Privacy Policy
Kaizen Safeguarding is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store, and protect personal information when you interact with us, use our website, attend training, engage consultancy services, make enquiries, or otherwise communicate with us.
We are committed to handling personal information lawfully, fairly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable legislation.
1. Who We Are
Kaizen Safeguarding provides safeguarding consultancy, training, supervision, policy development, audits, reviews, research, and related support services across the faith, charity, education, and wider sectors.
Data Controller: Kaizen Safeguarding Limited
Website: https://www.kaizensafeguarding.org
Email: info@kaizensafeguarding.org
If you have any questions about this Privacy Notice or how we process your data, please contact us using the details above.
2. The Information We Collect
We may collect and process the following categories of personal information:
Information You Provide Directly
Name
Organisation name
Job title or role
Email address
Telephone number
Postal address
Training attendance details
Enquiry information
Information submitted through forms, emails, or bookings
Information shared during consultancy or supervision sessions
Safeguarding and Sensitive Information
Some of the work we undertake may involve sensitive or special category information, including:
Safeguarding concerns
Information relating to children or adults at risk
Health or wellbeing information
Religious or faith-related information
Trauma-related disclosures
Criminal allegation or disciplinary information where relevant to safeguarding practice
We process such information only where there is a lawful basis and an appropriate condition under UK GDPR and the Data Protection Act 2018.
Website and Technical Information
When you visit our website, we may collect:
IP address
Browser type and version
Device information
Pages visited
Time spent on pages
Referral source
Cookie preferences
3. How We Use Your Information
We may use personal information to:
Respond to enquiries
Deliver consultancy or training services
Provide safeguarding advice or supervision
Manage bookings and payments
Communicate with clients and service users
Maintain records of services provided
Improve our website and services
Send newsletters or updates where consent has been provided
Meet legal, regulatory, safeguarding, or insurance obligations
Protect children, adults at risk, staff, and others from harm
Defend or establish legal claims where necessary
4. Lawful Bases for Processing
Under UK GDPR, we rely on one or more of the following lawful bases:
Contract - Where processing is necessary to deliver agreed services or respond to requests prior to entering a contract.
Legitimate Interests - Where processing is necessary for our legitimate interests in operating and improving our services, provided those interests are not overridden by your rights and freedoms.
Consent - Where you have provided consent, such as subscribing to newsletters or agreeing to optional communications. You may withdraw consent at any time.
Legal Obligation - Where we are required to process information to comply with legal or regulatory duties.
Safeguarding - Where processing is necessary to protect someone from serious harm.
Special Category Data - Where special category data is processed, we rely on additional conditions under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018, including:
Explicit consent
Safeguarding of children and individuals at risk
Establishment, exercise, or defence of legal claims
Substantial public interest
5. Safeguarding and Confidentiality
As a safeguarding organisation, there may be circumstances where confidentiality cannot be maintained, particularly where:
a child or adult may be at risk of harm;
there are concerns regarding abuse, neglect, exploitation, or serious misconduct;
disclosure is required by law, statutory guidance, court order, or regulatory obligation.
Where appropriate and safe to do so, or where there is a mandatory requirement, we will seek to be transparent about information sharing decisions.
6. Sharing Your Information - We do not sell personal information. We may share information with:
statutory safeguarding agencies;
police or regulatory bodies;
professional advisers or insurers;
trusted service providers acting on our behalf;
training venues or booking systems where necessary;
IT and website providers;
payment processors.
Any sharing will be proportionate, lawful, and limited to what is necessary. We require third parties handling personal data on our behalf to maintain appropriate security and confidentiality standards.
7. International Transfers - Where information is stored or processed outside the UK, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
8. Data Security - We take appropriate technical and organisational measures to protect personal information from:
unauthorised access;
accidental loss;
misuse;
alteration;
disclosure;
destruction.
These measures may include:
password-protected systems;
encrypted devices and communications where appropriate;
restricted access to records;
secure cloud-based systems;
staff and associate confidentiality obligations.
9. Data Retention - We retain personal information only for as long as necessary for the purposes for which it was collected, including legal, safeguarding, insurance, financial, and operational requirements. Retention periods may vary depending on the nature of the work undertaken. Examples may include:
general enquiries: up to 12 months;
training records: up to 7 years;
financial records: 6 years plus current financial year;
safeguarding consultancy records: retained in line with contractual, legal, and safeguarding considerations. This can be up to 75 years.
Where information is no longer required, it will be securely deleted or anonymised.
10. Your Rights
Under UK GDPR, you may have the right to:
access your personal information;
request correction of inaccurate information;
request deletion of information in certain circumstances;
restrict processing;
object to processing;
data portability;
withdraw consent where consent is relied upon.
Some rights are subject to legal exemptions and safeguarding considerations.
Requests can be made by contacting us using the details above.
11. Complaints - If you are concerned about how we handle your information, please contact us first so we can try to resolve the issue.
Email: info@kaizensafeguarding.org
You also have the right to complain to the UK Information Commissioner’s Office (ICO).
Information Commissioner’s Office (ICO)
12. Cookies - Our website may use cookies and similar technologies to improve functionality, analyse website traffic, and enhance user experience. Where non-essential cookies are used, we will seek consent in accordance with applicable UK privacy and electronic communications laws. You can manage cookie preferences through your browser settings or cookie banner preferences.
13. External Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites.
14. Children and Young People - Our services are generally directed towards organisations and adults in professional and personal roles. However, safeguarding work may involve information relating to children and young people. We are committed to handling such information with particular care and in accordance with safeguarding and data protection legislation.
15. Changes to This Privacy Notice - We may update this Privacy Notice from time to time to reflect legal, operational, or organisational changes. The latest version will always be available on our website.
Last updated: 15/05/2026