Terms of Service

What Safeguard is

Safeguard is a cloud-based safeguarding management platform operated by Softfox Ltd, designed for voluntary youth performing arts and sports organisations. It provides tools for managing member records, emergency contact information, and attendance.

Who may use it

Safeguard is available to organisations working with under-18s in the United Kingdom. By registering, you confirm that your organisation operates within the UK legal framework for safeguarding children, including the Children Act 1989 and 2004, and relevant statutory guidance.

Account responsibilities

You are responsible for maintaining the security of your account credentials, controlling access within your organisation, and ensuring that users you invite are authorised to access the data they can see. You must notify us immediately of any unauthorised access.

Data responsibilities

Your organisation is the data controller for all member data entered into Safeguard. Softfox Ltd acts as your data processor. You are responsible for ensuring you have the correct legal basis to collect and store the data you enter, and that your use of Safeguard complies with your safeguarding policy and UK GDPR obligations.

A Data Processing Agreement (DPA) is available at /legal/dpa. Your continued use of Safeguard constitutes acceptance of the DPA.

Acceptable use

You must not use Safeguard to:

• →Store data about adults without their consent.
• →Share access credentials with unauthorised persons.
• →Attempt to access data belonging to other organisations.
• →Use the platform for any purpose other than lawful safeguarding management.

Availability

We aim to provide a reliable service but do not guarantee uninterrupted availability. Planned maintenance will be communicated in advance where possible. We are not liable for losses arising from temporary unavailability.

Pricing and billing

Pricing details are provided at the point of registration. Subscription fees are billed in advance on a monthly or annual basis. Full billing terms will be provided separately.

Termination

Either party may terminate the contract with 30 days' written notice. On termination, you may export your data. We will delete your data within 90 days of termination, unless required to retain it by law.

Limitation of liability

To the maximum extent permitted by law, Softfox Ltd's liability is limited to the fees paid in the 12 months preceding the claim. We are not liable for indirect, incidental, or consequential losses.

Governing law

These terms are governed by the laws of England and Wales. Disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact

Questions about these terms: hello@softfox.com