This notice explains how PS Safeguarding Ltd handles information submitted through pssafeguarding.co.uk and the LOOK Practitioner portal at look.pssafeguarding.co.uk.
1. Who we are
PS Safeguarding Ltd is the data controller for personal information collected through the website and practitioner portal. It is registered with the Information Commissioner’s Office under reference ZC244139. Privacy questions can be sent to contact@pssafeguarding.co.uk.
2. Information we collect
Depending on how you use the services, we may collect:
- your name, email address, password hash and email-verification status when you create a practitioner account;
- subscription status, Stripe customer and subscription identifiers, chosen plan, payment status and billing-related events;
- early-access feedback, ratings, professional role, work setting and whether you permit follow-up contact;
- security information needed to protect the service, such as login-attempt records, essential session information and password-reset or verification tokens;
- your organisation, professional contact details and information included in an enquiry; and
- business, contractual and financial records where you purchase or commission a service.
PS Safeguarding Ltd does not receive or store your full payment-card details. Payments are processed securely by Stripe.
Do not enter identifiable case information, special-category personal data, confidential records or information about people receiving services into website, feedback or practitioner-account forms.
3. Temporary reflections and optional local saving
Entries in the public LOOK Interactive tool exist only in the page’s temporary memory while it remains open. They are not written to browser storage, saved in your portal account or sent to PS Safeguarding Ltd or any external processing service. Refreshing or closing the page erases them.
Some practitioner forms provide a separate “Save on this device” option. Information is stored locally only when the user deliberately chooses that option. The current tools do not interpret or analyse case information; fixed, pre-written prompts and rules arrange the user’s own entries into a structured draft.
Use only fictional or fully anonymised information. Do not paste or summarise clinical, care, safeguarding, police, housing or other case records, or enter identifiable or confidential information. Other people with access to the same device or browser profile may be able to see information deliberately saved through a practitioner form. Users are responsible for transferring any professionally required output to their organisation’s approved record and clearing locally saved entries where appropriate.
The assessment checklist on People, families & carers uses your ticks only in the open page to show fixed suggestions. It does not submit a referral, request an assessment, contact a service, or send or save your selections. “Clear my ticks” removes the selections and suggestions. The separate enquiry form sends only the information you deliberately submit through that form.
4. How and why information is used
Account information is used to create, verify, secure and administer practitioner access. Subscription information is used to provide paid access, manage billing and maintain financial records. Feedback is used to evaluate and improve LOOK and, only where permission is given, to contact the contributor about their response. Enquiry information is used to respond to requests and consider or deliver professional services.
The usual lawful bases are performance of a contract or steps requested before entering a contract, legitimate interests in operating, securing and improving the service, and compliance with legal obligations. Where consent is specifically requested, it may be withdrawn at any time.
Personal information is not sold and is not used for unrelated marketing.
6. How long information is kept
- General enquiries that do not lead to work are normally kept for no longer than 12 months.
- Early-access feedback is normally kept for up to 24 months after the early-access period so that development themes can be evaluated.
- Account records are kept while an account is active and may normally be removed or anonymised within 24 months after closure or prolonged inactivity, unless they are needed for a legal, security or contractual reason.
- Short-lived verification and password-reset tokens expire automatically. Security records are retained only for as long as reasonably needed to prevent misuse and investigate incidents.
- Subscription, transaction and financial records may be kept for up to six years after the relevant financial year or contract, where required for tax, accounting, legal or dispute purposes.
7. Your information rights
Depending on the circumstances, you may have rights to request access, correction, deletion, restriction or objection, and to receive certain information in a portable format. You may also ask for your practitioner account to be closed by emailing the contact address above. Some records may need to be retained where there is a legal obligation or continuing contractual or legal need.
You may complain to the Information Commissioner’s Office. PS Safeguarding would welcome the opportunity to address your concern first.
9. Contact and updates
Email privacy or account-deletion enquiries to contact@pssafeguarding.co.uk. This notice will be reviewed when website functions, payment services or legal requirements change. Material changes affecting account holders will be brought to their attention where appropriate.