Please find below our comprehensive privacy policies for
website users, service users, staff and job applicants, and mobile app users. In
this Privacy Policy when we refer to “We Good Care” or “we”, “us” or “our”, we mean We Good Care
Ltd. We Good Care is committed to protecting the privacy of individuals who use our
services, visit our website, apply for employment with us, or use our mobile application. This
notice sets out the way We Good Care processes, stores and protects user data and information that
you may supply to us. It also outlines the obligations and requirements of the users, the
website and website owners. In accordance with Data Protection legislation, We Good
Care is registered with the Information Commissioner’s Office (ICO)
Website Users Privacy Policy
About Us
We Good Care provides individuals with personalised packages of care and support
to enable them to remain in their own home for longer.Working together with
individuals and their families we create a support plan to suit the needs of the person in the
short and longer term, promoting independence, choice, respect, privacy, security and
continuity.Our experienced, professional Care Assistants, Support Workers and
specialist staff are specifically trained to deliver tailored, individual support
packages.We take great pride in our ability to design appropriate person-centred
care plans. By understanding the needs of our individual customers we are able to offer a
personalised, reliable and high quality service that provides peace of mind to them and their
families. Our commitment is to improve a person’s quality of life and give them
the opportunity to maximise their independence through our outcomes based care approach. Our
Services include:
Home care services
Supported living services
Live-in Care
Specialist services
Respite care
Palliative care
End of life care
Dementia care
Complex care
Learning disabilities
Information We Collect from Website Users
When you visit our website, we may collect
the following information:
IP address and geographic location derived from your IP address
Browser type, version, and language settings
Operating system and platform
Referral source and entry pages
Length of visit, page views, website navigation paths, and timing of page interactions
Information about the timing, frequency, and pattern of your service use
Technical information about your device including screen resolution and browser settings
Any information you voluntarily submit through our website forms
How We Use Website User Data
We use the information we collect from website users
for:
Improving our website’s functionality and user experience
Personalizing your experience on our website based on your preferences
Administering the website and ensuring its security
Enabling your use of the services available on our website
Processing inquiries submitted through contact forms
Analyzing your use of our website to identify trends and improve our services
Gathering feedback for quality improvement
Ensuring the technical functionality and security of our website
Maintaining audit trails for security purposes
Complying with legal obligations
Cookies
Our website uses cookies to collect information about your browsing
activities. Cookies are small text files that are placed on your device when you visit our
website. We use both session cookies (which expire once you close your web browser) and
persistent cookies (which stay on your device until they expire or you delete
them). We use the following types of cookies:
Essential cookies: These are necessary for the website to function prop erly and cannot be
turned off in our systems.
Performance cookies: These help us understand how visitors interact with our website by
collecting and reporting information anonymously.
Functionality cookies: These allow our website to remember choices you make and provide
enhanced, more personal features.
Targeting cookies: These cookies record your visit to our website, the pages you have
visited, and the links you have followed.
For a detailed list of the cookies we use, please refer to our Cookies Policy on our
website.
Third-Party Sharing
We will never sell or share your details with any organizations
for their own marketing or advertising purposes. Your data may be shared with:
Our authorized IT service providers who help maintain our website
Analytics providers (such as Google Analytics) to help us improve our website functionality
and user experience
Third-party service providers who assist in the operation of our website
Regulatory authorities if required by law
Law enforcement agencies in connection with any investigation to help prevent unlawful
activity
e require all third parties to respect the security of your personal data and to treat it
in accordance with the law. We do not allow our third-party service providers to use your
personal data for their own purposes and only permit them to process your personal data for
specified purposes and in accordance with our instructions.
Data Retention for Website Users
We will retain your website user data for a maximum
of 24 months from your last interaction with our website. After this period, your personal data
will be anonymized or securely deleted unless we have a legitimate reason to retain it longer
(such as for compliance with legal obligations).
