Privacy Policy

1. Who we are

Haverton Care Limited is the controller of the personal information described in this policy unless we tell you otherwise in a specific service agreement or separate notice.

• Legal name: Haverton Care Limited
• Company number: 17025493
• Location: Kent, England
• Email: info@havertoncare.co.uk
• Telephone: 01322 879778

Haverton Consultancy, Haverton Training Academy and Haverton Recruitment are service divisions of Haverton Care Limited. Future home-care services are being developed and regulated personal care will not begin until the required registration and operational arrangements are complete.

2. Information we may collect

The information we collect depends on your relationship with us and may include:

• Identity and contact details: name, email address, telephone number, location and organisation.
• Enquiry information: your message, service interests, correspondence and records of calls or meetings.
• Client and supplier information: role, organisation, service requirements, contracts, invoices and business correspondence.
• Training information: booking details, attendance, completion records, feedback and reasonable adjustment requests where provided.
• Recruitment information: CV, employment history, qualifications, skills, availability, work preferences, interview notes, references and right-to-work or compliance information where relevant.
• Future home-care interest: contact details, general location and the broad type of support you wish to discuss. Please do not submit clinical or detailed care information through the website.
• Website and technical information: IP address, browser or device information, security logs, pages requested and essential cookie information generated by our hosting and website systems.
• Marketing preferences: whether you have chosen to receive optional updates and when you change your preference.

3. Where information comes from

We normally receive information directly from you. We may also receive it from an organisation you represent, an employer or prospective employer, a recruitment referrer, a referee you have authorised us to contact, professional or publicly available sources, service providers that support our systems, or public bodies where this is lawful.

If you provide information about another person, you should make sure you are authorised to do so and that they understand how their information may be used.

4. How and why we use personal information

Where we rely on legitimate interests, we consider the necessity of the processing, our interests and the potential impact on your rights. Where we rely on consent, you may withdraw it at any time without affecting processing that took place before withdrawal.

If you do not provide information needed for an enquiry, contract, booking, recruitment process or legal requirement, we may be unable to respond fully or provide the relevant service.

5. Sensitive, health and criminal-offence information

Some information receives additional legal protection, including health information and other special-category data. Recruitment checks may also involve criminal-offence information where the role and law justify this.

We only seek or use this information where it is necessary, proportionate and lawful. In addition to an ordinary lawful basis, we identify an appropriate special-category or criminal-offence condition and apply suitable safeguards. Depending on the circumstances, this may include employment and social-protection obligations, substantial public interest conditions such as safeguarding or preventing unlawful acts, legal claims, or explicit consent where appropriate.

DBS checks are requested only where legally appropriate for the role. Please do not send DBS certificates or certificate numbers through the public website form. Candidate information is not sent to a named prospective employer without the candidate’s knowledge or permission.

6. Future home-care enquiries

Registering interest starts a non-clinical conversation only. It does not create a care contract or guarantee availability. At this stage, please provide only the minimum information needed for us to understand your broad enquiry. If regulated home-care services begin, a separate and more detailed privacy notice will explain any care assessment and service-delivery processing.

7. Who we may share information with

We do not sell personal information. Where necessary and lawful, we may share limited information with:

• website hosting, email, secure storage, communications, IT-support and administrative service providers;
• professional advisers, accountants, auditors, insurers and legal advisers;
• training facilitators or delivery partners where needed for an agreed programme;
• prospective employers or care providers during an authorised recruitment process;
• referees, background-check providers and right-to-work or qualification-verification services where appropriate;
• regulators, law-enforcement bodies, safeguarding authorities, courts, government bodies or tax authorities where disclosure is required or permitted by law; and
• a buyer, investor or successor if Haverton Care is involved in a genuine business reorganisation, subject to appropriate confidentiality and data-protection safeguards.

Service providers may only use information for agreed purposes and are expected to protect it appropriately.

8. International transfers

Some technology providers may process or store information outside the United Kingdom. Where a restricted international transfer occurs, we use an applicable UK adequacy regulation or appropriate safeguards, such as the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another lawful transfer mechanism. You may contact us for further information about relevant safeguards.

9. Security

We use proportionate technical and organisational measures designed to protect personal information, including access controls, secure systems, confidentiality requirements, data minimisation, supplier checks, backups and staff awareness. No internet or email system can be guaranteed completely secure, so please avoid sending confidential or sensitive information through ordinary website forms or unencrypted email.

10. How long we keep information

We keep personal information only for as long as necessary for the purpose collected, legal and accounting requirements, safeguarding, complaints or the establishment, exercise or defence of legal claims. We review information and delete or anonymise it when it is no longer required.

Indicative periods, which may be adjusted where the circumstances or law require, include:

• General enquiries: normally up to 24 months after the last meaningful contact.
• Client, contract, invoice and professional-service records: normally six years after the relationship or relevant transaction ends.
• Unsuccessful recruitment candidates and expressions of interest: normally up to 12 months after the process or last meaningful contact, unless a longer talent-pool period is agreed.
• Successful recruitment and worker records: retained in line with employment, tax, safeguarding and limitation requirements.
• Future home-care interest: normally up to 24 months after the last meaningful contact or until you ask us to remove it, unless a service relationship begins.
• Training attendance and completion records: normally up to six years where needed to evidence delivery, contractual requirements or certification.
• Website security logs: retained for a proportionate security period set by us or our hosting provider.
• Marketing preferences: retained until you opt out, plus a minimal suppression record so we can respect your choice.

11. Cookies and external links

Our website may use essential cookies for security and core operation. Any optional analytics or marketing technology should only be used with an appropriate choice or consent mechanism. Please see our Cookie Policy for more information.

Our website may link to third-party websites. Those organisations control their own privacy practices, and we encourage you to read their policies.

12. Children

Our website and professional services are not directed at children. Please do not submit a child’s personal information through the public website. If a future service lawfully needs information about a child or young person, appropriate notices, authority and safeguards will be used.

13. Automated decision-making

Haverton Care does not currently make decisions that produce legal or similarly significant effects solely by automated means. If this changes, we will provide the information and safeguards required by law.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

• be informed about how your information is used;
• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict processing in certain circumstances;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format;
• withdraw consent where processing relies on consent; and
• raise a concern or complaint about how your information has been handled.

These rights are not absolute and exemptions may apply. We may need reasonable information to verify your identity before acting on a request. We do not normally charge a fee, although the law may permit one in limited circumstances.

15. Contact us or make a complaint

To exercise a right or raise a privacy concern, contact Haverton Care Limited at info@havertoncare.co.uk or call 01322 879778. Please write “Data Protection” in the email subject where possible.

We ask that you contact us first so we have an opportunity to address your concern. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint/ or telephone 0303 123 1113.

16. Changes to this policy

We may update this policy when our services, systems or legal obligations change. The latest version will be published on this page with a revised update date. Where a change materially affects how we use information already collected, we will take reasonable steps to bring it to the attention of affected people.