Special Networks Privacy Notice

Introduction
Welcome to the privacy notice of Special Networks. We respect your privacy and are committed to protecting your personal information. This notice explains how we collect, use, store, share, and protect your personal information when you interact with us, including when you participate in surveys, workshops, training programs, or other services we provide.

Contact Details
If you have any questions about this privacy notice or your personal information, please contact us:
Email: hello@specialnetworks.co.uk

What Information We Collect, Use, and Why
We may collect, use, and store the following personal information depending on your interaction with us:

• For Surveys and Research: With your consent we may collect information such as age group, gender, and responses to survey questions related to preferences, opinions, and feedback around products, services and experiences. This helps us analyse survey results, improve experiences and creates a platform for different perspectives to be recognised and understood.

• For Training Programs or Workshops: We may collect your name, contact details, organisation details, role (e.g., parent, carer, professional), and any dietary or accessibility requirements for in-person events. This helps us provide and tailor our services to you.

• For Marketing and Information Updates: With your consent we may collect names, contact details, marketing preferences, and records of consent to keep you informed about our services and activities.

• For Queries, Complaints, or Claims: We collect names and contact details to address your concerns and respond effectively.

Lawful Bases for Processing Your Information
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Under UK and EU data protection laws, we must have a “lawful basis” for collecting and using your personal information. Depending on the activity, our lawful bases include:

• Consent: We have permission from you after we gave you all the relevant information. For example, we rely on your consent to process your information for surveys, marketing activities, or where required by law. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. For surveys you have the right to withdraw consent at any time up to the analysis of the survey responses.

• Legitimate Interests: We are collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

• Legal Obligation: We may process your information to comply with applicable laws or regulations. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where We Get Your Information From
We may collect information directly from you when you:

• Participate in surveys or feedback activities.

• Sign up for training programs or workshops.

• Opt-in to receive marketing communications.

• Contact us with a query or concern.

We may also receive information from parents or carers if they act on behalf of a child or individual who cannot provide information directly.

How Long We Keep Your Information
We retain personal information only as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. For example:

Who We Share Your Information With
We may share your information with the following parties where necessary:

• Service Providers: Such as those assisting us with survey analysis, event management, or IT services.

• Partner Organizations: For example, where a survey or training is carried out jointly with another organisation.

• Legal Bodies and Regulatory Authorities: To comply with applicable laws or to respond to lawful requests.

• Internal Analysis: We may share aggregated, anonymised data for research or analysis purposes, which will not identify any individual.

We do not sell your personal information to third parties.

International Data Transfers
If we need to transfer your personal data outside of the UK or European Economic Area (EEA), we will ensure that appropriate safeguards are in place to protect your information. This may include:

• Transferring data to countries with an adequate level of protection as determined by the UK or European Commission.

• Using standard contractual clauses approved by relevant authorities.

How to Complain
If you have concerns about our use of your personal data, you can make a complaint to us using the contact details above. If you are not satisfied with our response, you can also complain to the UK Information Commissioner’s Office (ICO):

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Changes to this Privacy Notice
We may update this privacy notice from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website, and we encourage you to review it regularly.

Last updated: 22nd October 2024