The Inclusive Digital Safety Forum - Privacy policy

INCLUSIVE DIGITAL SAFETY FORUM PRIVACY NOTICE

The Inclusive Digital Safety Forum is a project funded by the Home Office in order for professionals and other adults operating in the area of SEND, or working with LGBTQ+ children and young people or children and young people in care, can share experience, provide assistance and resources with each other.

The Inclusive Digital Safety Forum can be accessed without having an account with us (Public User) or if you wish to interact with the Inclusive Digital Safety Forum by starting a thread, responding or making other comments you will be able to do so once you have set up an Account with us (Account User). Account Users must abide by the Community Rules at all times.

The Inclusive Digital Safety Forum is operated by South West Grid for Learning Trust (SWGfl) (we, us, our) The Inclusive Digital Safety Forum is accessed via our website at https://www.internetmatters.org/inclusive-digital-safety.

We understand that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, and interacts with the Inclusive Digital Safety Forum (“together referred to as the Site) and only collect and use your personal data as described in this Privacy Notice or otherwise as permitted by law.

Please read this Privacy Notice carefully and ensure that you understand it. If you do not wish us to use your personal data in the manner set out in this Privacy Notice do not use the Site.

1. Information About Us
Our Site is operated by South West Grid for Learning Trust, a Company by limited by guarantee registered in England under company number 05589479.
Registered address: Belvedere House Pynes Hill, Woodwater Park, Exeter, Devon, EX2 5WS.
Email address: privacy@swgfl.org.uk.
Telephone number: 0345 601 3203
We are regulated by the Charity Commission; Charity number 1120354.

2. What Does This Policy Cover?
This Privacy Policy applies only to your use of the Site. You may have accessed the Site via a link from another website and this Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

3. What Is Personal Data?
Data Protection Legislation means all regulations, laws relevant to data protection and privacy in force in the United Kingdom and guidance from the Information Commissioners Office (ICO) as a regulatory body.
Personal data is ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified.
If you are a Public User personal data covers electronic location data, and other online identifiers.
If you are an Account User personal data covers information such as your user name and email address which you will need to provide us to set up your account and also electronic location data, and other online identifiers.

4. What Are my Rights?
Under the Data Protection Legislation, in certain circumstances you have the following rights in respect of your personal data: a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 1.
b) The right to access the personal data we hold about you. Part 9 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 1 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 1 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) The right to data portability. This does not apply to this Site.
i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 1. It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 1.

5. What Personal Data Do You Collect and How? Depending upon your use of the Site, we may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table. Please also see our Cookie Policy where you find how to disable certain cookies.


Type of User Data collected How it is collected
All Users (Public and Account Users) Technical information including IP address. Collected from your browser request and/or through Javascript running in the web page
Account Users only Contact information including full name, username and email. From you on Account registration
Post information e.g. information you post From you when posting on the Site.

For the purposes of the Data Protection Legislation, we are the data controller responsible for such personal data.

6. How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

What We Do What Data We Use Our Lawful Basis
Registering you on the Site. Contact information. Contract – as you have asked to have Account User functionality.
Providing and managing your Account and your adherence to the Community Rules. Contact information. Legitimate interests – as we need to provide you with certain service information and communicate with you concerning the Community Rules or aspects of your use of the Site.
Protecting our business in the event of defamation allegations Contact information. Legitimate interests – as we may need to defend our business if any post you make includes defamatory content.
Protecting others in the event of safeguarding issues Contact information. Legitimate interests – as we may need to suggest that the issues raised cause concern or if other users have raised such concern.
Assessing approximate location of users for analytical purposes only Technical information. Legitimate interests – to allow us to determine how the Site is accessed across the UK.

Where we collect any personal data, it will be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the Data Protection Legislation at all times.

7. How and Where Do You Store My Data?
We only store your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

8. Do we Share your Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions. If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way that we have used it, as specified in this Privacy Policy (i.e. to communicate with you). In some limited circumstances, we may be legally required to share certain personal data, which might include yours, as necessary to protect our business in respect of responding to and defending us in respect of allegations of defamation arising from any material you have posted on the Site, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority or we reasonably consider that it is required in order to safeguard the interests of vulnerable persons. Whilst the Site is a Home Office initiative in collaboration with Internetmatters.org we do not share any personal data with the Home Office or Internetmatters.org.

9. How Can you Access your Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 1. There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding. We will respond to your subject access request not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

10. How long do you keep my personal data?
All Users - We reserve the right to delete or anonymise any technical information 12 months after collection.
Account Users – We reserve the right to delete or anonymise your account information and associated posts where you have not logged in to the site for a period of 12 months.

11. Changes to this Privacy Policy
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change the Site in a way that affects personal data protection. Any changes will be immediately posted on the Site and you will be deemed to have accepted the terms of the Privacy Notice on your first use of the Site following the alterations.