Privacy Policy, Care Home System

Overview

Care Home System ("we", "us", "our") is a cloud-based staff management and compliance platform for UK care homes. We are the data controller for personal data collected through this website and the Care Home System application. This policy is issued in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website or services, you agree to the practices described in this policy.

Data we collect

We only collect data that is necessary to operate the service and respond to your enquiries. This may include:

Enquiry data: name, email address, phone number, company and message submitted through our contact form.
Account data: the information you provide when registering a company on the platform, such as organisation name, billing address and contact details.
Staff records: the employee data you choose to store in the system, such as names, roles, visa and DBS details, training records and leave. We process this on your behalf as your data processor.
Usage data: basic technical information such as browser type and pages visited, used to keep the site secure and functioning.

We do not collect or process resident or clinical data. The platform is deliberately scoped to workforce and compliance information only.

How we use your data

To respond to your enquiries and provide product demonstrations.
To set up and maintain your Care Home System account.
To deliver the staff management and compliance features you use.
To send essential service notifications and security updates.
To meet our legal, accounting and compliance obligations.

We do not sell your personal data, and we do not use it for unsolicited marketing.

Lawful basis

We rely on the following lawful bases under UK GDPR:

Consent for enquiry data you submit through the contact form.
Contract for data needed to provide the service under your agreement with us.
Legal obligation where we are required to retain records for compliance.
Legitimate interests for limited usage data that keeps the service secure and reliable.

Cookies

We use only the cookies strictly necessary to run this site and remember your preferences. We do not use tracking or advertising cookies. Our cookie notice, shown on your first visit, explains this and lets you dismiss it.

Data sharing and processors

We share personal data only where necessary to deliver the service or meet a legal obligation. This may include trusted sub-processors such as cloud hosting providers, email and notification services, and the CRM we use to respond to your enquiry. All processors are bound by written agreements and may only process data on our instructions.

We never sell your data, and we do not share it with third parties for their own marketing.

International transfers

Your data is hosted in the United Kingdom. Where any sub-processor is located outside the UK, we rely on appropriate safeguards such as Standard Contractual Clauses and the UK International Data Transfer Agreement to ensure your data is protected to UK GDPR standards.

Data retention

We keep personal data only for as long as necessary. Enquiry data is retained for a limited period to respond to your request and then securely deleted, typically within 12 months of last contact. Account and staff records are retained for the duration of your subscription and then deleted in line with our retention schedule, unless we are required to keep records for legal or compliance reasons.

Security

We protect your data with industry-standard measures, including encryption in transit, restricted access controls, and regular security reviews. Access to personal data is limited to authorised personnel who need it to operate the service.

Your rights

Under UK GDPR you have the right to:

Be informed about how we use your data.
Access the personal data we hold about you.
Rectify data that is inaccurate or incomplete.
Request erasure of your personal data.
Restrict or object to certain processing.
Request portability of your data.
Withdraw consent at any time, where processing relies on it.

To exercise any of these rights, please contact us via our contact form. If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page indicates when it was last revised. Continued use of the service after a change means you accept the updated policy.

Contact us

If you have any questions about this policy or how we handle your data, please contact us via our contact form.