Privacy notice

Who we are

TheCareApp is care-management software for UK care providers. You can contact us about anything in this notice at yaseen@thecareapp.co.uk.

When a care provider uses TheCareApp, the care provider decides what information about its staff is held, and we process it on their behalf (we are their data processor). For enquiries made to us directly and for this website, we are the data controller.

If you join our waitlist

When you join the waitlist on this website we keep:

• your name, work email address and organisation
• your role, the type of care you provide and its size, if you tell us
• the date, your IP address and browser, to protect the form from abuse and automated sign-ups

We use these details only to contact you about TheCareApp: to arrange a demonstration and to tell you when it's ready for you. We rely on our legitimate interest in replying to your request. We don't share them with anyone else, and we delete them after 2 years, or sooner if you ask. To be removed, email yaseen@thecareapp.co.uk.

What we hold about staff

A care provider using TheCareApp adds the people who work for it. For each person this can include:

• name, work email address and mobile number
• job role, the homes or services they work in, contract type and start and end dates
• records of pre-employment checks and training (for example DBS certificate number and expiry date), and copies of supporting documents the provider uploads
• sign-in records: when they signed in, which devices they use and security events such as lockouts

The emails we send

We only send emails needed to use the service, and we never use bought or collected mailing lists. Emails come from no-reply@thecareapp.co.uk and go only to people a care provider has added:

• an invitation to set up an account, when a provider adds someone
• a code to set up TheCareApp on a phone or tablet
• reminders when one of your own checks or training records is about to expire
• password resets and other security notices

If an email can't be delivered or is marked as spam, we stop sending to that address. To stop emails, ask your employer to remove you from TheCareApp, or contact us at yaseen@thecareapp.co.uk. People whose accounts are closed receive no further emails.

Why we use this information

We use staff information to provide TheCareApp to the care provider under our contract with them, and to keep the service secure. Care providers rely on their own lawful bases, such as their legal obligations to check that staff are safe to work in care.

Where it is kept and who helps us

Information is stored in the United Kingdom (Amazon Web Services, London region) and encrypted in transit and at rest. We use these suppliers to run the service:

• Amazon Web Services: hosting, storage and email delivery (UK)
• Okta (Auth0): secure sign-in for managers and administrators
• Vercel: hosting for this website

How long we keep it

We keep staff information for as long as the care provider uses TheCareApp and as their retention policy requires. When a provider stops using the service we delete their information, except where the law requires us to keep it.

Your rights

You can ask for a copy of your information, ask for it to be corrected or deleted, or object to how it is used. If you work for a care provider, contact them first: they control your information. You can also contact us at yaseen@thecareapp.co.uk. If you are unhappy with how your information is handled, you can complain to the ICO at ico.org.uk.