At Thoughtful Insight, we are committed to providing a safe, secure, and inclusive environment for all users, learners, instructors, and staff participating in our online courses and platform activities.
Because Thoughtful Insight operates as a digital learning platform, our safeguarding principles focus on protecting users—particularly young people, vulnerable adults, and any individuals at risk—from online harm, abuse, harassment, exploitation, and inappropriate conduct.
This policy applies to:
All Learners & Users registered on the Thoughtful Insight platform.
Instructors, Facilitators, and Content Creators delivering courses or hosting interactions on the platform.
Thoughtful Insight Employees, Contractors, and Third-Party Partners involved in platform management, moderation, or support.
The purpose of this policy is to prevent harm, establish clear digital conduct standards, and provide accessible reporting procedures for safeguarding concerns.
3.1 Digital Environment & Communication Safety
Platform-Only Interaction: All communication between instructors, facilitators, and learners must take place strictly through official Thoughtful Insight channels (e.g., in-platform messaging, course discussion boards, or scheduled live sessions). Private, unmonitored off-platform contact is strictly prohibited.
Appropriate Conduct: All interactions must remain professional, respectful, and educational. Harassment, cyberbullying, hate speech, grooming, or discriminatory behaviour will result in immediate suspension or termination of account access.
Live Video & Webinar Standards: Any live video streams or virtual classrooms hosted on Thoughtful Insight must be conducted professionally. Instructors and participants are required to maintain appropriate attire, background environments, and digital decorum.
3.2 Content Moderation & Course Integrity
Course Material Review: Thoughtful Insight actively monitors course content to ensure it does not promote self-harm, violence, extremism, radicalisation, or illegal acts.
User-Generated Content: Discussion forums, comments, and submitted assignments are subject to automated and human moderation to detect inappropriate material or potential risk indicators.
3.3 Data Protection & Privacy
Thoughtful Insight protects the personal data of all users in accordance with applicable data privacy laws (e.g., GDPR/UK GDPR).
Personal contact details, location data, or sensitive information must never be publicly exposed or shared without explicit, authorised consent.
| Role | Safeguarding Responsibilities |
|---|---|
| Designated Safeguarding Lead (DSL) | Oversees safeguarding strategy, reviews reported incidents, coordinates with external authorities where necessary, and ensures policy enforcement. |
| Instructors & Content Creators | Maintain appropriate digital boundaries, report any concerns or disclosures immediately, and adhere to professional conduct guidelines. |
| Thoughtful Insight Staff | Monitor platform activity, enforce community standards, and complete mandatory safeguarding training. |
| Learners & Users | Engage respectfully, protect personal details, and report any inappropriate behaviour or safety concerns. |
Safeguarding issues in an online learning environment may manifest as:
Disclosures or signals of self-harm, abuse, or neglect in assignments, forum posts, or direct messages.
Inappropriate behaviour or unsolicited contact from instructors, staff, or fellow learners.
Sharing or distributing explicit, harmful, or illegal material.
Signs of radicalisation, targeted harassment, or cyberbullying within community spaces.
Thoughtful Insight maintains a zero-tolerance approach to safeguarding breaches. Anyone who suspects or experiences a safeguarding issue should follow these steps:
Reporting Process
1. Identify / Receive Concern
Identify or receive a safeguarding concern.
2. Submit Report
Submit the report via the in-platform reporting tool or by email.
3. DSL Initial Assessment & Escalation
The Designated Safeguarding Lead (DSL) conducts an initial assessment and escalates the matter where necessary.
Detailed Procedure
1. Submitting a Report:
Reports can be lodged directly via the platform’s “Report” feature or by emailing the Designated Safeguarding Lead at safeguarding@thoughtfulinsight.com.
2. Initial Review:
The DSL will review all reports within 24 hours (or immediately if an individual is deemed to be in imminent danger).
3. Internal Action:
Depending on the severity, Thoughtful Insight may suspend user access, remove content, or terminate accounts pending investigation.
4. External Referral:
If a user is identified as being at risk of serious harm, abuse, or illegal activity, Thoughtful Insight will refer the matter to relevant local authorities or law enforcement.
This policy is maintained by Thoughtful Insight and is reviewed annually to adapt to evolving digital learning technologies, regulatory requirements, and best practices in online safety.
Effective Date: August 2026
Next Review Date: August 2027
1.1 Who Are We?
We are Thoughtful Insight trading as Thoughtful Insight. You should address any enquiries about our use of your personal data to our Data Protection Officer (DPO) by email at thoughtfulinsight.uk.
1.2 How to Use This Privacy Policy
Please read this Privacy Policy carefully as it sets out how Thoughtful Insight collects and uses personal information about you, according to the General Data Protection Regulations (GDPR) and is regularly reviewed. This privacy notice was last updated on 01 March 2025. Please check these pages from time to time to ensure you are aware of any updates that we may make, and that will take effect as soon as they are made.
