • to allow Safeguarding Network to undertake analysis of who is using our services.
  • to reduce the potential for spam on our network.

By using Safeguarding Network to meet your learning needs you are acknowledging that your data will be processed as set out above in order to provide you with the services you have signed up to.  You do however retain the right to control how Safeguarding Network use your information in relation to contacting you as set out below.

How long do we keep your information for?

Safeguarding Network will store your personal information for a period of up to three years after the date that your account is last updated or accessed (whichever is later).  This length of time has been chosen as any learning that you have completed through our services will then require updating.  Where possible we will contact you prior to deleting your account and associated information providing you with the choice about whether you wish Safeguarding Network to keep your account active.

You retain the right to request that Safeguarding Network delete your account at any time.  When your account is deleted this will remove all your personal information from our network, including any records of learning accessed / completed.  You can delete your account by using the link in the “Profile” section of the site, or by contacting Safeguarding Network through the contact form or by writing to us at Safeguarding Network, Chimmels, Dartington Hall, Totnes, Devon, TQ9 6EQ.

Choices you can make

You can choose if you want Safeguarding Network to make contact with you – these choices can be recorded by using the relevant boxes on the form through which we collect your information.

We will not contact you for marketing purposes without your prior consent.  You can change your preferences at any time either through your online account (if you are a registered user of our website) or by contacting us using the methods above.

Keeping your information up to date

The accuracy of the information that we hold about you is important to us.  You can therefore check this information at any time through your online account (if you are a registered user of our website), or by contacting us using the methods above.

You have a right to ask for a copy of the information Safeguarding Network hold about you, and this can be done using the contact details above.

Who has access?

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The staff at Safeguarding Network have access to your data and use this in the ways set out in this document.

We will not sell or rent your information to third parties and will not share your information with third parties for marketing purposes. There are some occasions where your information may be passed to others outside of Safeguarding Network and we will ensure that this is only done for specific reasons.

Your employing agency / professional body: Where the services that Safeguarding Network provide to you are as a result of a contract between Safeguarding Network your employing agency (e.g. the school you work at) or professional body (e.g. local safeguarding children board) then we will share information with them so that they can evidence that their staff have completed the necessary training.  The information is shared securely with subsequent storage and use of any information passed to that agency or professional body coming under their privacy policy. Questions relating to how they then use and store your information should be directed to them.

Third Party Providers working on our behalf: We may pass your information to our third party service providers for the purposes of completing tasks and providing services to you on our behalf (for example give you the results of your elearning).  However when we use third party providers we will only disclose personal information that is necessary to deliver the service.  Where we use third party providers we will have contracts in place with third party providers that require them to keep your information securely, not use it for any other purpose than the agreed task and to destroy the relevant records once the task is complete.

Use of MailChimp: Safeguarding Network use Mailchimp to co-ordinate our email campaigns.  MailChimp’s use of information is governed by their privacy policy.

Gravatar: Gravatar is a service that provides profile pictures linked with email addresses if you have an account with them, meaning that you can change all your associated profile pictures in one go.  As a WordPress site a check is automatically completed of Gravatar using an anonymized string created from your email address (also called a hash) to see if you are using it. The Gravatar service privacy policy is available here. If posting on forums, your profile picture is visible to the public in the context of your post.

Use of credit / debit cards on our website: When making purchases through our website and paying by credit or debit card your payment will be processed by a third party payment processor.  These payment processors specialise in the online capture and processing of debit / credit card transactions.  If you have any questions regarding this please contact us.

We may be required by law to disclose your personal information, for example through a court order or for the purposes of prevention of fraud or other crime.

If Safeguarding Network were to sell some or all our business to a third party then we may transfer your personal information to that third party.  We will however take steps to ensure that your privacy rights continue to be protected.

Protection of children

We will do everything to ensure that the welfare of any children using our site is protected.  If you are a child please get a parent or guardian’s permission before you provide us with information.

Keeping your information safe

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When you provide us with personal information we will take steps to ensure that it is kept safe, however there are also requirements on you to ensure that you keep passwords safe and protect yourself when using the internet.

Communications between your computer and our website are protected using Secure Socket Layer encryption and you can confirm this through the padlock icon appearing in your browser.

We will make every attempt to ensure that information transmitted to us through our website remains safe, however we cannot guarantee that anything is 100% secure.  As a result you provide information to us at your own risk.  Where you have created an online account with us you will have a password associated with this.  This password will enable you to access your personal information when used with your logon details and you are responsible for keeping this password confidential.  We ask that you do not share your password with anyone and that you change it regularly.

Use of cookies

Like many websites, the Safeguarding Network website uses cookies.  Cookies are an industry standard, and are used by most websites.  They are small packages of information sent from a website to your computer and stored on your hard drive to allow the website to recognise you when you visit.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

You can switch off cookies through the settings on your browser; however this may result in a loss of functionality when using our website.

Our website uses Google Analytics, a service that sends website traffic data to Google servers in the United States.  Google Analytics does not identify individuals or associate your information with any other information held by Google.  Analytics data helps us to understand what people are focusing on and how they are coming to and using our site to make sure that we are meeting your needs.  If you choose you can opt out of Analytics by going to https://tools.google.com/dlpage/gaoptout?hl=en and following the instructions on that page.

Links to other websites

Our website may provide links to websites provided by other organisations.  This privacy notice only applies to Safeguarding Network and so if providing information to another website you should read their privacy notice before doing so.  We cannot be responsible for the privacy policies and practices of other sites, even if you have accessed them through our website.

If you linked to our website from a third party we cannot be responsible for their privacy policies and practices and recommend that you check the policies of those sites.

Transfer of your information outside of Europe

It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA). Any transfers made will be in full compliance with all aspects of the data protection act.

If you are not satisfied with our response

If you are not happy with the way that we have handled any request in relation to your personal information or the manner in which we store your information or allow access to it please contact us using the details above.

You can at any time approach the Information Commissioner’s Office at any time – more information about reporting a concern to the Information Commissioner can be found at https://ico.org.uk/concerns/ or by contacting the Information Commissioner’s Office by telephone on 0303 123 1113.

Review of this information

We keep this information under regular review – this document was last updated on the 25th September 2018 and is effective immediately.

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