Privacy Policy for the Serious Youth Violence Network (SYVN)

Effective date: 22 August 2026
Next scheduled review: August 2027

1. Who we are

The Serious Youth Violence Network (SYVN) is operated by Alkhami Consultancy & Training Ltd. Alkhami Consultancy & Training Ltd is the controller responsible for the personal information described in this policy.

Address: 144 Potters Lane, Aston, Birmingham, B6 4UU
Privacy contact: info@syvn.org.uk
Website: www.syvn.org.uk

2. What this policy covers

This policy explains how we collect and use personal information when you use the SYVN website, complete the Impact Pathway Assessment, register for learning, download or request resources, submit an enquiry or take part in an SYVN course or professional service.

SYVN’s public forms are intended for practitioners and professionals. Do not include names or identifiable information about children, families or live cases in assessment or enquiry responses.

3. Information we may collect

Depending on how you interact with SYVN, we may collect:

  • identity and contact information, such as your name, work email and telephone number;
  • professional information, such as your organisation, role and organisation type;
  • enquiry information, including your professional challenge, desired outcome and contact preference;
  • assessment information, including your answers, calculated pathway, scores, recommendation and submission time;
  • learning records, including registration, enrolment, progress, assessment attempts, results and completion information;
  • communication and support records;
  • marketing preferences;
  • technical and usage information, such as IP address, device, browser, pages visited, cookies and security logs.

4. How we collect information

We collect information:

  • directly from you when you complete a form, assessment, course registration or communicate with us;
  • automatically through the website, cookies, server logs and security tools;
  • from learning, email, hosting and other service providers acting on our behalf;
  • from your organisation or another source where you have asked them to arrange learning or professional support for you.

5. Why we use information and our lawful bases

We use personal information only where we have a lawful basis.

  • Responding to enquiries and arranging services: to take steps at your request before entering a contract and for our legitimate interests in responding to professional enquiries.
  • Providing paid courses or services: to perform our contract with you or the organisation arranging the service.
  • Providing the free taster, resources and Impact Pathway Assessment: for our legitimate interests in delivering the professional-development service you requested and improving practitioner learning.
  • Maintaining learner and assessment records: to perform a contract where applicable, meet legal obligations and pursue our legitimate interests in administering, evaluating and improving learning.
  • Operating, securing and improving our website and systems: for our legitimate interests in reliable, safe and effective services and, where required, your consent for non-essential cookies or analytics.
  • Sending marketing communications: with your consent or as otherwise permitted by law. You can opt out at any time.
  • Meeting legal, regulatory or safeguarding obligations: where processing is necessary to comply with law, establish or defend legal claims, protect vital interests or address a matter we are legally required to handle.

Where we rely on legitimate interests, we consider whether the processing is necessary and balanced against your rights and reasonable expectations.

6. Assessment scoring and profiling

The Impact Pathway Assessment uses your answers to calculate a professional-development pathway and recommend relevant learning or resources. This is a form of automated scoring or profiling, but it does not make a decision that has a legal or similarly significant effect on you. It does not determine professional competence, employment, safeguarding status or access to statutory services.

Specialist Practice Briefing requests are reviewed by a person before a recommendation or service route is confirmed. You may contact us if you believe an assessment result is inaccurate or want the recommendation explained.

7. Who we share information with

We may share the minimum necessary information with trusted providers supporting:

  • website and hosting services;
  • the virtual learning portal and course administration;
  • email, cloud storage and collaboration tools;
  • form processing, security, analytics and technical support;
  • professional advisers, insurers or auditors;
  • public authorities, regulators, courts or law-enforcement bodies where disclosure is required or permitted by law.

Service providers may use information only to provide services to us and must protect it appropriately. We do not sell personal information.

8. International transfers

Some service providers may process information outside the United Kingdom. Where this happens, we will use an applicable adequacy regulation or appropriate contractual and organisational safeguards, such as the UK International Data Transfer Agreement or UK Addendum, as required.

9. How long we keep information

We keep personal information only for as long as needed for the purpose collected and to meet legal, contractual, safeguarding, accounting or claims requirements.

  • Specialist Practice Briefing enquiries that do not become a customer relationship are retained for up to 24 months after the last contact.
  • Customer, learner, payment and contractual records are retained for the course or service relationship and any additional period required by law, accounting rules or the resolution of claims.
  • Assessment and free-course records are retained for as long as necessary to provide the requested result, administer learning, evaluate the pilot and maintain appropriate evidence, then securely deleted or anonymised under our retention schedule.
  • Marketing records are retained until you withdraw consent, opt out or the record is removed through our periodic review.
  • Security and technical logs are retained for a limited period appropriate to system security and troubleshooting.

Where an enquiry becomes a customer or learner relationship, the relevant customer or learner retention period will apply instead.

10. Security

We use proportionate technical and organisational measures designed to prevent personal information from being lost, misused, altered, disclosed or accessed without authorisation. Access is limited to people and providers who need the information for an authorised purpose.

No online system is completely secure. Please use the designated safeguarding and emergency routes rather than website forms for urgent or sensitive case information.

11. Your rights

Depending on the circumstances, you may have the right to:

  • request access to your personal information;
  • ask us to correct inaccurate or incomplete information;
  • ask us to erase information;
  • restrict or object to processing;
  • receive information you provided in a portable format;
  • withdraw consent where processing relies on consent;
  • object to direct marketing;
  • ask for information about the assessment recommendation and request human review.

These rights are not absolute and may depend on the lawful basis and circumstances. Contact info@syvn.org.uk to exercise a right. We may need to verify your identity.

12. Complaints

Please contact us first at info@syvn.org.uk so we can try to resolve your concern.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority:

Website: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

13. Cookies

The website may use necessary cookies for operation and security and optional cookies for analytics or other features. Where consent is required, optional cookies should not be activated until you make a choice. More detailed cookie information may be provided through the website’s cookie controls or a separate cookie notice.

14. Changes to this policy

We may update this policy when our services, providers or legal obligations change. We will publish the current version on this page and update the effective date. Where a change materially affects how we use existing information, we will take reasonable steps to bring it to the attention of affected people before the new use begins.