Privacy Policy

Last updated: [Date] • [Care Home Client] • [Website URL]

When [Care Home Client] processes your personal data, it is required to comply with the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR) and other laws and regulations governing the processing of personal data (together referred to as the “Data Protection Legislation”).

Your personal data is all the information we hold relating to you as an identified or identifiable natural person — for example, your name, email address, postal address, location data and, in some cases, opinions that we document about you.

Processing your personal data covers most things we do with it, including collecting, storing, amending, transferring and deleting it. This Privacy Notice sets out how we collect personal information from you and how the personal information you provide will be processed by us. By visiting the website at [Website URL] you are accepting and consenting to the practices described in this Privacy Notice. If you do not consent, please do not submit any personal data to us.

Who We Are

[Care Home Client] is a care home providing residential, nursing, and specialist care services. When this privacy notice refers to [Care Home Client], it means the company responsible for operating the care home and this website.

[Care Home Client] is the data controller for all personal data collected through this website. We take our responsibilities under the Data Protection Legislation seriously and are committed to handling your personal data with care, transparency, and respect.

Data Protection contact:
[Care Home Client]
[Address Line 1], [Town], [County], [Postcode]
Email: [Data Protection Email]
Phone: [Phone Number]

What Personal Data Do We Process About You?

You may give us information about yourself by completing enquiry forms on the website, contacting us by telephone, email, or through our social media channels. The information you provide may include:

Information you give us directly — such as your name, address, telephone numbers and email address, used so we can respond to your requests and communicate with you.
Information about your website visit — including URLs of pages visited, clickstream data, page response times, website errors, length of visits and page interaction information.
Analytics data — we use tools such as Google Analytics to better understand how people interact with our website and to improve the experience we offer.
Call tracking data — if you call us from our website, a search engine, or an advert, we may combine information from that call with your browsing session data to improve how we communicate with enquirers.
Information from third party sources — including information received when you use other websites or services we operate.

The website uses cookies to distinguish you from other users. Please see our Cookie Policy at [Cookie Policy URL] for full details.

How We Use Your Information

We may use the information we receive and/or collect about you to:

Respond to enquiries submitted through our website, telephone, or email
Fulfil our obligations under any contract we have entered into with you or a resident you represent
Send you newsletters and marketing information if you have consented to us doing so
Notify you of services that may be of interest to you, or permit selected third parties to do so where you have provided consent
Monitor website usage and provide statistics for the purposes of improving our website and services

We also process personal data for certain legitimate business purposes including: enhancing and improving our website and services; identifying and preventing fraud; enhancing network security; understanding how people interact with our website; administering the website; and determining the effectiveness of promotional campaigns.

Where we process your personal data on the basis of your consent, you have the right to withdraw that consent at any time by emailing [Email Address] or by clicking “Unsubscribe” in any marketing email we send you.

Third Party Sites

Our website may contain links to third party websites. These links are provided for your convenience only. We do not check, endorse, approve or agree with such third party websites, nor the products and/or services offered on them. We have no responsibility for the content, products or services of any linked websites. Please ensure that you review the terms and conditions and privacy policy of any third party website before use, and before you submit any personal data to those websites.

How Safe Is Your Information?

Where we have given you (or where you have chosen) a password that enables you to access certain parts of the website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Protecting your security and privacy is important to us. We make every effort to secure your information and maintain your confidentiality in accordance with the Data Protection Legislation. Our website is protected by various levels of security technology designed to protect your information from any unauthorised or unlawful access, processing, accidental loss, destruction or damage.

We will do our best to protect your personal data, but the transmission of information via the internet is not completely secure. Any such transmission is therefore at your own risk.

Disclosure of Your Information

We may share your personal information with any member of our group, meaning our subsidiaries, our ultimate holding company and its subsidiaries as defined in section 1159 of the Companies Act 2006. We may also share your information with selected third parties including:

Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you
Third parties who may wish to contact you about services that may be of interest to you, where we have received your consent
Advertisers and advertising networks that require the data to select and serve relevant adverts
Analytics and search engine providers that assist us in improving and optimising the website

We may also need to disclose your personal information where we sell or purchase a business or assets, where we are under a legal duty to do so, or where we need to protect our rights, property or the safety of our customers or others.

Wherever possible, we ensure that any data shared with other organisations remains within the UK or the European Economic Area (EEA). However, some organisations we work with may be located outside these areas, and as a result your personal data may occasionally be transferred internationally.

How Long Will We Keep Your Personal Data?

We will only keep your information for as long as necessary to fulfil the purposes for which we collected it, including satisfying any legal, contractual or reporting requirements. Your information will be kept securely at all times.

Following the end of the relevant retention period, your personal data will be permanently deleted or destroyed.

Your Rights

You benefit from a number of rights in respect of the personal data we hold about you. These rights apply for the period during which we process your data. More information is available from the Information Commissioner’s Office (ICO) at ico.org.uk.

1. Right of Access

You have the right to ask us to confirm whether we process your personal data and to request access to or copies of it. We will respond free of charge within one month of receiving your request.

2. Right to Rectification

If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to correct it. We will comply within one month unless we do not consider it appropriate, in which case we will explain why.

3. Right to Erasure (Right to be Forgotten)

In certain circumstances you have the right to ask us to delete personal data we hold about you — for example, where we no longer need it for the purpose it was collected, or where you withdraw your consent.

4. Right to Restrict Processing

In some circumstances you can ask us to stop actively processing your personal data without deleting it — for example, if you believe the data we hold is inaccurate, or if you have objected to our processing it.

5. Right to Data Portability

You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable format so that you can transfer it to another data controller, where applicable.

6. Right to Object

You are entitled to object to us processing your personal data for direct marketing purposes, or where processing is based on legitimate interests or the public interest.

Automated Decision Making

We do not carry out any automated decision making using your personal data.

Your Right to Complain

If you have a complaint about how we have processed your personal data, you can report your concerns to the Information Commissioner’s Office (ICO), the supervisory authority in the UK. You can contact the ICO by calling 0303 123 1113 or via the ICO website at ico.org.uk/concerns.

Changes to This Privacy Notice

We reserve the right to update this Privacy Notice at any time. Where we make any material change that affects your rights and freedoms in respect of your personal data, we will notify you accordingly.

Any Questions?

If you have any questions or would like more information about the ways in which we process your personal data, please contact us:

[Care Home Client]
[Address Line 1], [Town], [County], [Postcode]
Phone: [Phone Number]
Email: [Email Address]