Privacy Policy

Who we are

Safeguard is operated by Softfox Ltd (“we”, “us”, “our”), a company registered in England and Wales. We provide a safeguarding management platform for voluntary youth performing arts and sports organisations.

For the purposes of UK GDPR and EU GDPR, Softfox Ltd acts as a data processor for member data held on behalf of our customers (who are the data controllers). For account and billing data, Softfox Ltd is the data controller.

What we collect

We collect two categories of data:

• →Account data — name, email address, organisation name, and billing information provided during registration.
• →Member data — data about the members of your organisation, including minors. This is entered by you (the data controller) and may include names, dates of birth, medical information, parental consent records, and safeguarding notes. We process this data on your behalf.

Legal bases for processing

• →Contract — processing necessary to provide the service you have contracted for.
• →Legitimate interests — security logging, fraud prevention, and service improvement.
• →Legal obligation — retaining records as required by applicable law.

How long we keep your data

Account data is retained for the duration of your contract with us and for up to 3 years after termination, in line with our legal and accounting obligations. Member data is retained in accordance with your organisation's retention policy. You may request deletion at any time, subject to legal retention requirements.

When an organisation is deleted (by its admin, or automatically after 30 days locked for non-payment), its data is removed from the live service immediately and a downloadable archive is kept for 90 days so the organisation can retrieve its records. The archive is available only to the organisation's admins, protected by a one-time code sent to their email address, and is permanently deleted after 90 days. Audit records are retained for 7 years.

Your rights

Under UK GDPR, you have the right to: access your personal data; rectification of inaccurate data; erasure (“right to be forgotten”); data portability; restriction of processing; and to object to processing based on legitimate interests.

To exercise any of these rights, contact us at hello@softfox.com. We will respond within one month.

International transfers

All Safeguard data is hosted in the European Union. A small number of our sub-processors operate outside the UK and EU (for example, for transactional email and operational alerting); where they do, transfers are protected by Standard Contractual Clauses. Member records themselves are never stored outside the EU. See our sub-processors list for each provider and its location.

Cookies

We use essential cookies only — session management and CSRF protection. See our Cookie Policy for details.

Website analytics

We use Plausible Analytics to count visits to our public web pages, such as the home, pricing and landing pages. Plausible is hosted in the EU and does not use cookies. It does not run when you are signed in to Safeguard, and it is never used on pages that show member or organisation records.

Plausible processes your IP address and browser details only briefly, to count unique visitors, and does not store them; we see aggregate figures only, such as page views and sign-ups. For this website analytics Softfox Ltd is the data controller, and our legal basis is our legitimate interest in understanding how people find and use our website.

How to contact us

For any privacy-related questions, email us at hello@softfox.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk (opens in a new tab).