Privacy policy

This Privacy Policy explains how ScreenSafe Limited (“Screen-Safe”, “we”, “us” or “our”) collects, uses, stores and protects personal information when you use our website, learning platform, services, resources, events or communications. Screen-Safe is committed to protecting your privacy and handling personal information fairly, lawfully and transparently in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (“PECR”), and applicable amendments to UK data protection legislation. 
Our online services and learning platform are primarily designed for adults, including school staff, governors, parents, carers and professionals working with children.
Protect & Connect does not require pupil accounts, and schools do not need to provide Screen-Safe with children’s personal data in order to use the service.

1. Definitions and Interpretation

1.1 Definitions
For the purposes of this Privacy Policy:
“Account” means an account created by an adult user to access Screen-Safe services, learning materials, resources or communications.
“Personal Data” or “Personal Information” means information relating to an identified or identifiable individual.
“Services” means the services, learning materials, training, resources, webinars, membership services and other facilities provided by Screen-Safe through our website or associated platforms.
“User” means an individual who visits our website, creates an account, purchases or accesses our services, registers for an event or communicates with us.
“Website” means www.screen-safe.co.uk and associated Screen-Safe pages or subdomains.

1.2 Data controller
ScreenSafe Limited is the data controller responsible for determining how and why personal information covered by this Privacy Policy is processed, except where we expressly act as a processor on behalf of another organisation.

2. Data Collected

2.1 Personal information we may collect
We collect only personal information that is reasonably necessary for operating Screen-Safe and providing our services.
Depending on how you interact with us, this may include:

  • your first and last name;
  • email address;
  • telephone number where provided;
  • school, organisation or company name;
  • job title or professional role;
  • billing or postal address where required;
  • account and login information;
  • details of services, subscriptions, training or resources purchased or accessed;
  • transaction, invoice and payment-status information;
  • communications you send to us, including enquiries, support requests and feedback;
  • marketing and communication preferences;
  • responses to surveys or feedback requests;
  • IP address;
  • browser, device and operating-system information;
  • login activity and information about how you interact with our website or learning platform;
  • cookie and analytics information where permitted.

2.2 Payment information
Payments may be processed by third-party payment providers. Screen-Safe may receive information about a transaction but does not necessarily receive or store full payment-card details.

2.3 Children’s personal information
Screen-Safe’s online account and learning-platform services are designed for adult users. We do not require children or pupils to create Screen-Safe accounts, and children’s personal information is not required for schools to access or use Protect & Connect.
Schools, parents, carers and other users should not upload or submit information that identifies an individual child through the Screen-Safe platform unless there is a specific lawful reason for doing so and this has been agreed with Screen-Safe where appropriate.
If we become aware that personal information about a child has been provided to us unintentionally and there is no lawful or necessary reason for us to retain it, we will take appropriate steps to remove it.
Children may benefit from educational materials created by Screen-Safe, including pupil learning delivered through schools, without needing to create an account or provide personal information directly to Screen-Safe.

3. Our Use of Data

3.1 Lawful bases for processing
We only process personal information where we have a lawful basis for doing so. Depending on the circumstances, we may process personal information because:
  • it is necessary to perform a contract with you or take steps at your request before entering into a contract;
  • it is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests;
  • it is necessary to comply with a legal obligation;you have given us consent, where consent is the appropriate lawful basis.


3.2 Purposes for which we use personal information
We may use personal information to:
  • create and administer user accounts
  • provide access to training, resources, memberships and other Screen-Safe services
  • administer Protect & Connect and other services provided to schools and organisations
  • process purchases, subscriptions, payments and invoices
  • provide customer support and respond to enquiries
  • send essential service communications
  • organise and deliver webinars, training sessions and events
  • maintain the security and functionality of our website and systems
  • understand how our website and services are used and improve our services
  • maintain appropriate business, accounting and administrative records
  • comply with legal and regulatory obligations
  • prevent misuse, fraud or security incidents;send marketing communications where permitted by law.


3.3 Legitimate interests
Where we rely on legitimate interests, these may include operating and improving Screen-Safe, administering customer relationships, ensuring the security of our services and communicating appropriately with existing or prospective business customers.

3.4 Marketing communications
Service communications relating to an account, purchase, subscription, booked event or service are not treated as marketing communications. Where we send electronic marketing, we do so in accordance with applicable UK data protection and electronic-marketing law. Where consent is required, we will obtain appropriate consent. In other circumstances, including where permitted under applicable business-to-business marketing rules or the existing-customer provisions of PECR, we may send relevant communications where legally permitted.
Every marketing email will provide an appropriate way to unsubscribe. You can also ask us to stop sending marketing communications at any time by contacting us.

4. Third Party Web Sites and Services

4.1 Service providers
We use trusted third-party suppliers to help us operate Screen-Safe and provide our services. These may include providers of
  • website and learning-platform hosting
  • learning management systems
  • email and communications services
  • customer relationship management systems
  • payment processing
  • accounting and invoicing
  • cloud storage;webinar and video-conferencing services
  • website analytics
  • IT, security and technical support
  • professional services such as accountants, legal advisers and insurers.
Where these organisations process personal information on our behalf, we require them to handle that information appropriately and in accordance with applicable data protection requirements.

4.2 International transfers
Some third-party providers may process personal information outside the United Kingdom.Where personal information is transferred internationally, we will ensure that an appropriate lawful transfer mechanism or safeguard is used where required.
Where required, appropriate transfer-risk or data-protection assessments will also be undertaken.

4.3 External websites
Our website may contain links to third-party websites or services.
Those organisations operate under their own privacy policies and Screen-Safe is not responsible for how those external websites process personal information. We encourage users to review the privacy information provided by third-party websites before submitting personal information to them.

