Privacy Policy

Who we are

Safeboard is operated by SAFEBOARD LTD, a company registered in England and Wales.

• Registered office: 50 Princes Street, Ipswich, Suffolk, IP1 1RJ
• ICO registration number: ZC198623
• Contact: info@safeboard.co.uk

SAFEBOARD LTD is registered with the Information Commissioner's Office (ICO) as a data controller and, where we process data on behalf of our clients, as a data processor.

What this policy covers

This policy explains how we collect, use, store and protect personal data when you:

• Use the Safeboard platform as a candidate, employee, or care provider
• Visit our website
• Contact us directly

What data we collect

Depending on how you interact with Safeboard, we may collect:

If you are a candidate

• Contact details (name, email, phone number, address)
• Employment and education history
• Right to Work documentation
• DBS (Disclosure and Barring Service) check results and reference numbers
• References and referee contact details
• Interview notes and assessment outcomes
• Onboarding documentation

If you are a provider (our client)

• Business contact details
• User account information for staff using the platform
• Recruitment and onboarding records for candidates you manage

If you visit our website

• IP address, browser type, device information
• Cookie data (see our Cookie Policy for details)

Why we process this data and our lawful basis

Where we process criminal record or DBS data, we do so under the additional conditions set out in Article 10 UK GDPR and Schedule 1 of the Data Protection Act 2018, with appropriate policy documentation in place.

Our role: controller vs. processor

For most candidate and recruitment data, our care-sector clients (providers) are the data controller, and Safeboard acts as their data processor. This means:

• We process data only on the documented instructions of the relevant provider
• We have Data Processing Agreements (DPAs) in place with our provider clients
• Requests to access, correct, or delete your data as a candidate should generally be directed to the provider you applied to — but we will support and facilitate this on their behalf

For website visitors and our own business contacts, SAFEBOARD LTD acts as the data controller in its own right.

Who we share data with

We may share data with:

• The care provider you have applied to or are employed by
• DBS and identity verification services, where required for safer recruitment checks
• IT and hosting providers who support the Safeboard platform (under appropriate data processing agreements)
• Regulators or authorities where we are legally required to do so

We do not sell personal data.

International data transfers

If any of our service providers are based outside the UK, we ensure appropriate safeguards are in place, such as an adequacy decision, Standard Contractual Clauses (SCCs) with a UK addendum, or an International Data Transfer Agreement (IDTA).

How long we keep data

We retain personal data only for as long as necessary for the purposes it was collected, in line with our clients' safer recruitment and regulatory retention obligations (including CQC and Ofsted requirements, where relevant). Retention periods vary by data type — for example, DBS-related records are typically retained in line with statutory safer recruitment guidance, while unsuccessful candidate applications are retained for a defined period before deletion.

Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate data
• Erase your data, in certain circumstances
• Restrict or object to processing
• Data portability, where processing is based on consent or contract and carried out by automated means
• Withdraw consent at any time, where processing is based on consent

Where SAFEBOARD LTD is a processor rather than controller for your data, we will forward your request to the relevant provider and support them in responding, or respond on their behalf where agreed.

Complaints

If you have a concern about how your data has been handled, please contact us first at info@safeboard.co.uk. We will acknowledge your complaint and investigate without undue delay, in line with our data protection complaints procedure.

You also have the right to complain directly to the Information Commissioner's Office (ICO):

• Website: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113

Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page reflects the most recent revision.