Privacy Policy

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At Hayloft Care Limited, we are committed to safeguarding your personal data. This policy outlines how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are & Contact

Hayloft Care Limited is a domiciliary care provider and the data controller for the information we collect. If you have any questions about how we handle your personal data, please contact us:

Email: Support@hayloftcare.co.uk

Phone: +44 7424 706708

2. Information We Collect

We may collect and process the following types of personal information:

• Clients: Name, address, date of birth, next of kin, GP details, health information, care needs, and payment details
• Staff and Job Applicants: Contact information, employment history, DBS details, references, and training records
• Website Visitors: IP address, browser type, usage information, and enquiry form details

This may include special category data such as health and medical information, which we treat with the highest level of confidentiality and security.

3. Why We Process Your Data

We collect and process personal information in order to:

• Deliver safe, personalized care services
• Comply with regulatory obligations (e.g., safeguarding, CQC compliance)
• Maintain accurate staff records and manage recruitment
• Respond to enquiries and improve our service delivery

We do not sell or share your data with third parties for marketing purposes.

4. Lawful Basis for Processing

We process your data based on one or more of the following legal grounds:

• To fulfil a contract or service agreement
• To comply with legal obligations
• To protect vital interests
• With your consent, where required
• For the provision of social care services
• For legitimate business interests that do not override your rights

5. Who We Share Your Information With

We only share personal data when necessary to deliver care or fulfil legal requirements. This may include:

• NHS or healthcare professionals
• Social services and safeguarding authorities
• The Care Quality Commission (CQC)
• Your family members or representatives (with consent)
• Approved care management or record-keeping systems

We do not transfer your data outside the UK without appropriate safeguards.

6. How We Protect Your Data

We take all reasonable steps to protect your data using secure storage systems, encrypted devices, password protections, and staff access controls. Only authorized individuals are permitted to access personal data for approved purposes.

We also have procedures in place to handle any data breach and will inform affected individuals and regulators where required.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary. For example, client care records are typically kept for up to 8 years after care ends, in accordance with legal and regulatory requirements. Staff records are retained based on employment and compliance guidelines.

8. Your Rights

You have the right to:

• Access your personal information
• Request that we correct inaccurate data
• Request deletion of data in certain cases
• Restrict or object to certain data processing
• Withdraw your consent (where applicable)
• Request that we transfer your data to another provider

To exercise any of these rights, please contact us using the details provided above. Proof of identity may be required.

9. Cookies and Website Use

We may use cookies on our website to enhance your browsing experience and collect basic usage statistics. You can manage your cookie preferences via your browser settings at any time.

10. Updates to This Policy

This Privacy Policy may be updated occasionally. When we make significant changes, we will update the "Last Updated" date and notify users where appropriate.

11. Complaints

If you have concerns about how we process your personal data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Phone: 0303 123 1113