Website Terms & Conditions

All contracts for the service are between The Safeguarding Alliance Limited and you (or your organisation). Your use of the service is also subject to our Privacy Policy.

Organisation subscriptions

If your organisation subscribes to the service, your organisation's relationship with us is also governed by our Master Services Agreement (MSA) and Data Processing Addendum (DPA), which are accepted by your organisation's authorised representative (typically the root account holder) at signup. Individual staff and sub-accounts are not required to accept the MSA or DPA separately; by using the service under your organisation's subscription, you use it subject to these Terms, the Privacy Policy, and your organisation's agreement with us.

Applicants and referees

If you are an applicant (e.g. you create an applicant account, submit an application, or use My Applications or the document portal) or a referee (e.g. you provide a reference via the service), these Terms apply to you. By creating an applicant account, submitting an application, or submitting a reference, you agree to these Terms.

How we process your data depends on what you do:

• SafeApply account and profile (e.g. login credentials and profile data you save for autofill): we (The Safeguarding Alliance Limited) are the Controller, as described in our Privacy Policy.
• Applications to specific roles and referee submissions: the organisation that advertised the role or requested the reference is the Controller; we act as Processor on that organisation's instructions, as described in our Privacy Policy and Data Processing Addendum (DPA).

Accounts & access

You must keep your credentials confidential and ensure your use complies with applicable law and your organisation's policies. We may suspend access for security or suspected misuse.

Accuracy of your information

Responsibility for keeping personal data accurate sits with whoever provided it, to the extent that person is able to change it.

• Your SafeApply account and profile. You must provide accurate information when you create your account, and keep your profile up to date using the editing tools in the service. You can amend your profile details, employment and education history, saved documents and profile picture at any time while your account is active.
• Applications you have already submitted. A submitted application is a record of what you provided at the time and cannot be edited afterwards. If information in a submitted application is wrong or has changed, contact the organisation that advertised the role — that organisation controls the application and decides whether to amend it. You may also send us a rectification request and we will pass it to that organisation.
• References you provide as a referee. You must ensure the information you give is accurate at the point you submit it. A submitted reference cannot be amended through the service. If you need to correct a reference after submitting it, contact the organisation that requested it.
• Organisation staff accounts. Accounts for organisation staff are created and maintained by that organisation's administrators. If your account details are wrong, ask your administrator to correct them.

Where we act as Controller you can also exercise your right to rectification directly — see our Privacy Policy. We do not independently verify information provided to us, and we are not responsible for decisions an organisation makes on the basis of inaccurate information supplied by a user.

Acceptable Use

• No unlawful content, malware, infringement, or attempts to bypass security or rate limits.
• No scraping or automated access outside documented APIs.
• No attempts to re‑identify anonymized data.
• No uploading of criminal record certificates (DBS, CRB, etc.) or equivalent certificate documents where the service requires metadata only for criminal checks.
• No uploading of medical or psychological reports or assessments except through the dedicated medical vetting workflow in SafeVerify or SafeRecord.
• No uploading of biometric, genetic, or other special category data except as permitted by the service's configured workflows and your organisation's lawful basis (where you act on behalf of an organisation).

We may remove content and/or suspend access where we reasonably believe our Acceptable Use terms are breached.

Third‑party services

You acknowledge the service relies on third‑party providers, including Amazon Web Services (AWS) (hosting, authentication, document analysis, and AI inference), Google (email delivery), and Paddle.com Market Ltd (billing and payments). Paddle is the merchant of record for your purchase and acts as a controller in its own right for that part of the transaction, so its own terms and privacy notice apply to it. Their terms may apply when you interact with them (e.g., Paddle checkout).

When you interact directly with third-party providers (for example, a Paddle checkout), your use may also be governed by their terms and privacy notices.

Intellectual property

The platform, documentation, and templates are owned or licensed by The Safeguarding Alliance Limited. You receive a limited, revocable, non‑transferable right to use the service during your subscription.

Termination & suspension

We may suspend or terminate access for breach, legal compliance, or at your organisation's request. Data export and deletion are addressed in the MSA/DPA with your organisation.

Disclaimers

The service is provided "as is" and "as available". We do not warrant uninterrupted or error‑free operation.

No professional advice. Outputs, summaries, and other materials provided by the service are for informational purposes only and are not legal, compliance, safeguarding, or HR advice.

Limitation of liability (free users)

Applicants and referees use the service at no charge. For users who are not the paying customer, including all applicants (whether or not they hold a SafeApply account), our aggregate liability arising out of or relating to these Terms shall not exceed £100, except that nothing limits liability for death or personal injury caused by negligence, fraud, or wilful misconduct where such limitation would be unlawful.

Governing law

These Terms are governed by the laws of England & Wales, and the courts of England and Wales shall have exclusive jurisdiction, except where mandatory local consumer or data protection laws require otherwise.

Changes

We may update these Terms. Material changes will be notified in‑app or by email to administrators.

Notices. Formal notices may be sent by email to the contacts specified in your account administration settings or to wg@thesafeguardingalliance.org.uk and are deemed received on business days when sent, unless a bounce-back is received.

Contact

General enquiries: wg@thesafeguardingalliance.org.uk

We have appointed a Data Protection Officer. For anything about your personal data — including exercising your rights or raising a complaint — contact our DPO at dpo@thesafeguardingalliance.org.uk.