Security Measures
We implement appropriate technical and organizational measures to
ensure a level of security appropriate to the risk, including:
Encryption of personal data during transmission using SSL technology
Secure servers with regular security updates and patches
Regular testing of security measures and vulnerability assessments
Restricting access to personal information on a need-to-know basis
Firewalls and intrusion detection systems
Regular data backup procedures
Staff training on data protection and information security
Physical security measures at our premises
Service Users Privacy Policy
What Personal Information We Collect
We collect and maintain different types of
personal information for service users, including:
ID Information such as your name, home address, email address, telephone numbers and
date of birth
Next of kin contact information including emergency contacts
Medical records and health information (mental and physical) including medicine dosages,
allergies, treatment plans, and pandemic infection and control data
Medical records and health information (mental and physical) including medicine dosages,
allergies, treatment plans, and pandemic infection and control data
Ethnicity and religious affiliation if relevant to your care needs
NHS number and healthcare identifier information
Telephone call recordings related to your care arrangements
Risk assessments and care plans
Risk assessments and care plans
Dietary requirements and preferences
Invoicing and payment records including bank details for direct debit ar rangements
Past medical conditions history and ongoing health status
Lifestyle information relevant to your care
Photographs that may be necessary for identification or care purposes
Records of communications between you and our staff
Why We Collect Service User Information
We collect and use your personal information
for:
Assessing whether we are able to assist you and determine appropriate care requirements
The management and provision of your personalized care
Maintaining accurate and up-to-date records of services provided to you
Care planning and risk assessment
Invoicing, fee collection and debt recovery
Keeping records up to date and ensuring continuity of care
Complying with legal and regulatory obligations including CQC require ments
Implementing best practice and guidance from the Care Quality Commis sion or other
regulatory bodies
Safeguarding your health and safety
Coordinating with other healthcare providers involved in your care
Responding to feedback, concerns or complaints
Quality assurance and service improvement
Training and supervising our staff
Emergency response planning
Legal Basis for Processing
Fulfillment of our contract with you to provide care services
Our legitimate interests in operating an effective care service
Legal obligations under healthcare, social care, and health and safety leg islation
Your explicit consent for special categories of data (such as health infor mation) where
applicable
Protection of vital interests in emergency situations where you might be physically or
legally incapable of giving consent
Public interest in the area of public health, such as protecting against serious
cross-border threats to health
For the establishment, exercise or defense of legal claims
Special Categories of Data
Due to the nature of our services, we process special
categories of personal data, including data concerning health, which requires a higher level of
protection. We process this information where:
You have given explicit consent
Processing is necessary for the purposes of preventive or occupational medicine, for
the assessment of working capacity, medical diagnosis, the provision of health or social
care or treatment
Processing is necessary to protect your vital interests where you are phys ically or
legally incapable of giving consent
Processing relates to personal data which are manifestly made public by you
Processing is necessary for reasons of substantial public interest
Who We Share Service User Information With
We may share your personal information
with:
Our staff members who provide care (on a need-to-know basis)
The NHS and healthcare providers directly involved in your care
Your doctor (GP) and specialist medical professionals
Pharmacies that dispense your medication
Social services departments responsible for your care arrangements
Local authorities funding or overseeing your care
Hospitals and treatment centers
Emergency services in case of medical emergencies
District Nurses and community healthcare teams
Clinical multi-disciplinary teams coordinating your care
Specific external suppliers (e.g., IT systems providers, rostering systems, electronic care
planning systems)
Regulators such as the Care Quality Commission during inspections
Legal representatives where necessary to establish or defend legal claims
Family members or representatives with your consent or when it is in your best interests
We will always ensure that:- Information shared is limited to what is necessary-
Recipients understand their duty of confidentiality- Information is transferred securely-
Sharing complies with all applicable data protection laws
Data Retention for Service Users
We will retain your personal information for 7 years
after the discharge of all fees incurred in your care or at the end of any service we have
provided to you, whichever is later. All health records are retained in accordance with national
guidelines, which may vary depending on the specific records held. For medical
records and care plans, retention periods may be longer in accor dance with NHS record keeping
guidelines. Records relating to children and young people may be kept until the person’s 25th
birthday or 26th if they were 17 at conclusion of treatment, or 8 years after death.
