Our websites may, from time to time, contain links to and from the websites of third parties. Please check the privacy policies of these websites before you submit any personal data to these websites.
Our website(s) place cookies on your computer. For more details about how our Cookies process your personal information, please see our Cookie Notice.
Our Helpline services are the Revenge Porn Helpline and Report Harmful Content Helplines, our helpline services are available by telephone, email, letter and chatbot.
Our helpline staff are trained to protect your confidentiality and some information that could be used to identify you is stored on our central systems and can be accessed by Helpline staff and sometimes by designated Safeguarding Officers. The following information may be recorded by our staff:
Helpline staff may from time-to-time record or listen in to the information you provide during a call for training, quality, and support.
We take your confidentiality very seriously and will only consider speaking to someone else if we are really worried about what you have told us and believe someone is at risk of serious harm.
If you provide us with personal information about yourself or another person which causes us concern or makes us worry about your safety or the safety of others, we may consult a Safeguarding Officer who we have appointed about the best way to keep yourself safe. Sometimes our Safeguarding Officer will suggest we need to tell someone else what you’ve told us to be able to help you. This may be the case, for example, if you are a Child or Adult who is at risk (for example, you have additional health or care needs which prevent you from protecting yourself). Where you have shared information with us which identifies a child or adult at risk of suffering abuse or harm, we may contact the relevant services or agencies.
We may use any of the information we collect during the provision of our services for research purposes. The information you provide to us is not used to report on specific people for these purposes, but we may use it for such purposes where we can do this without identifying you. We may share this information with research organisations or other parties with similar aims to ours where promotes our charitable purpose.
We may use personal information, including information you share with us when using our services to improve our services including using data to train Artificial Intelligence to help us target and deliver our services more effectively.
StopNCII.org is a free tool designed to support victims of Non-Consensual Intimate Image (NCII) abuse from having their intimate photos shared online. The tool works by generating a hash from your intimate image(s)/video(s) on your phone. Image hashing is the process of using an algorithm to convert an image into a string of characters, or hash that does not identify you. Hashing is one-way using PDQ or MD5 for video.
Duplicate copies of the image all have the exact same hash value. StopNCII.org shares the hash with participating companies so they can help detect and remove the images shared online. Learn more about the tool and participating companies.
We process this information to fulfil your request(s) to remove your hashed image(s) from social media services and other information society services, your personal data will be shared by us with those services which may be outside the United Kingdom.
If you choose to withdraw your consent to processing of any hashed images, we will erase your hashes from our systems and instruct industry partners to do so too. Please be aware, however, that once industry partners become aware of a hash which violates their policies, they reserve the right to continue removing that content.
Whisper is an anonymous reporting service that we provide for schools to use. You can read more about Whisper here.
SWGfL processes contact data provided outside of the messages sent using Whisper. We process this information in order to give functionality to the Whisper service.
We process other data (which may be personal data) relating to the IP address of the machine sending the message and related data. We call this Meta Data. We share Metadata with the School upon request from them and where we deem that this data is proportionate as this is the basis of the Whisper Service agreement we have with them. This includes responding to requests from the Police in response to a threat, or threat to life.
We may also use any information you provide to us for the establishment and defence of our legal rights, or where relevant applicable laws or for compliance with a legal obligation to which we are subject require this.
Our employees and contractors and Suppliers acting on our behalf may have access to your information where this is necessary for their role.
We share your information with third-party service providers that provide business services to us, including general administration services, security and performance monitoring, research, data hosting, auditing, and data processing.
We do not usually share your personal information with other third parties outside SWGFL to use for their own business purposes unless we have your consent to do this. But we may disclose your personal information with third parties where:
As explained earlier some of our links will allow you to visit the Safer Internet Centre who may receive your personal information when you visit their website. You can find out more about the Safer Internet Centre here. Homepage - UK Safer Internet Centre
Unless we tell you otherwise, or you consent to a particular transfer, any transfers of your personal data from within the United Kingdom (UK) to third parties outside the UK will be based on an adequacy decision or are protected by the standard contractual clauses approved by the UK Information Commissioner. Any other non-UK related transfers of your personal data will take place in accordance with the appropriate international data transfer mechanisms and standards. Please contact us if you need any further information about this.
We only retain your data for as long as we have a business need to do. Your contact details are held while you have asked us for information, or we are providing you with services and for a period of no longer than 7 years after we last did business with or had contact with you. We need to hold your information for this long to meet taxation obligations and to manage legal claims. We may also retain personal data for longer for research and statistical purposes where this allowed by the law.
A summary of the legal basis we rely on for using your personal information
We often rely on Legitimate interest (where we process your personal information for our legitimate business purposes). These purposes are set out opposite. We always balance our legitimate interest in processing your information against any risks that this processing may pose to you.
Processing your personal information on the basis of your Consent. We may sometimes ask for your consent to process your personal information we set out where we ask for consent opposite. Where we rely on your consent to process your personal information you can withdraw your consent at any time.
Contract (we may process your personal information to fulfil a contract with you)
By law, you have a number of rights (subject to certain conditions) when it comes to your information. You can exercise any of these rights by contacting us at firstname.lastname@example.org
You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we provide you with the information in this Policy.
You have the right to object to certain types of processing, including opting out of direct marketing.
You have the right to obtain access to your information and certain other information (similar to that provided in this Policy). This is so you’re aware and can check that we are using your information in accordance with data protection law.
You are entitled to have your information corrected if it is inaccurate or incomplete.
This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure, there are exceptions.
You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
You have rights to obtain and reuse your information for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
You have the right to lodge a complaint about the way we handle or process your information with the UK Information Commissioner www.ico.org.uk
If you have given your consent to anything we do with your information, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your information with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your information for marketing purposes.
When you contact us to exercise your rights, we will normally respond within one month from when we receive your request.
Are you worried that someone might see that you have been on our site? Here is some information which may help protect yourself and cover your tracks.
Most browsers have a 'private' or 'incognito' browsing option. Use this when visiting our site and you shouldn’t leave any traces of your activity on your computer or phone.
When you're not in 'private' mode, your browser will record all the pages you visit. You can remove SWGFLs' pages from this record by deleting your ‘History’.
Delete History entries or all History
Delete any entries you are worried about by choosing the delete history options.
Please contact us if you have any questions or concerns about the way we process your personal information. You can do this by emailing our Data Protection Officer or our Head of Privacy at: email@example.com. Or by writing to: South West Grid for Learning Trust, Belvedere House Pynes Hill Exeter EX2 5WS
Or by calling us on 0345 601 3203
Should we fail to resolve your concerns, you have the right to complain to the Information Commissioner’s Office at www.ico.org.uk
This version of the Privacy Notice was last updated in March 2023