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.

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. We do not transfer personal data to third countries outside the UK or EU.

Cookies

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

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).