Staff & Job Applicants Privacy Policy
What Personal Information We Collect
We collect and maintain different types of
personal information for employees and job applicants, including:
CVs, resumes, application forms and covering letters
References and interview notes from recruitment processes
DBS (Disclosure and Barring Service) checks and vetting information
Education and training information, qualifications, and certificates
Right to work documentation and immigration status
Photographs, testimonials, video and audio recordings including CCTV imagery
Employment contracts, letters of offer and acceptance
Policy acknowledgment sign-off sheets and training records
Payroll information, including bank details, tax codes, and national insurance number
Wage and benefit information including annual leave records, pension details, and other
benefits
Forms relating to the application for welfare benefits or statutory entitlements
Health questionnaires and risk assessments including details of any medical condition or
medication relevant to your work
Occupational health reports and fit notes
Beneficiary and emergency contact information
Performance reviews and career development information
Attendance records, including time and attendance data
Disciplinary and grievance records
Driving license and insurance documentation for roles requiring driving
Equal opportunities monitoring forms (anonymized)
Professional registration numbers and information
Training and development records
Internal communication records relevant to employment
Why We Collect Staff Information
We use your personal information for:
Determining eligibility and suitability for employment
Establishing training and development requirements and records
Conducting performance reviews and determining performance requirements
Workforce planning and management
Gathering evidence for disciplinary, grievance or whistleblowing procedures
Establishing emergency contacts
Preventing inequality or health & safety incidents
Pandemic monitoring and infection control
Complying with regulatory and legislative requirements including industry-specific
regulations
Compiling directories for internal communication purposes
Analyzing workforce trends and monitoring equality and diversity
Ensuring security of company information and property
Managing absence and leave entitlements
Providing employment references
Meeting statutory reporting requirements
Legal Basis for Processing
We process your information based on:
Performance of our employment contract with you
Legal obligations under employment, tax, and social security laws
Our legitimate interests in effectively managing our workforce
Your consent (where specifically required)
Processing necessary for carrying out obligations in the field of employment law
Public interest for pandemic-related processing and public health measures
Protection of vital interests in emergency situations
Monitoring
We may monitor staff activities, attendance, and our premises for:
Protection of employees and third parties
Prevention of theft, vandalism, and damage
Quality control and service assurance purposes
Computer and email usage monitoring in accordance with our IT policies
Call recording for training and quality purposes
Location tracking through care management systems to ensure staff safety when working alone
Electronic visit verification for regulatory compliance
This monitoring may include:- CCTV systems in our premises- Biometric attendance
systems- Electronic care monitoring systems- Vehicle tracking for company vehicles- IT system
and email monitoring Where in use, CCTV cameras are there for the protection of
staff, service users and visitors, to protect against theft, vandalism and damage to goods and
prop erty. Generally, recorded images are routinely destroyed and not shared with third parties
unless there is suspicion of a crime, in which case they may be turned over to the police or
other appropriate government agency or authority When using company equipment
or resources, employees should not have any expectation of privacy with respect to their use of
such equipment or resources.
Who We Share Staff Information With
We may share your personal information
with:
Other employees on a need-to-know basis for administrative purposes
Professional advisers including lawyers, auditors, and insurers
Service providers who process data on our behalf (payroll, pension, benefits administrators)
HMRC and other tax authorities
Regulatory authorities including the Care Quality Commission
The Disclosure and Barring Service
Professional registration bodies
Training and certification providers
Occupational health providers
Emergency services where necessary
Potential future employers when providing references (with your consent)
Legal representatives in case of disputes or legal proceedings
Data Retention for Staff and Applicants
For unsuccessful job applicants, we will
generally destroy your data after 6 months unless you request that we retain it longer or there
is a legal reason to retain it. For recruited staff, we will retain your
personal information for 6 years after you have left the company, in accordance with statutory
requirements for employ ment records. However, certain information may be kept for different
periods:
Payroll records: 6 years after the end of the tax year they relate to
Accident records: 3 years after the date of the last entry
Assessments under health and safety regulations: 40 years
Information related to potential legal claims may be kept until the statutory limitation
period for bringing such claims has expired
Mobile App Users Privacy Policy
What Personal Information We Collect Through Our Mobile App
When you use our care
home mobile application, we may collect:
Personal identification information (name, address, date of birth, gender)
Contact information (email address, phone number, alternative contact details)
Login credentials including username and encrypted password
Device information (device type, operating system version, unique device identifiers, and
mobile network information)
Usage data including how you interact with the app, features used, and time spent on
different sections
Location data when permitted and relevant for care delivery (GPS data or derived from
network-based methods)
Documents uploaded for verification (such as ID documents or medical information)
Care-related information relevant to service delivery including care schedules, preferences,
and requirements
Photographs uploaded for profile or identification purposes
Communication preferences and notification settings
Health and medical information when relevant to care needs
In-app communications between users and care providers
Technical diagnostic data to troubleshoot app performance issues
Why We Collect Mobile App User Information
We use this information to:
Create and manage your account within our care management system
Verify your identity to maintain security and prevent fraud
Provide and personalize our services to meet your specific care needs
Facilitate communication between caregivers, service users, and administrators
Send service-related notifications about care visits, schedule changes, or important updates
Track and coordinate care delivery to ensure quality and consistency
Improve our mobile application functionality and user experience
Ensure compliance with regulatory requirements in the care sector
Process payments and manage billing (if applicable)
Generate anonymized statistics and reports for service improvement
Troubleshoot technical issues and optimize app performance
Respond to your inquiries and support requests
Maintain audit trails for security and quality assurance
Data Storage and Security for Mobile App User
All personal data collected through our
mobile application will be:
Stored only on our own secure servers within the UK/EEA
Protected using industry-standard encryption both in transit and at rest
Secured with multiple layers of protection including firewalls and intrusion detection
Accessible only to authorized personnel on a need-to-know basis
Subject to regular security audits and penetration testing
Not shared with any third parties except those necessary for service provision
Backed up regularly with secure, encrypted backup systems
Protected by secure authentication mechanisms including password requirements and session
timeouts
Subject to our comprehensive information security management system
Data Visibility and Access Controls in the Mobile App
Uploaded documents and personal data will be visible only to the respective user and
authorized platform administrators
Different user roles have specifically defined access levels to ensure data is only
accessible to those who need it
Strict access control measures are implemented through role-based permissions
All access to personal data is logged and monitored for security purposes
Two-factor authentication is available for sensitive operations
Automatic session timeouts protect data when the app is not in active use
Users can control visibility settings for certain profile information
Fulfillment of our contract with you to provide care services through the app
Our legitimate interests in operating an effective and secure care service
Legal obligations under healthcare, social care, and data protection legislation
Your explicit consent (where required, particularly for special categories of data)
Protection of vital interests in emergency situations
Public interest in the area of public health, such as pandemic monitoring
Data Retention for Mobile App Users
We will retain your personal information for as
long as your account remains active, plus 7 years after account closure or last use of our
services, whichever is later. This retention period allows us to:
Comply with legal and regulatory requirements in the care sector
Respond to any questions or complaints
Defend against potential legal claims
Maintain continuity of care if services are resumed
You can request deletion of your account at any time, though we may need to retain
certain information for legal and regulatory purposes. Upon account deletion, personal data that
is not required to be retained will be either deleted or anonymized.
