Privacy Notice

1. Who we are

CareBeacon is a trading name of a company registered in England and Wales under company number 09540376 (the Company / CareBeacon)

Email: privacy@carebeacon.co.uk

For the purposes of UK data protection law, the Company is the controller of personal information collected through this website and through our own sales, account-management and business-administration activities.

Where a care provider uses the CareBeacon platform to manage information relating to its homes, staff, contractors, residents or operations, that care provider will generally be the controller of that information and CareBeacon will act as its processor.

2. Information we collect

Depending on how you interact with us, we may collect:

• your name, job title and organisation;
• business email address and telephone number;
• information submitted through enquiry, demonstration or contact forms;
• correspondence between you and CareBeacon;
• account and login details;
• information about your use of our website and platform;
• IP address, device, browser and technical information;
• records of support requests, demonstrations, training and account activity;
• billing and contractual information; and
• any other information you choose to provide.

Customers using the CareBeacon platform may also upload operational information such as staff details, inspection records, photographs, maintenance records, room or area information, audit evidence and work-order information. The customer is responsible for deciding what information is entered into the platform.

Customers should avoid uploading resident health or care information unless this has been specifically agreed with CareBeacon and is necessary for an authorised use of the platform.

3. How we use information

We may use personal information to:

• respond to enquiries;
• arrange and deliver demonstrations;
• create and manage user accounts;
• provide, maintain and support the CareBeacon platform;
• configure care homes, rooms, assets, inspections and workflows;
• provide training and customer support;
• administer contracts, subscriptions and invoices;
• communicate about service changes, security or account matters;
• improve the website, application and customer experience;
• investigate misuse, faults or security incidents;
• maintain business and legal records;
• protect our rights and enforce contractual terms; and
• send business-to-business marketing where permitted by law.

4. Our lawful bases

We process personal information where:

• it is necessary to take steps at your request before entering into a contract;
• it is necessary to perform a contract;
• it is necessary for our legitimate interests in operating, supporting, securing and improving our business and services;
• we need to comply with a legal obligation; or
• you have given consent, where consent is required.

Where we act as a processor for a customer, we process information in accordance with that customer's documented instructions and the applicable data-processing agreement.

5. Marketing

We may contact business users about CareBeacon products, demonstrations and services where permitted by law.

You can opt out at any time by:

• using the unsubscribe link in an email; or
• contacting privacy@carebeacon.co.uk.

Service and account-related communications are not marketing and may still be sent where necessary.

6. Who we share information with

We may share information with:

• hosting, cloud-storage and software providers;
• website, analytics and communications providers;
• payment and accounting providers;
• professional advisers;
• contractors supporting implementation or customer service;
• regulators, law-enforcement bodies or public authorities where required; and
• a purchaser or investor in connection with a proposed sale, investment or restructuring.

We do not sell personal information.

Our service providers may only use personal information for the purposes for which it has been provided and must protect it appropriately.

7. International transfers

Some service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will use an appropriate legal safeguard, such as:

• an adequacy regulation;
• the UK International Data Transfer Agreement;
• the UK Addendum to the EU Standard Contractual Clauses; or
• another lawful transfer mechanism.

8. How long we keep information

We retain information only for as long as reasonably necessary.

Typical retention periods are:

• enquiries that do not become customers 12 months;
• customer account and contractual records: for the contract period and normally six years afterwards;
• billing and tax records: as required by law;
• support and platform records: for the period reasonably required to provide and evidence the service;
• marketing information: until you opt out or the information is no longer current; and
• website analytics: in accordance with the relevant cookie retention period.

Customer data stored within the platform will be retained and deleted in accordance with the customer agreement and data-processing terms.

9. Security

We use appropriate technical and organisational measures designed to protect information against unauthorised access, disclosure, alteration, loss or destruction.

These measures may include:

• access controls and role-based permissions;
• authentication and password controls;
• encryption in transit and, where supported, at rest;
• system monitoring and logging;
• backups and recovery procedures;
• restricted administrative access;
• supplier due diligence; and
• incident-management procedures.

No internet-based service can be guaranteed completely secure.

10. Your rights

Subject to the law and any applicable exemptions, you may have the right to:

• request access to your personal information;
• ask for inaccurate information to be corrected;
• ask for information to be erased;
• restrict how information is used;
• object to certain processing;
• receive information in a portable format;
• withdraw consent where processing relies on consent; and
• complain to the Information Commissioner's Office.

To exercise a right, contact privacy@carebeacon.co.uk.

We may need to verify your identity before responding.

Where CareBeacon processes information solely on behalf of a care provider, requests concerning that information should normally be directed to the care provider first.

11. Complaints

Please contact us first so we can try to resolve your concern.

You also have the right to complain to the Information Commissioner's Office.

12. Cookies

We use cookies and similar technologies as explained in our Cookie Policy.

13. Changes to this notice

We may update this notice from time to time. The latest version will always be published on this page.