Privacy Policy

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Welcome to our privacy policy!

Safeguarding Circle respects your privacy and is committed to protecting your personal data  when you use our website (https://safeguardingcircle.co.uk/ including any mobile or device specific version of the website and any related applications (or “apps”) (together the “Website”).

This Website is operated by Safeguarding Circle LLP (“Safeguarding Circle”).

Safeguarding Circle is a Controller in respect of your Personal Data as it relates to your use of this site/app. If you want to learn more about how and why Safeguarding Circle processes your Personal Data, please read this privacy policy.

We are committed to processing your Personal Data responsibly and in compliance with applicable data protection laws where we operate our Website. 

Our Website is not intended for children and we do not knowingly collect information relating to children.

Please do not send us personal data in respect of any other individual or cases you are seeking to instruct us on through this Website. Any such information should only be sent after we have formally agreed to accept your instructions, with an Information Sharing Agreement in place, and using forms of electronic transfer that are securely encrypted.

This privacy policy sets out how we collect, use and look after your personal data when you access our Website and tells you about your privacy rights.

We know no one likes to read a lengthy document, so we have tried to make your life easier by structuring our privacy policy with different sections, which give you an overview of the entire policy and let you choose the sections you want to read in more detail. 

We have tried our best to make this Privacy Policy as clear as possible but if you have any questions, please feel free to contact our data protection officer.

This privacy policy is dated 12 February 2023. 

Controller contact details:

Safeguarding Circle LLP, Company No. OC442787

Registered office:  54 Embry Way, Stanmore, London, HA73AZ 

1. What Personal Data do we collect about you?

When you use our Website, we may collect Personal Data about you. We have set out below what data we collect and how we collect it.

You are under no obligation to provide Personal Data to us. However, certain Personal Data is essential for the provision of and the quality of the products and services we offer (for example sending an online enquiry through our Website).

1.1 Information you directly provide to us 

When you use our Website, we collect the following kinds of information from you:

Email communications:  We collect and store all copies of emails you send to us using our ‘Contact  Us’ form and our replies to your emails.  

1.2 Information we collect through cookies

We collect information using cookies to protect our Website, offer you a personalised experience with us, tailor our marketing services and improve our Website.  

2. How we use your Personal Data

We will only use your Personal Data as permitted by law. Most commonly, we will use your Personal Data in the following circumstances:

• To perform the contract we are about to enter into or have entered into with you.
• For our Legitimate Interests (or those of a third party), provided that your interests and fundamental rights do not override those legitimate interests.
• Where we need to comply with a legal or regulatory obligation, or the processing is authorised by law. (e.g. processing Special Category of Personal Data in connection with the establishment, exercise or defence of a legal claim (including in connection with any investigation or enquiry by a competent regulatory authority))
• Where you have consented to our use of your Personal Data.
• In the public interest 

2.1 Purposes for which we use your Personal Data 

We have set out below, a description of all the ways we may use your Personal Data, and which legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose: 

• To  manage our relationship with you as a user of the Website which includes notifying you about changes to our Website and the products and services we offer, terms and conditions or privacy policy.

Type of Data:

• Identity and contact details

Lawful basis for processing: 

• Entering into and performing a contract with you.
• To comply with our legal obligations.
• As necessary for our legitimate interest (to keep our records updated and to study how customers use our products and services).

2.2 How we share your Personal Data

We may share your information with the following categories of third parties, who may be Controllers or Processors in respect of your Personal Data.

2.3 Sharing your personal data with our service providers 

We use service providers in connection with the operation of our Website to ensure we deliver the best possible services. We enter into contracts with our service providers to ensure they take good care of your Personal Data when we share it with them for those purposes. We are committed to protecting your Personal Data and we oblige our service providers to handle your Personal Data in accordance with applicable Data Protection Laws and the terms of this Privacy Policy.

We engage service providers for the following services:

• Hosting our Website
• Audit, legal, accounting and compliance services.

3. Keeping your personal data safe

3.1 What we do to keep your Personal Data safe:

We have appropriate security measures to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Where appropriate, we employ encryption, pseudonymisation and anonymisation solutions to reduce the impact of any security incident to Personal Data. Although, the nature of the internet means that transmission of information may not be totally secured, we have deployed appropriate security measures to protect the transmission of your Personal Data when you use our Website.

In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data on our instructions or otherwise in compliance with applicable laws, and they are subject to a duty of confidentiality.