Your Rights Under the GDPR
Under the General Data Protection Regulation (GDPR), you
have several rights regarding your personal data:
The right to be informed- You have the right to be informed about the collection and use of
your personal data, which we address through this privacy policy.
The right of access- You have the right to request a copy of the information we hold about
you. We will respond to such requests within one month.
The right to rectification- You have the right to have inaccurate personal data rectified or
completed if it is incomplete. We will respond to such requests within one month.
The right to erasure (also known as 'the right to be forgotten')- In certain circumstances,
you have the right to request that we delete your personal data. Please note that there may
be legal or other official reasons why we need to retain your data.
The right to restrict processing- You have the right to request that we restrict the
processing of your personal data in certain circumstances, such as while we verify its
accuracy or if you have objected to processing.
The right to data portability- You have the right to request that we transfer your personal
data to another service provider in a structured, commonly used, and machine-readable
format.
The right to object- You have the right to object to processing based on legitimate
interests, direct marketing, and processing for research and statistical purposes.
Rights related to automated decision-making and profiling- You have rights related to
automated decision-making and profiling, including the right to obtain human intervention,
express your point of view, and contest decisions made by purely automated means.
To exercise any of these rights, please submit a request in writing to our Data
Protection Officer. We may need to request specific information from you to help us confirm your
identity and ensure your right to access your personal data. This is a security measure to
ensure that personal data is not disclosed to any person who has no right to receive
it.
Children’s Privacy
Our services and mobile application are not intended for use by
children under the age of 16 without parental consent. We do not knowingly collect personally
identifiable information from children under 16. If you are a parent or guardian and you believe
we may have collected information about a child, please contact us, and we will take appropriate
steps to remove that information from our systems.
International Data Transfers
We Good Care primarily operates in the UK, and your personal
data will generally be stored and processed within the UK or European Economic Area (EEA).
However, in some cases, your data may be transferred to, stored, or processed in countries
outside the UK/EEA. In such cases, we will ensure appropriate safeguards are in place, such
as:
Transferring data to countries deemed to provide an adequate level of protection by the UK
or EU authorities
Using Standard Contractual Clauses approved by the UK or EU authorities
Implementing binding corporate rules for transfers within a corporate group
Updates to this Privacy Policy
From time to time, we may amend this privacy policy to
align with changes to legislation, including but not limited to the General Data Protection
Regulation 2016, Privacy and Electronic Communication Regulation 2003, and the Data Protection
Act 2018, or to reflect changes in our services or business practices. Any
changes, updates, or amendments to this policy will be posted on our website with the date of
the latest update. We encourage you to review this privacy policy periodically to stay informed
about how we are protecting your information. For substantial changes that may
significantly affect your rights, we will provide a prominent notice on our website or send you
a direct notification.
Complaints
If you have any questions, concerns, or complaints regarding data
protection and this privacy notice, please contact your local Office/Registered Manager.
Alternatively, you may contact our Data Protection Officer. If you are not
satisfied with our response, you have the right to lodge a com plaint with the Information
Commissioner’s Office (ICO), the UK supervisory authority for data protection issues
(www.ico.org.uk).
Contact Information
We Good Care Ltd 20 Bridge Road,Haywards Heath, West Sussex,RH16 1UA Phone:00441444672264, 07405909121
Email: info@wegoodcare.co.uk
Data Protection Officer
You can contact our Data Protection Officer directly at
info@wegoodcare.co.uk
