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Privacy Policy

Safeguarding Adults Reviewers Network (SARN) Website  – Privacy Policy

Effective date: [TBC]
Data controller: Safeguarding Adults Reviewers Network (SARN)
Email: info@sarn.org.uk
SARN is a UK‑wide community of practice for adult safeguarding reviewers. We are responsible for the personal data we collect and use through this website, our membership processes, and our events. For independent advice or to make a complaint, you can contact the UK Information Commissioner’s Office (ICO).【A】【B】

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1) The data we collect

We collect the minimum personal data needed to run the Network and provide our services:

  • Membership & account data – name, job title/role, organisation, professional region/nation, email, membership status, fee/payment records.

  • Events & Community of Practice – registrations, attendance, contributions to agendas or chats, and (where expressly stated) recordings or screenshots.

  • Communications – enquiries, feedback, survey responses, subscription choices.

  • Website & device data – IP address, browser type, device identifiers, pages viewed, referral source, cookie preferences.

We apply the UK GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity/confidentiality and accountability to everything we do.

Special category data: We do not seek sensitive data. If you choose to share, for example, accessibility needs for an event, we will use it only for that purpose and apply additional safeguards.

2) Why we use your data (purposes) and our lawful bases

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3) Cookies and similar technologies

We use cookies to make the site work, remember your choices, and (with your permission) to understand how the site is used.

  • Strictly necessary cookies (no consent needed): security, session, consent logging.

  • Optional cookies (consent needed): analytics and any marketing/tracking tags.

Under PECR, we must tell you about cookies, explain what they do, and obtain your consent for non‑essential cookies. Our banner allows you to accept, reject or manage optional categories at any time. You can also change your browser settings.

Note on changes to UK rules: The UK is updating aspects of data and e‑privacy law; we monitor ICO guidance and will update our cookie approach and this notice when changes are confirmed.

See our Cookie Policy for details of each cookie, purpose, and retention.

4) Who we share data with (processors and recipients)

We use trusted service providers who act on our instructions (data processors), for example:

  • Web hosting & CMS: [WIX]

  • Email & list management: [WIX/GMAIL]

  • Video conferencing (events): [Zoom/MS Teams,

  • Payments: [TBC]

  • Analytics / consent management: [WIX]

We require written contracts that include UK GDPR terms, limit use to our purposes, and require appropriate security. We may also share data where required by law or to establish/defend legal claims. We never sell personal data.

International transfers: If any provider stores or accesses data outside the UK, we will ensure a valid transfer mechanism (e.g., UK adequacy regulations or standard contractual clauses) and additional safeguards as needed.

5) How long we keep your data (retention)

We keep personal data only as long as needed for the stated purposes, then delete or anonymise it:

  • Membership records: active membership + [1 years] after lapse

  • Event records/attendance: [1 months/years]; recordings only with consent and for a stated, limited period

  • Financial records (payments/invoices): 6 years (legal/accounting)

  • Website analytics: [3 months] (or sooner if anonymised)

This follows the UK GDPR storage limitation principle.【A】

6) Your rights

You have the right to:

  • Access your personal data

  • Rectify inaccuracies

  • Erase your data (where applicable)

  • Restrict or object to certain processing

  • Data portability (for data you provided to us that we process by automated means under consent/contract)

  • Withdraw consent at any time (this doesn’t affect prior lawful processing)

  • Complain to the ICO

To exercise your rights, email [info@sarn.org.uk]. For more on your rights, see the UK guidance below. 【B】

7) Security

We use appropriate technical and organisational measures to protect personal data (e.g., role‑based access, encryption in transit, secure hosting, least‑privilege access, supplier due diligence, incident response). These reflect the UK GDPR integrity and confidentiality principle.【A】

8) Children’s data

SARN is for adult professionals. We do not knowingly collect children’s data. If you believe a child has provided personal data, please contact [info@sarn.org.uk] and we will delete it unless we are legally required to keep it.

9) Direct marketing and newsletters

  • Members: We send essential service/administrative emails without consent (membership services, governance, event papers).

  • Non‑members or promotional content: We will seek consent or provide a clear opt‑out, consistent with UK GDPR and PECR rules for electronic marketing.【C】

You can unsubscribe at any time via the link in our emails.

10) Third‑party links

Our site may link to external websites (e.g., research, training providers). Those sites have their own privacy information; please review it. We are not responsible for third‑party content or practices.

11) Changes to this policy

We may update this policy to reflect changes in law, guidance or our services. We will post updates here and, where appropriate, notify members by email (e.g., material changes to cookie use or transfers).

Last updated: [DD Month YYYY]

12) Contact us / complaints

If you are not satisfied, you can complain to the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF · Tel: 0303 123 1113 · ico.org.uk.【B】

Key UK references (transparency)

  • UK GDPR principles & guidance – ICO: seven principles and accountability duties that should underpin your processing.【A】

  • UK data protection framework – GOV.UK overview of UK GDPR and the Data Protection Act 2018, including individual rights.【B】

  • Cookies & PECR – ICO cookies guidance: tell users, explain purpose, and obtain consent for non‑essential cookies; exceptions for strictly necessary cookies.【C】

  • International transfers & DPA 2018 – UK legislation site for adequacy and standard clauses framework.【D】

  • Plain-language drafting help – ICO privacy notice generator for SMEs (useful structure and content prompts).【E】

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