3.2 Managing security incidents relating to Personal Data:

We have procedures to deal with any suspected Personal Data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

If you have any reason to believe that your information may no longer be safe, please contact fiona@safeguardingcircle.co.ukor sarah@safeguardingcircle.co.uk.

4. Where we transfer your personal data

We primarily store and process our data within the UK and European Economic Area (“EEA”).

However, in the following cases we can transfer your Personal Data outside the UK and/or EEA or between the UK and EEA:

• If we have a legal or regulatory reason to do so;
• If we use third parties service providers located outside of the UK and/or EEA; or
• If you have consented to this transfer.

5. Third party service providers

To operate our Website, we may use third party service providers which are based outside the UK and/or EEA, so their processing of your Personal Data will involve a transfer of data outside the UK and/or EEA.

Whenever we transfer your Personal Data to a service provider outside of the UK and/or EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your Personal Data to countries where this is permitted pursuant to an adequacy ruling by the relevant regulator(s).
• We may contract with the service provider on terms that are approved by the relevant regulator(s) to aim to give Personal Data the same protection it has in UK and/or Europe as relevant.

If you want further information on the specific mechanism used by us when transferring your Personal Data outside of the UK and/or EEA, please contact us at fiona@safeguardingcircle.co.ukor sarah@safeguardingcircle.co.uk.

6. Data Retention

We will not keep your Personal Data for longer than required. The precise duration for which we keep your Personal Data will depend on the nature of the engagement. When we no longer need to keep your Personal Data, we anonymise it securely and this process cannot be reversed. 

7. Your Rights

The law gives you legal rights in respect of the Personal Data we hold about you. You can exercise your legal rights for free except where this Privacy Policy states otherwise. We may need to request specific Personal Data from you from time to time to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that your Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month of receipt. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Below is a summary of the legal rights you have, what we do to protect them and how you can exercise them:

Your right to access your Personal Data

You have the right to access and receive a copy of your Personal Data.

• You can request access to your Personal Data by email to fiona@safeguardingcircle.co.uk  or sarah@safeguardingcircle.co.uk.   You will not have to pay a fee to access your Personal Data unless your request is unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Your right to  correct your Personal Data

You have the right to request correction of the Personal Data we hold about you.

• You can amend, correct, delete or edit your Personal Data. If you wish to correct other Personal Data, please contact us at fiona@safeguardingcircle.co.uk  or sarah@safeguardingcircle.co.uk

Your right to  erase your Personal Data

You have the right   to request erasure of your Personal Data. Please note, that we may not always   be able to comply with your request for erasure for specific legal reasons  which will be notified to you, if applicable, at the time of your request.

• You can request erasure of your Personal Data by contacting our customer support team. Please contact us at fiona@safeguardingcircle.co.uk  or sarah@safeguardingcircle.co.uk  This process is not reversible.

Your right to object to processing of your Personal Data

You have the right to object to processing of your Personal Data, including for marketing purposes. Please note that in some cases, we may demonstrate that we have legitimate grounds to process your information which override your rights and freedoms.

• You can object to processing of your Personal Data by contacting our   customer support team. please contact us at fiona@safeguardingcircle.co.uk  or sarah@safeguardingcircle.co.uk.   Your objection may take up to 96 hours to take effect.

Your right to request a restriction to the processing of your Personal Data

You have the right to request a restriction of processing of your Personal Data. but in certain cases, we need to verify whether we have overriding legitimate grounds to use   it.

• You can request the restriction of processing of your Personal Data by emailing us at fiona@safeguardingcircle.co.uk  or sarah@safeguardingcircle.co.uk  Once you have requested this you can change your mind at any time by   contacting us again. 

Your right to complain to the regulator

If you are unhappy with our response to your query, you have the right to contact the Information Commissioner’s Office.

• To exercise your right to complain to the ICO please visit https://ico.org.uk/make-a-complaint/

13. Contacting us about this privacy policy 

If you have any questions or comments about this privacy policy or want to know more about how we use your Personal Data, please contact us at fiona@safeguardingcircle.co.ukor sarah@safeguardingcircle.co.uk. 

If you want to exercise your right to access your Personal Data, please email us at fiona@safeguardingcircle.co.ukor sarah@safeguardingcircle.co.uk. 

14. Changes to this privacy policy

We may, from time to time, change or update this privacy policy. All changes to this privacy policy will be published on this page of the Website. Each change will become effective on publication. We recommend that you revisit and read this privacy policy regularly to ensure that you are up-to-date with the current terms.