This policy explains how Copford Care Consultancy Limited collects, uses and protects your personal information when you use our website or work with us. We are committed to handling your information fairly, securely and in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Copford Care Consultancy Limited is the data controller for the personal information described in this policy. We are registered in England, company number 17440592, and our registered office is 2 Orchard Cottages, Turkey Cock Lane, Stanway, Colchester CO3 8LY.
If you have any questions about this policy or how we use your information, please email office@copfordcareconsultancy.com.
2. The information we collect
We may collect the following information:
- Enquiry details: your name, organisation, email address, phone number and anything you tell us when you contact us through our website, by email or by phone.
- Client information: contact and billing details for you and your organisation, and information needed to deliver our services, such as records, policies and documents relating to your care service.
- Website information: basic technical information, such as your browser type and the pages you visit, where this is collected through cookies or similar tools (see section 9).
When we carry out work such as a mock inspection, we may need to see information about your staff or the people who use your service, which can include health information. We only access what is necessary for the work, treat it in strict confidence and agree appropriate data protection arrangements with you before we begin.
3. How we use your information
We use your information to:
- respond to your enquiry and arrange your free initial call
- provide the services you have asked for and manage our working relationship
- send invoices and keep financial records
- meet our legal and regulatory obligations
- keep our website working properly and improve it
We will only send you marketing emails if you have agreed to receive them, and you can unsubscribe at any time.
4. Our lawful basis
We rely on the following lawful bases under UK GDPR:
- Contract: where we need your information to provide services you have asked for, or to take steps before entering into a contract with you.
- Legitimate interests: to respond to enquiries and run our business effectively, where this does not override your rights.
- Legal obligation: where we must keep or share information by law, for example for tax purposes.
- Consent: for marketing emails and any non-essential cookies. You can withdraw consent at any time.
5. Who we share your information with
We never sell your personal information. We only share it where necessary with trusted organisations that help us run our business, such as our email and IT providers, website host and accountants. They may only use your information on our instructions and must keep it secure.
We may also share information where we are required to by law, or where it is necessary to protect someone from harm.
6. International transfers
Some of our service providers may store information outside the UK. Where this happens, we make sure appropriate safeguards are in place, as required by UK data protection law.
7. How long we keep your information
We keep personal information only for as long as we need it. Enquiries that do not lead to work are kept for up to 12 months. Client records are generally kept for six years after our work ends, to meet legal and accounting requirements. After that, information is securely deleted.
8. Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information
- ask us to restrict or stop using your information
- object to how we use your information
- ask for your information in a format you can transfer elsewhere
- withdraw your consent at any time, where we rely on consent
Some of these rights only apply in certain circumstances. To make a request, email office@copfordcareconsultancy.com. We will respond within one month.
9. Cookies
This website does not use cookies for analytics or advertising. If that changes, we will update this policy and ask for your consent where required.
10. Keeping your information secure
We use appropriate technical and organisational measures to protect your information from loss, misuse or unauthorised access, and we limit access to those who need it.
11. Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.