Privacy Notice

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 Woodland Baines Ltd are safeguarding specialists who provide safer organisations support, assessment, supervision, and training.

Woodland Baines Ltd are registered at Companies House in the UK.
Company registration number 15785405 

We are the Data Controller for personal information covered by this Policy. We also provide services to schools and others where we act as a Data Processor not a Data Controller. Our data processing terms apply to these services.

 Woodland Baines work hard to protect and respect your privacy. Our Privacy Notice sets out how and why we process your personal information. If you don't understand anything set out here, you can also contact info@woodlandbaines.co.uk for more information.

We use your personal information to achieve our business purposes by promoting our work and delivering services which benefit sectors involved in safeguarding.  To promote our work, we may use personal information for the purposes of sending you email updates, organise events and to help our website to function properly. You can read more about these purposes below. 

When you provide us with your email address or telephone number, we may use these to communicate with you in order to allow us to provide our services to you.  When you sign up to get emails from us about our services, we may ask you for the following information: Your name; email address; and sometimes business information about your organisation and role. We may also collect this information as part of your subscription to our mailing lists. When you sign up to a mailing list with us you are consenting to receiving relevant email updates. If you no longer want our emails, you may withdraw your consent by using the ‘unsubscribe’ links or contact us via info@woodlandbaines.co.uk to request deletion for any mailing list.   

Our emails may, from time to time, contain links to and from the websites of third parties. We are not responsible for these other websites, and you should read their privacy policies if you want to understand how they process your information.

When you attend one of our events or commission other services, we may collect your name; your email address; your postal address; business information about your organisation and role and sometimes payment information. We will collect this information as part of your confirmation of attending an event or commissioning a service and on the legal basis that we are fulfilling a contract with you to provide access to the event or provide another service. We use this personal data to organise and administer the events and services. This includes, for example, sharing the names of attendees to sub-contractors involved in providing business and consultancy services and venues we are using. We may use external platforms to manage some of our events such as Eventbrite, for this. When you are a speaker, presenter or sponsor at our events we may publish your details on communication platforms, websites and social media as part of the promotion of that event.

When you use certain elements of our website(s), we may collect: Your name; your email address; IP address; your postal address; business information about your organisation and role; and payment information. We will collect this information as part of your registration on our website or when you purchase something from us or use our services.

We will use this information for the following purposes to fulfil our legitimate business interests in:

• managing the operation of our website and to allow you to create an      account, access and use the services we provide.
• charging you for goods or services we offer
• keeping our website and other IT systems secure so that we can      prevent other people from accessing your personal information.
• delivering appropriate and accurate content to you and your device from within the website.
• notifying you of changes to our services, and to provide you with support in using our services.
• providing support in using our website(s), we may keep records of such contact.

We may also use this information to carry out our obligations arising from any contracts entered into between you and us. 

Woodland Baines Ltd www.woodlandbaines.co.uk

Our website 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.

Cookies

Our website places cookies on your computer if you consent.  A cookie is a small file on your computer that records the sites you visit, advertisers mainly use cookies to track your interests and show you targeted content, but they can reveal where you have been online. You can delete all your cookies by doing the following:

• Chrome: Click on 'Chrome' – 'Clear Browsing Data'
• Safari: Clearing 'History' will clear cookies.
• Microsoft Edge: Press Ctrl + Shift + Delete at the same time, then tick/untick the options you’d like      to clear and select “Clear now”.
• Firefox: Click on Tools – Options – Privacy – select the Clear button (next to Cache and Saved Form Information)

 We do not run a helpline, but we are happy to advise any professional who wants to talk through a safeguarding concern. Professionals may make contact by email info@woodlandbaines.co.uk and this contact will usually result in a phone call or video meeting.

We are trained to protect your confidentiality and the confidentiality of the person we may discuss.  Some information that could be used to identify you is stored on our central systems. The following information may be recorded:

• a unique id which identifies you
• your phone number (if contact is by phone)
• your email address (if contact is by email)
• Time & date of call
• Caller gender (if given)
• Ethnicity (if given)
• Caller age (if given)
• Contact type (i.e., by phone, email
• Your location data
• Information about your concerns and how you want us to help you
• We also record some statistical information on each contact we receive, to evaluate as part of WB Community. 

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 need to consider the best way to keep yourself safe. Sometimes we 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, or a person in a `position of trust’ with a child or vulnerable adult has behaved in a way that could have caused 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 including those promoting safeguarding and welfare for charitable or academic research purposes. 

 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. 

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 Woodland Baines 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:

• We are ordered to do so by a Court
• We are ordered to do so by an authority with the power to demand a disclosure, including  social services and the police.
• We think we need to make the disclosure to protect the vital interests of you or another person or to protect you or someone else from serious harm.
• We are acting to protect and defend the rights, safety, and security of our organisation  and its employees, customers and others.
• We transfer your personal data when part of our business is sold or transferred to another      organisation.  
• We process it in an aggregated form for research purposes or to provide performance      statistics to our partners and advisory board.
• We are required or authorised to do so by law.

We need to do so for other business purposes described in this policy or for any other purpose disclosed to you at the time we collected your personal information or asked for your consent to process your personal data. 

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. 

Legitimate Interest
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.

• to correspond and  communicate with you
• to inform our market strategy, conduct research, allow access to our services and to support your use of them
• verify the accuracy of the information we hold about you
• create a better understanding of you as a user of our services
• for network and information security
• for the prevention of fraud and other crime
• to respond to your complaints requests and queries
• to assess and improve our services and
• for the establishment and defence of our legal rights
• managing the operation of our website and to allow you to create an account, access and use the services we provide
• keeping our website and other IT systems secure so that we can prevent other people from accessing your personal information
• delivering appropriate and accurate content to you and your device from within the  website
• notifying you of changes to our services, and to provide you with support in using our  services
• providing support in using our services and website, we may keep records of such contact
• managing the  operation of our website and to allow you to create an account, access and  use the services we provide
• for research purposes
• for training and quality control purposes
• for safeguarding purposes as explained above.

Processing your personal information on the basis of your Consent. We may sometimes ask for your consent to process your personal information. Where we rely on your consent to process your personal information you can withdraw your consent at any time.

• to contact you by email with marketing information about our services, for example, we might do this if you register for an account with us online or sign up to  newsletters via WB Community of Practice, and a marketing and communications emails. Sometimes we might ask  you to consent again when we contact you to refresh your marketing preferences
• we may also ask for your consent to share your information with recommended third-party      partners and sub-contractors for them to contact you about their services or the delivery of our services.

We may process your personal information to fulfil a contract with you

• we use your information to comply with our contractual and related legal obligations, for example where this requires us to identify you when we contact you or to bill you for services, facilitate your attendance at an event or deliver services
• we verify the accuracy of the data we hold about you
• we deliver the services you have asked us to under the contract, such as attendance at an event or independent safeguarding services.

 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 info@woodlandbaines.co.uk 

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 Notice/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. 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.

Please contact us if you have any questions or concerns about the way we process your personal data a

Should we fail to resolve your concerns, you have the right to complain to the Information Commissioner’s Office.  This version of the Privacy Notice was last updated in August 2024