4.4 Schools and education settings
Schools and other education settings may purchase or provide access to Screen-Safe services for staff, governors, parents and carers.
Protect & Connect does not require schools to provide Screen-Safe with pupil personal information or create accounts for pupils. Where a school provides us with personal information relating to adult staff or other adult users, we process that information only for appropriate purposes connected with administering and delivering Screen-Safe services and in accordance with applicable data protection law and contractual arrangements.
Depending on the particular processing activity, Screen-Safe and an education setting may each act as independent controllers of personal information, or Screen-Safe may process particular information on behalf of the education setting. Where Screen-Safe acts as a processor on behalf of an education setting, appropriate contractual arrangements will apply.

5. Changes of Business Ownership and Control

5.1 Business changes
If Screen-Safe is involved in a merger, acquisition, restructuring, sale of all or part of the business or another change of ownership, relevant personal information may be transferred as part of that transaction. Any such processing will take place in accordance with applicable data protection law. Where required, individuals will be informed about significant changes affecting the processing of their personal information.

5.2 Sale of personal information
Screen-Safe does not sell personal information to third parties for their own marketing purposes.

6. Controlling Access to your Data

6.1 Marketing and communication preferences
You can:
  • unsubscribe from marketing communications using the unsubscribe option included in our emails
  • contact us to change your communication preferences
  • ask us to stop sending direct marketing at any time.


6.2 Withdrawal of consent
Where we rely on consent as our lawful basis for processing personal information, you may withdraw that consent at any time.Withdrawing consent will not affect processing that lawfully took place before consent was withdrawn.

6.3 Cookies and similar technologies
Our website and learning platform may use cookies and similar technologies. Further information about the cookies and similar technologies we use is available in our separate Cookie Policy.

7. Your Right to Withhold Information

7.1 Information required to provide services

You may browse parts of our website without creating an account or providing personal information.

However, we may require certain personal information where it is necessary to:

  • create or administer an account;

  • provide a service you have requested;

  • process a purchase;

  • register you for training, a webinar or an event;

  • fulfil a contract; or

  • meet a legal obligation.

If you choose not to provide information that is necessary for one of these purposes, we may not be able to provide the relevant service.

7.2 Data minimisation

We will only ask for personal information that is reasonably necessary for the relevant purpose.

8. Accessing your own Data

8.1 Your data protection rights

Depending on the circumstances, UK data protection law may give you the right to:

  • request access to personal information we hold about you;

  • ask us to correct inaccurate or incomplete personal information;

  • ask us to erase personal information where applicable;

  • ask us to restrict the processing of personal information in certain circumstances;

  • object to particular types of processing, including direct marketing;

  • receive certain personal information in a structured, commonly used and machine-readable format where the right to data portability applies;

  • withdraw consent where processing is based on consent; and

  • raise concerns about how your personal information is being processed.

These rights are not absolute and may depend on the circumstances and lawful basis for processing.

8.2 Making a request

Requests relating to your personal information or data-protection rights can be made using the contact details in section 11.

We may ask for information reasonably necessary to confirm your identity before responding to a request. This helps us ensure that personal information is not disclosed to someone who is not entitled to receive it.

8.3 Fees

You will normally not be charged a fee for exercising your data-protection rights.

Where permitted by law, we may charge a reasonable fee or refuse to act on a request that is manifestly unfounded or excessive.

8.4 Response times

We will respond to valid requests within the period required under applicable data protection law.

Where permitted by law and a request is particularly complex, or a number of requests have been made, the response period may be extended. Where this applies, we will inform you.

8.5 Complaints

You have the right to make a complaint to the Information Commissioner’s Office (“ICO”), the UK regulator for data protection.

We would appreciate the opportunity to address your concern first, but this does not affect your right to contact the ICO.


9. Security

9.1 Data security

Screen-Safe takes appropriate organisational and technical measures to protect personal information against accidental or unlawful loss, misuse, alteration, unauthorised access or disclosure.

Access to personal information is limited to people and organisations who have an appropriate business need to access it.

Where third-party service providers process information on our behalf, appropriate contractual and security arrangements are used where required.

9.2 Personal data breaches

We have procedures in place for responding to suspected personal-data breaches.

Where legally required, we will notify the Information Commissioner’s Office and/or affected individuals in accordance with applicable data-protection law.

9.3 Data retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including where retention is required for legal, regulatory, tax, accounting, contractual or reporting purposes.

Different categories of personal information may therefore be retained for different periods.

Certain business, accounting and transaction records may need to be retained for the period required under applicable tax and company-law requirements.

When personal information is no longer required, we will securely delete, anonymise or otherwise dispose of it as appropriate.

Where information is anonymised so that it can no longer identify an individual, it may be used for statistical, research or service-improvement purposes.


10. Changes to this Policy

10.1 Updates to this Privacy Policy

ScreenSafe Limited may update this Privacy Policy from time to time, including where:

  • our services change;

  • the way we process personal information changes;

  • our technology or service providers change; or

  • applicable law or regulatory guidance changes.

10.2 Notification of changes

The most recent version will be published on our website and the “Last updated” date at the top of this policy will be amended.

Where a change materially affects how we process existing personal information, we will provide additional notice where required by law.

We will review this Privacy Policy periodically to ensure that it remains accurate and appropriate.

11. Contacting Us

11.1 Screen-Safe contact details


If there are any questions regarding this privacy policy you may contact us at anna@screen-safe.co.uk 

11.2 Information Commissioner’s Office


You also have the right to raise a concern with the Information Commissioner’s Office. (ICO)
www.ico.org.uk

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