1.3 What this notice covers
This policy covers the personal information we may hold about you, however we obtain it. We collect information at different points during our relationship with you. For example, when you browse our website, sign up to receive marketing, make a booking for one of our activities or sign a disclaimer at the site where you participate in any activity. This privacy notice does not cover the links within this site to other websites and we encourage you to read the privacy statements on other websites you visit.
1.4 What is meant by ‘personal data’?
Personal data means any information relating to an individual which can identify them, directly or indirectly. It includes a wide range of identifying information such as name, email address, postal address, mobile number, location and genetic data, social identity, IP address and so on.
This privacy notice tells you what to expect when Thoughtful Insight collects your personal information. We will tell you what information we collect, why we use it, how long we will keep it and who we share it with. The notice applies to information we collect about you when you engage with us, including in any of the following ways:
When you use our online channels
When you respond to or ask for marketing
When you visit a Thoughtful Insight site
When you contact Thoughtful Insight for other reasons
Thoughtful Insight has a website and several social media channels that you can visit and engage with, including Facebook, Twitter, Instagram, YouTube and Google. Through our website you can find out about all the different Thoughtful Insight adventures, sites and facilities. The scenarios below explain how we collect and use your data when you use our online channels in these ways.
Browse our website
What information do we collect?
We collect information about your computer such as browser, network location, type of connection and device, IP address. This is done using cookies.
Why and how do we use it?
The type of information gathered is to determine how the website is working and enable us to improve its information and functionality to continuously improve the user experience. We sometimes use the information to display a Thoughtful Insight advert to you whilst you are visiting other websites that offer this service. We also analyse the data collected in an anonymised way; looking at the overall usage and trends through reporting and analysis.
Where do we look after it?
We keep the information on servers operated by our hosting provider.
Who do we share it with?
This data is for our own use and we do not share it further.
How long do we keep it for?
Most of the data is collected as part of our analytics service and we have agreed with our provider to keep the data on an ongoing basis. In addition, each cookie type retains information for a different length of time.
Engage with our social media channels
What information do we collect?
We collect information about your engagement with Thoughtful Insight on our social media sites, such as Facebook, Twitter, Instagram, Trustpilot, YouTube and Google.
Why and how do we use it?
When you respond to one of our adverts or posts by clicking a link that takes you to our website, we track that activity from a special cookie or tag that the social media platform uses and reports to our analytics tool. We collect this information to help us understand the success of our advertising, the type of content and information you like, and other social activity. We analyse the data collected in an anonymised way; looking at overall usage and trends.
Where do we look after it?
We keep the information on servers operated by our hosting provider.
Who do we share it with?
The analytics data is for our own use and we do not share it further.
How long do we keep it for?
Most of the data is collected as part of our analytics service and we have agreed with our provider to keep the data on an ongoing basis. See our Cookie Policy for more information.
We offer an online service so that you can communicate directly and quickly with a member of our call centre through the website. The conversation transcripts stay for 30 days in our webchat partner’s server and are kept for issue resolution and training purposes.
What information do we collect?
When you request a quote from us using a web form, or by phone, you give us your name, email and phone number as part of your enquiry.
Why and how do we use it?
We will use this information, combined with the other information you gave us (company, activity and site of interest) to put together an adventure that we think will suit your needs and to provide you with the quote.
Where do we look after it?
Your information will be stored in our bookings system and customer database, operated by our hosting providers.
Who do we share it with?
The analytics data is for our own use and we do not share it further.
How long do we keep it for?
We will keep your data for five years following our last communication with you, after which your details will be deleted from our systems.
When you buy a gift voucher, you will follow the same online purchase process as in the ‘Make a Booking’ section.
You can make a booking for any of our Thoughtful Insight adventures on our website, by contacting our call centre, or when you arrive at a Thoughtful Insight site. Before you can take part in your programme, you will need to sign a disclaimer. Sometimes we may ask your permission to take photos and video footage of you experiencing your adventure for use in our marketing. If you are involved in an accident or incident, we have a process that we need you to follow.
What information do we collect?
When you make a booking with us, online, by phone, or on site, we require certain personal information to deal with your booking: name, email, phone number, postal address, and payment details. Additional info may be required if you have special needs.
Why and how do we use it?
The information we request is required to finalise your booking and ensure we can provide your activity. Additional information helps us comply under equality legislation and provide any extra assistance needed.
Where do we look after it?
We keep your information in our booking system and customer databases, operated by our hosting providers.
Who do we share it with?
We share certain details with companies under contract to process your payment and fulfil your booking, such as our payment partner. After your adventure, we share your email with Trust Pilot to invite you to review your experience.
How long do we keep it for?
We keep your details for a minimum of five years after your adventure.
