Privacy policy

Who we are

Gracefield Living in Care is responsible for the personal information described in this policy. Our address is 11 Blue Close, Workington, CA14 3FJ. Email gracefield.liveincare@gracefieldliveincare.com, gracefieldliveincare@gmail.com or call +44 7584 920625.

Information we collect

• Contact and account details, including your name, email address, phone number, address, sign-in details and account identifier.
• Enquiries sent through our contact form, including the subject and message you send us.
• Care requests and bookings, including care type, location, preferred start date, hours, booking status, assigned carer and any review you choose to leave.
• Carer applications, including name, contact details, experience, availability, personal statement and photograph.
• Application and employment-related documents you upload, such as photo ID, proof of address, references, training certificates and DBS documents.
• Carer work-account information, including a Gracefield work email address, account status, assigned bookings and documents connected to the carer profile.
• Administrative records, such as application decisions, document-review status, booking updates and records of communications sent through the service.
• Technical information needed to keep the website secure and working, such as session data, cookie choices, browser information and basic error or security logs.

Please only give us information that is relevant. Care enquiries may sometimes include health or other sensitive information. We use this only where necessary to discuss, arrange or provide suitable care and where data-protection law allows us to do so.

How we collect it

We collect information directly from you when you create an account, sign in, contact us, request care, apply to work with us, upload documents or use your family or carer account. We may also receive information from someone acting for a person who needs care, from a referee, or from a sign-in provider if you choose that option.

How and why we use it

• To respond to enquiries about care, referrals, cleaning, training or careers.
• To create and manage family, carer and work accounts.
• To review applications, references and supporting documents.
• To arrange care, manage bookings, assign carers and record booking progress.
• To send account, application, mailbox and booking-status messages.
• To protect the website, prevent misuse, diagnose errors and maintain records.
• To meet legal, safeguarding, regulatory and record-keeping duties.

Our lawful reasons for using personal information may include taking steps before or performing a contract, complying with a legal obligation, protecting vital interests, and our legitimate interests in running a safe and effective care service. Where the law requires consent, you can withdraw it by contacting us. We do not sell personal information or use it for advertising.

Who may process it

We only share information where it is needed to provide the service, meet a legal duty or protect someone. This may include authorised Gracefield staff and carers, professional advisers, regulators, safeguarding bodies or emergency services when appropriate.

Trusted service providers also process limited information for us. These include our website infrastructure, database and account provider, email-delivery provider, work email provider, and, if you choose to sign in with a third-party account, that sign-in provider. They may only use the information needed to perform their service for us.

International processing

Some service providers may process information outside the United Kingdom. Where this happens, we require appropriate safeguards recognised by UK data-protection law, such as an adequacy decision or approved contractual protections.

Cookies and device storage

We use cookies and similar device storage to remember your cookie choice, keep you signed in and make the website work. We do not use advertising cookies. Choosing “Only what's needed” keeps only the storage required for essential features. You can clear cookies in your browser, although this may sign you out.

How long we keep information

We keep information only for as long as it is needed for the purpose it was collected, to provide care, manage accounts and applications, resolve concerns, meet safeguarding or legal duties, and keep appropriate business records. Retention periods vary by record. When information is no longer needed, we delete it or make it anonymous. You may ask us to delete your information, although we may need to keep some records where the law or a safeguarding obligation requires it.

Security

We use access controls, private document storage, secure connections and restricted admin tools to protect personal information. Work accounts and mailboxes are removed when they are no longer required. No system can be guaranteed completely secure, so please keep passwords private and contact us promptly if you believe an account has been misused.

Your rights

Depending on the circumstances, you may ask us for a copy of your information, to correct it, delete it, restrict or object to its use, or transfer information you gave us. You may also withdraw consent where consent is the lawful basis. Contact us using the details above. We may need to confirm your identity before acting on a request.

If you are unhappy with how we use your information, please contact us first so we can help. You can also complain to the Information Commissioner’s Office at ico.org.uk.

Changes to this policy

We may update this policy when our services or legal duties change. The latest version will always appear on this page with its updated date.